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UHBW Library and Information Services: Declarations and Sustainability

Library website for UHBW

Library Declarations

Privacy policy notice for SWIMS

 The South and West Information Management System library management system (SWIMS) is made available by the Library and Knowledge Service (LKS) at UHBristol.  SWIMS is used:

 to record contact details for the purposes of loaning of library stock

  1. to record loans of stock to users
  2. to send notifications to users about their loans
  3. to provide management information for library staff on usage and membership

 This privacy policy explains:

  1. what personal data we hold about you on SWIMS and why we hold it
  2. how you can find out what data we have, and have that data updated or deleted
  3. who may have access to your data
  4. how your data is processed and stored
  5. how long your data is retained
  6. how you can request that we stop contacting you about your library registration and loans

 If you have any concerns related to this privacy policy, or have any queries about the use of your personal data, please email

 What personal data we hold about you on SWIMS and why we hold it

We store your contact data so that we can contact you if we need to about the library stock we loan to you.

We store your name, work and/or home postal address, email address(es), phone number(s), employer's name, employer's location, job role, and course and academic institution where relevant.   

 How you can find out what data we have, and have that data updated

You can log in to our library management system at using the number on your library card to see limited data that we hold about you.  To see full data, please email

 Who may have access to your data

Your data is accessible to NHS library staff in the South of England who use the SWIMS system to manage library stock and loans. 

In addition your data is accessible to the system supplier and system manager who provide and manage the SWIMS system.

Staff at all organisations work in compliance with our Privacy Policy and any other appropriate confidentiality and security measures.

 We will share your data with others where required to do so by law. We will never sell your data to anyone, or share it in a way not described in this notice without your permission.

 How your data is processed and stored

Your data is added to SWIMS by us, at your request and on your behalf.  You complete a registration form, and then we input the data on the form into the SWIMS system.  If you notify us of a change to your data, we update the SWIMS system accordingly.

Your data is stored within the EU. 

Technical safeguards are in place to help ensure that your data is kept safe and only disclosed to people who are authorised to view it.

How long your data is retained

Your data is kept for as long as you are an active library member, i.e. borrowing books.  If you cease to be an active member we will delete your data a maximum of two years after you have ceased to be active, or sooner if you inform us that you wish us to delete it.

We securely destroy any personal data about you when it is no longer of use.

How you can request that we stop contacting you about your library loans

If you wish to stop receiving communications from us about your library loans, please email

Privacy policy notice for OpenAthens


Privacy policy notice for CLIO 

The system that we use to manage your article / book requests is a database shared between nine NHS Libraries across Bristol, Bath, Gloucestershire, Weston super Mare and Wiltshire. 

The personal information you have supplied will be added to our database and processed in accordance with the requirements of the General Data Protection Regulations 2018. 

It will be held electronically in a database and used in the operation of an Inter Library Loan System. 

The database is managed by Soutron Ltd, Highgate House, Burley Hill, Derby DE22 2ET. 

If you do not make any requests for a period of 2 years your personal data will be removed.

Should you wish for your details to be removed prior to this 2 year period please email

Privacy policy notice for Knowledgeshare



Please click the PDF above for UHBW Library's sustainability statement