In this privacy statement you may read how we at the National Library of the Netherlands (“KB”) deal with your personal data in relation to your membership of the KB, the use of our services and facilities and your visits to our reading rooms. We consider your privacy to be very important. We exercise the greatest possible due care when dealing with and securing your personal data.
1. What is the KB?
The KB is the national library. Based on the power of the written word, we help make the Netherlands more competent, smarter and more creative. This we do together with numerous partners within the domain of public libraries, our heritage and science. As the national library, the KB makes the Dutch library visible, sustainable and accessible. Free access to these jointly owned, publicly funded libraries enables people to come up with new ideas and build on each other’s insights. The KB has its registered office in (2595 BE) The Hague, its address being Prins Willem-Alexanderhof 5. Our Chamber of Commerce number is 27377634.
2. What data do we collect and use?
We process the following personal data concerning you:
- your name, address, email address, telephone number, date of birth, gender and any other details that you enter when registering or submitting a request;
- information about your membership, such as the date you became a member and your type of membership, your KB registration or card number, the amount of any membership fee which you may owe and any applicable discounts or promotions;
- the manner in which you identified yourself when registering for membership (through DigiD, presenting proof of your identity and your address at the desk or sending in a copy or scan). We do not make any copies of your proof of identity or address. If you send in a copy of your proof of identity, we recommend that you produce a safe copy and at any rate screen off your CSN and passport photograph. We destroy your proof of identity and address immediately after verifying them and do not store them;
- any request you submit to borrow or view a specific publication held in our warehouse and any publications on loan to you. We only store such data in a form that can be traced back to you in so far as a publication from the Special Collections reading room is involved. In other cases we anonymise such data after you have returned or handed in the relevant publication;
- if you enter any of our reading rooms through an access point using a pass, we automatically read your card number and check whether it entitles you to access to the reading room. Your card number is stored together with the time of your entry and departure in encrypted form;
- the video images of you which our security cameras record when you pass through the public areas of our building and when you are in any public KB room in the building (such as the reading rooms). Such video images are stored for no longer than four (4) weeks;
- the transaction details of any online requests or purchases, such as the date of your purchase, the products you bought (such as books, images, scans or copies), the purchase price, any applicable discount or promotion and your bank account number (in order to refund you in the event that you avail yourself of your right of withdrawal). Payments are effected through an external payments provider;
- which digital collections and files you view using your KB log-in details. We automatically store them in log files containing recorded data for no more than one (1) year.
- any file that you save via a public computer in a reading room into which you have logged using your KB log-in details are automatically deleted after three (3) days. Your browsing history is deleted immediately when you log out or automatically after sixty (60) minutes of inactivity;
- your communication with our customer service department, such as any questions that you have raised, or complaints or reports which you have submitted, the issue involved and its nature, the period within which your question or complaint was finally dealt with and the manner in which your report was followed up;
- your consent (opt in) to receive one (1) or more of our newsletters and a record of when you unsubscribed if applicable;
- traffic data which we collect from you when you use our websites or apps.
Cookies and similar technologies
How does the KB obtain your personal data?
The KB collects your personal data in a number of ways, for example, when you enter your details upon registering for membership or requesting a product online, if you log in to use our digital collections and files, when you visit a reading room or use our facilities, when you communicate with us or when you register for any of our newsletters. We may also receive personal data from our service providers (such as Google – see above).
3. For what purposes do we collect and use your data?
We collect and use your data:
- to register you as a member and to maintain a record of your registration as part of our customer administration records;
- to assess whether you reside in the Netherlands and satisfy the criteria to be a member and to be permitted to use our services and facilities;
- to provide our services and facilities, and to support you when you use those services and facilities;
- for security purposes (see “Security” below for more information);
- to provide you with information and communicate with you in relation to our services;
- to respond to any question that you may have and to deal with any complaint or report which you submit;
- for statistical research and targeted marketing (see “Statistical research” and “Targeted marketing” below for more information);
- to tackle and terminate infringements of copyright (see “Security” below for more information);
- to comply with any legislation and regulations applicable in relation to the KB;
- to perform any public duties that have been imposed on the KB;
- for customer satisfaction surveys if you have registered for them through social media or any of our newsletters.
What follows below is additional information concerning a number of specific purposes and the grounds on the basis of which we collect and use your personal data.
The KB conducts statistical research into general trends in relation to the use of its services and facilities. We only use aggregated and anonymised data – as set out in §2 – which are dissociated from directly identifiable details such as your name and membership number. For instance, we maintain statistics on the identity, type and quantity of publications which are borrowed or which are consulted in our reading rooms on request or online in our secure area. We also keep records of the number of visitors who visit our reading rooms and the times when they do so. We use the findings of this research to evaluate and optimise our services and facilities. The findings of this research are only reported to our content suppliers (such as publishers and licensers) in an aggregated form. They also use those findings to have their services better tailored to your preferences and requirements.
With your consent we use your personal data to send you one (1) or more of our newsletters containing information about our services and facilities. You may always unsubscribe from receiving our newsletters by following the instructions in them or by sending an email message to firstname.lastname@example.org.
With a view to retaining and protecting our digital and other collections, we process specific personal data pertaining to you as set out in §2. For instance, we keep records of who has borrowed or consulted a printed publication, so that we are able to take appropriate action where necessary if a publication is damaged or lost. In addition, we use cameras to secure your property and ours. We also use your data to track down fraud or the misuse of our services and facilities, and to prevent this from occurring. In the case of our digital collections and files, for example, we check whether they are consulted contrary to our arrangements with publishers and/or licensers.
We will process your data based on your consent (as in the case of a newsletter), to process your membership, to comply with any legal obligations which we may have, to perform our public duties (general interest), or in our legitimate interests or those of any third party. You may revoke your consent at any point in time by sending an email message to email@example.com. If you revoke your consent or refuse to supply the information which we require in order to execute an agreement with you or to comply with our legal obligations, you may not be able to use any of our services or facilities or only to a limited extent. Should we use your data in our legitimate interests or those of any other party, we will take reasonable measures to warrant that your data is used with due care. Our legitimate interests include safeguarding vulnerable publications, for example. For more information about those interests, please see the purposes for which we collect and use your data as set out above.
KB focus group
If you register for the KB focus group, the KB will process your first and last names, your address, telephone number, email address, date of birth and gender. In addition, when you register, you may indicate whether you are a member of the KB and/or the Public Library (a local and/or the Online Library: www.onlinebibliotheek.nl), and KB websites that you use. The KB also keeps this information.
Your personal data will only be used for the purposes of research. If you register for the KB focus group, the KB will store your contact details so as to be able to approach you for various types of research. If you participate in user tests, interviews or group discussions on site, it will be possible for you to receive a travel allowance should you provide your bank details. In addition, your personal data will be used to ensure that we have a varied group of participants.
Your replies to questions asked as part of our research will be dissociated from your personal data. The research findings will be anonymised as a result. Using such anonymised research findings, we are able to test whether our services satisfy our customers’ requirements and to determine how we can improve our services.
If you apply for a job with the KB, we will process the information contained in your curriculum vitae and motivation letter, such as your first and last names, your address, and information about your educational qualifications and employment history.
Your personal data will only be used to ensure that the recruitment and selection process is responsible, effective and efficient. We collect and use your data:
- to be able to compare it to current KB vacancies;
- for the purposes of communication in relation to the recruitment and selection procedure;
- to be able to contact you to schedule a job interview;
- to be able to provide you with information about any other relevant vacancy;
- in the case of a selection process involving an assessment and/or a psychological test, the relevant information will be sent to the agency which conducts such tests;
- for the purposes of analysing job applicants’ satisfaction with the recruitment and selection process.
4. Who has access to your data?
KB staff will only have access to your data if they are authorised to view, modify or delete it based on their position. Such staff are bound by a duty of non-disclosure.
Will your personal data be supplied to any other party?
Our partners are responsible for supplying specific digital content (such as licensed files). Those partners do not have access to your data. They only receive aggregated research findings (see §3).
When we provide our services, we receive support from a number of suppliers that we have carefully selected. Some of those suppliers require access to certain data in order to be able to provide their services. We make it mandatory for those suppliers to adopt appropriate security measures in relation to your data and to act in accordance with our instructions.
5. Other domains
Our websites may contain links to domains belonging to other parties, such as iDEAL, Mastercard, Visa and SEPA. If you follow such a link, you will leave our domain. Although we have selected such other parties with a great deal of care, the KB does not accept any liability for those parties’ use of your data. For more information you may consult the privacy statements of those other parties (if they have any).
6. Security and retention periods
We will ensure that your personal data is adequately secured, so that it is protected against unauthorised access and use, modification, and unlawful destruction.
Unless we have a duty to retain your data for longer pursuant to the relevant legislation, we maintain the following retention periods:
- video images are stored for no longer than four (4) weeks;
- we do not retain any file that you save on a computer in a reading room you have logged in to using your KB membership credentials for longer than three (3) days. your browsing history is deleted immediately when you log out or automatically after sixty (60) minutes of inactivity;
- any details of the consultation of our digital collections and files which are automatically recorded in log files are deleted by no later than one (1) year:
- we retain any data that is directly traceable to you, such as your name or address, for no more than two (2) years after your membership terminates;
- we delete aggregated data which we use for statistical research by no later than three (3) years after we have collected it;
- in the case of the focus group we retain any data that is directly traceable to you up to one (1) week after your membership of the KB focus group terminates;
- if you consent to an interview being filmed in the KB in your capacity as a KB focus group member, the recording will be retained for no more than ten (10) months;
- we delete the personal data of job applicants by no later than four (4) weeks after the end of the relevant job application procedure, unless an applicant consents to their personal data being retained for longer than this. In that case it will be deleted one (1) year after the end of the job application procedure.
7. Right to inspection, correction, limitation, deletion and data portability
Pursuant to the applicable legislation, you may be entitled to view your personal data, to ask the KB to correct or delete your personal data, to limit the processing of your personal data or to transfer part of your personal data to any other organisation. You may also be entitled to object to any processing. If you have given your consent to have your personal data processed, you are entitled to revoke such consent. In certain situations these rights may be limited, for example, if we can show that we have a legal duty to process your personal data. You may use our model letters to exercise your rights. We may ask you to provide additional information to verify your identity.
The KB may amend this privacy statement. If you have an account, you will automatically be informed of any amendment by email. In any other case we recommend that you read this privacy statement on our website regularly, so as to remain informed about any amendment. This privacy statement was last amended on 1 June 2018.
9. Questions, comments or complaints?
We take your privacy seriously. If you have any questions, comments or complaints, you may contact our customer service at firstname.lastname@example.org. You may also send a letter to the KB data protection officer at:
KB| National Library
Attn. Data Protection Officer
Freepost Number 93003
2509 BE The Hague
We hope that we have been able to answer all of your questions concerning our processing of your personal data. Should this not be the case, you are entitled to submit a complaint to the Dutch Data Protection Authority.