System

www.kb.se

Purpose

To be able to contact the National Library for information, applications, newsletter subscriptions and orders.

Processing carried out

Web form to:

• Contact the National Library
• Order copies
• Pose questions
• Shop and sales
• Book a librarian
• Get help finding posters, pictures, manuscripts, maps, personal archives, everyday prints
• Apply for permission for filming and photography
• Donations
• Give purchase suggestions
• Subscribe to email newsletters

Categories of personal data

• Name of the person
• Telephone number
• Social security number (library card application)
• Postal address
• E-mail address

Legal basis

• To fulfill a task of public interest. The processing of personal data is necessary for the National Library to provide library services.
• To fulfill agreements on repro orders or purchases, permissions for filming and photography.
• Consent for subscription to newsletters.

Retention period

• Subscription to newsletters: Personal data is deleted when subscription is terminated by user.
• Communications to the the National Library are public documents and cannot be deleted without a culling decision.

System

Regina.kb.se
Netloan

Purpose

To be able to borrow works at the National Library, log in to computers in the public environment, book group rooms, access external databases provided by the National Library and access digitised works.

Processing carried out

• Registering orders, loans, returns, demand letters, interlibrary loan requests
• Registering logins on public computers
• Registering logins to the National Library's Wi-Fi network

Categories of personal data

• Name and address
• Telephone number
• Social security number
• E-mail address
• Address
• Credit card number

Legal basis

To fulfill loan agreements. The processing of personal data is necessary in order to offer borrowers and visitors to the National Library access to the library's collections and services and to fulfill the the National Library's obligations under the loan agreement.

Retention period

• The data on orders, loans, returns, demand letters are automatically anonymized when the loan case is closed. Personal and login data are deleted 12 months after the expiry of the loan card (DNR 123-110-2010).
• Records of login data are public documents and cannot be deleted without a culling decision.

Systems

The education portal

Purpose

To provide web-based training courses.

Processing carried out

Web form to register an account to access individualised training.

Categories of personal data

• Name of the person
• E-mail address

Legal basis

Consent. The processing is necessary in order to be able to offer an individually tailored education portal, among other things by the portal will keep track of which courses you have started, how far you have come in each course and the like. The data is also used to produce statistics on how the courses are used.

Retention period

Personal data is deleted when the account is closed by the user.

System

SMDB loan module
SMDB web application for searching and playing audiovisual material smdb.kb.se

Purpose

To play audiovisual material. To interlibrary loan audiovisual material. To manage research applications.

Processing carried out

• Registering researcher applications
• Registering screenings on playback computers
• Registering interlibrary loans of audiovisual material.

Categories of personal data

• Name of the person
• Telephone number
• Personal identification number
• E-mail address
• Address
• Credit card number

Legal basis

To fulfill loan agreements. The processing is necessary in order to offer researchers at the National Library individualised access to the library's audiovisual material and fulfill our obligations under the loan agreement.

Retention period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

Libris interlibrary loan

Purpose

To receive interlibrary loan orders between libraries.

Processing carried out

• Interlibrary loan order
• Decision on ILL or purchase
• Transfer of interlibrary loans to lending libraries
• History of borrower orders

Categories of personal data

• Borrower number used by the borrowing library, such as library card number, social security number or other.
• Borrower name
• Borrower's telephone number
• Borrower's address

Legal basis

• To fulfill the loan agreement. The processing is necessary to enable interlibrary loan orders to be transmitted between libraries.
  
• To fulfill a task carried out in the public interest. History of patron orders is provided to allow patrons to view their previous interlibrary loan orders.

Retention period

• Personal data in mediated interlibrary loans is searchable for the borrower's home library for 6 months. Thereafter searchable via LIBRIS customer service. Records at the National Library are public documents and cannot be deleted without a culling decision.
• History of borrower orders is visible to the borrower without time limit.

Systems

Integra Alarm and access control system

Purpose

To control and manage access cards and card readers for the National Library's premises (not public areas).

Processing carried out

Registration and logging of access to and from various premises.

Categories of personal data

Personal name linked to access cards.

Legal basis

To fulfill a task in the public interest. The processing of personal data is necessary to maintain adequate security of the Agency's premises.

Retention period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

The Bläddra app

Purpose of the app

To provide literature in national minority languages.

Processing carried out

Register the following personal data of the app's users in order to provide the material in an appropriate manner.

Categories of personal data

• A unique anonymized code per device for statistical and licensing purposes
• IP address of the device
  

The National Library does not record who reads what and the statistics are only used as a basis for evaluating how much Bläddra is used.

Legal basis

Consent. The processing is necessary because the app contains copyrighted material. In order for you to be able to read it, the National Library has entered into license agreements with the rights holders. The National Library pays for the use and, according to the agreement, must also provide statistics on how much the books are read in the app. The National Library therefore collects statistics on how much the works are used.

The consent is valid until further notice. You have the right to withdraw your consent at any time. You can do this by contacting kungl.biblioteket@kb.se. Please note that withdrawing your consent does not affect the lawfulness of the processing before the consent was withdrawn.

Retention period

Personal data is stored until statistics have been produced or until consent is withdrawn.

System

EastCoast visitor registration.

Purpose

To provide administrative support for the management of visitors to the National Library's premises (non-public areas).

Processing carried out

Registration of names of visitors and recipients of visits. Registration of the time of the visit.

Categories of personal data

Name and company/employer.

Legal basis

To fulfill a task in the public interest. The processing of personal data is necessary to maintain adequate security of the Agency's premises.

Retention period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

Publicera, publish.kb.se.

Purpose

The purpose of the processing is to enable authors, editors and reviewers to work on script management, editing and publication of articles on the internet.

Processing carried out

Recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Transfer of personal data to third countries

The personal data is stored on servers in Sweden. The published author metadata may be transferred to third countries.

Categories of personal data

Mandatory fields:

• User name
• First name
• Last name
• E-mail address
• Country.
  

Encrypted field:

• Password
  

The possibility to fill in the following fields is offered:

• Greeting phrase,
• First name
• Middle name
• Surname
• Suffix
• User name
• Gender
• Password (encrypted)
• Email address
• ORCiD ID
• Web page
• Country of residence
• Telephone number
• Fax number
• Affiliation
• Biography
• Date of registration.
  

Legal basis

With the consent of the data subject.

Retention period

Personal data is stored indefinitely.

System

The W3D3 diary system

Purpose

To record written communications, both electronic and physical, between the National Library and private individuals, public authorities and companies.

Processing carried out

• Registration of documents
• Storage of physical documents

Categories of personal data

• Name of the person
• E-mail address
• Telephone number
• Address
• Personal data appearing in documents and in running text

Legal basis

To fulfill a legal obligation. This collection is for archival purposes and is part of the National Library's task as an governmental institution.

Retention period

Communications to and from the National Library are public documents and cannot be deleted without a culling order.

System

The e-mail system

Purpose

To manage electronic communication between the National Library and private individuals, public authorities and companies.

Processing carried out

Storage of e-mails.

Categories of personal data

• Name of the person
• E-mail address
• Personal data appearing in free text

Legal basis

To fulfill a task of public interest and legal obligation. This collection is for archival purposes and is part of the National Library's task as a governmental institution.

Retention period

Communications to and from the National Library are public documents and cannot be deleted without a culling decision.

System

Uploadin service uppladdning.kb.se
The electronic legal deposit portal e-plikt.kb.se
Legal deposit supplier register

Purpose

To enable the National Library to check compliance with the Act (1993:1392) on legal deposit of documents and the Act (2012:492) on legal deposit of electronic material. As well as to fulfill the National Library's tasks under the Ordinance (2008:1420) on the legal deposit of documents and the Ordinance (2012:866) on the legal deposit of electronic material.

Processing carried out

• Registration of contact persons per supplier of legal deposit material
• Login to upload service
• Demand letters, reminders, penalties

Categories of personal data

• Name of the person
• Telephone number
• E-mail address
• Address details

Legal basis for processing

The processing is necessary for the exercise of official authority vested in the National Library. The processing of personal data is necessary to follow up and check compliance with legislation.

Retention period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

Biblioteksdatabasen (Libris library database)

Purpose

To record library information about member libraries in the Libris collaboration.

Processing carried out

Registration of contact persons per library:

• Library manager
• Catalog manager
• Operations manager
• Library manager
• Head of Organization
• Statistics Manager
• Responsible for interlibrary loan compensation

Categories of personal data

• Name of the person
• Telephone number
• E-mail address

Legal basis

To fulfill tasks of public interest. The National Library provides services and has a coordinating function within the public library system. The processing is necessary to enable the responsible persons at the libraries to be contacted if necessary.

Retention period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

TendSign procurement tool

Purpose

To manage procurements and call-offs.

Processing carried out

• Registration of contact details of administrators
• Registration of contact details of suppliers

Categories of personal data

Suppliers:

• Name
• E-mail address
• Telephone number
• Address

Legal basis

• Consent: Administrator consents to registration.
• To fulfill contracts. Personal data of suppliers are registered for the purpose of fulfilling contracts.

Retention period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

Consortia Manager

Purpose

For the administration of the license agents and members of the Bibsam consortium.

Processing carried out

Registration of contact details of the publishers' and database providers' Bibsam contact person.

Categories of personal data

• Name of the person
• E-mail address
• Title of the person
• Telephone number

Legal basis

To fulfill the Cooperation Agreement: Processing is necessary to administer agreements with database providers for the members of the Bibsam consortium.

Storage period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

Libris cataloging XL:

• login.libris.kb.se
• XL cataloging tool

Purpose

To catalog bibliographic records and holdings in the Libris national union catalog.

Processing carried out

• Logging in and out
• Cataloging, modification, deletion of bibliographic records
• Registration, modification and deletion of holdings records

Categories of personal data

• Login ID
• Name of the user
• E-mail address

Legal basis

To fulfill a task of public interest. The National Library is tasked with administering and operating the Libris systems. This processing of personal data is necessary for the administration of the National Bibliographic Union Catalog.

Storage period

Registers at the National Library are public documents and cannot be deleted without a culling decision.

System

The National Library's page on Facebook
The National Library's page on Linkedin
The National Library's Instagram channels
The National Library's Newsmachine page

Purpose

Communicate externally National library's services, projects, collections.

Processing carried out

Publication of articles, videos, news items relevant to the work of the National Library.

Categories of personal data

• Contact details
• Names of authors of posts
• Image of persons in posts

Legal basis

• To fulfill a task of public interest. This processing is necessary for the National Library to inform visitors, librarians and other stakeholders.
• Consent: If a film recording or article is posted, consent is obtained from the data subject.

Retention period

The National Library's communications are considered public documents and are not deleted. For some parts of social media posts there is a culling decision (1.1.2-2016-473).

Systems

isbn.kb.se
issn.kb.se

Purpose

System for applying, registering and retrieving ISBN, ISMN and ISSN numbers.

Processing carried out

• Application for ISBN/ISMN/ISSN publisher
• Registration of ISBN/ISMN/ISSN publishers
• Storage of data on the publishers to whom ISBN/ISMN/ISSN numbers have been assigned

Categories of personal data

• Name of the publisher
• Name of contact person
• Address of contact person
• E-mail address
• Telephone number

Legal basis

To fulfill a task in the public interest. It is part of the agency's mission to assign and keep records of ISBN, ISMN, and ISSN numbers. This processing is necessary for the National Library to provide ISBN, ISMN and ISSN numbers for Swedish publishers.

Storage period

Personal data is deleted when affiliated organizations change their contact details. Otherwise, registers at the National Library are public documents and cannot be deleted without a culling decision.

System

urn.kb.se

Purpose

System for registering and distributing unique internet identifiers (URN)

Processing carried out

Registration of organization requesting URN

Categories of personal data

Contact details of affiliated organization:

• Name
• E-mail address
• Telephone number

Legal basis

To perform a task in the public interest. It is part of the Agency's mission to assign and maintain a register of unique internet identifiers. This processing is necessary for the National Library to provide URN identifiers for Swedish organizations.

Retention period

Personal data is deleted when the affiliated organization changes the contact details. Otherwise, registers at the National Library are public documents and cannot be deleted without a culling decision.

Systems

Box document sharing
web-based meetings Adobe Connect
Projectplace project tool
Zoom e-meeting service

Purpose

To enable collaboration in project planning, document sharing and e-meetings.

Processing carried out

• Login authentication
• Recording e-meetings
• Free text in documents

Categories of personal data

• E-mail address
• Personal name
• Personal data appearing in free text

Legal basis

To fulfill a task of public interest. The processing is necessary to enable the National Library to cooperate with persons outside the library and thus to perform its tasks effectively.

Retention period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

L-soft mailing lists

Purpose

To manage external communication via email lists.

Processing carried out

• Registration of contact persons per library, e.g. catalogers
• Archiving of messages within the respective list

Categories of personal data

• Name of the contact person
• E-mail address

Legal basis

To fulfill a task in the public interest. The processing of personal data is necessary to enable the responsible persons in the libraries to communicate with each other adequately and thus to perform their tasks effectively.

Storage period

Communications to the National Library are public documents and cannot be deleted without a culling decision.

System

Libris CXZ email

Purpose

To communicate about changes in Libris records.

Processing carried out

Web form where catalogers retrieve the record and communicate changes.

Categories of personal data

Email address

Legal basis

To fulfill a task in the public interest. This processing of personal data is necessary to enable the responsible persons in the libraries to communicate with each other adequately and thus to perform their tasks effectively.

Storage period

Communications to the National Library are public documents and cannot be deleted without a culling decision.

System

The system for official library statistics bibstat.kb.se

Purpose

To collect official annual library statistics on the Swedish library system.

Processing carried out

• Login of the registering statistics contact person for each library
• Free text comment field

Categories of personal data

• E-mail address in free text
• Personal names in free text fields may appear (not published)

Legal basis

Exercise of official authority. The processing is necessary for the National Library to fulfill its legal duty as a statistical authority under the Swedish law Lag (2001:99) om den officiella statistiken. Förordning (2001:100) om den officiella statistiken.

Storage period

Registers at the National Library are public documents and cannot be deleted without a culling decision.

System

Surveys Artologic

Purpose

To conduct surveys.

Processing carried out

Personal data when responding to surveys.

Categories of personal data

• Name of the respondent
• E-mail address
• Address

Legal basis

To fulfill a task in the public interest. Processing is necessary for the National Library to fulfill its legal duty to have a national overview of and promote collaboration within the public library system.

Storage period

Records at the National Library are public documents and cannot be deleted without a culling decision.

Systems

Diary system W3D3
Manuscript database arken.kb.se
Film database Granges
Accession ledger Samla

Purpose

To receive donations of different types of material:

• Film (film archive)
• Personal archives
• Manuscripts
• Other materials

Processing carried out

Registration of the donor of the respective material in the manuscript database Ark and the diary system W3D3.

Categories of personal data

• Contact details of the donor: name, address, telephone number, e-mail address.
• Personal data that may appear in the material itself.

Legal basis

• Consent. The donor consents to the storage of his/her personal data.
• To fulfill a task of public interest. Personal data contained in the donated material itself.

Storage period

Records at the National Library are public documents and cannot be deleted without a culling decision. The donor's data is deleted if the donor withdraws their consent for the processing.

System

ReachMee recruitment tool

Purpose

To manage applicants for advertised job positions and traineeships.

Processing carried out

Registration of applicants for positions advertised by the National Library.

Categories of personal data

• Contact details of applicants: name, address, telephone number, e-mail address
• Personal data contained in the application itself

Legal basis

Consent. The applicant consents to the processing.

Storage period

Personal data is stored for a maximum of three years after the latest application.

System

Refapp reference checking tool

Purpose

To manage the referencing of final candidates for advertised positions and traineeships.

Processing carried out

Registration of final candidates and their referees in recruitment for job positions advertised by the National Library.

Categories of personal data

• Contact details of applicants: name, telephone number, e-mail address
• Personal data involved in the actual reference taking

Legal basis

Consent. The applicant consents to the processing.

Storage period

Personal data will be stored for a maximum of two years after the latest application.

System

Libris cataloguing
Libris import and metadata funnel

Purpose

The union catalogue for Swedish libraries.

Processing carried out

Registration of bibliographic records and holdings records in the Libris union catalogue.

Categories of personal data

• Personal data in metadata: authors, personal data in work names

Legal basis

To fulfill a task in the public interest. This collection of personal data is necessary for the establishment and maintenance of a functioning national bibliographic union catalogue.

Storage period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

Libris web search (libris.kb.se)
Libris as OPAC
api.libris.kb.se

Purpose

Interface to the union catalogue.

Processing carried out

Storage of and providing access to catalogue records.

Categories of personal data

Personal data in metadata:

• Authors (authority records)
• Personal data in work titles

Legal basis

To fulfill a task in the public interest. This processing of personal data is necessary to establish and make available a functioning bibliographic union catalog.

Storage period

Records at the National Library are public documents and cannot be deleted without a culling decision.

Systems

Regina (regina.kb.se)
kortkataloger.kb.se
Plåten (platen.kb.se)

Purpose

Catalogue of the National Library's physical collections.

Processing carried out

Storage and making available of catalogue records.

Categories of personal data

Personal data in metadata:

• Authors (authority records)
• Personal data in work names

Legal basis

To fulfill a task in the public interest. The processing of personal data is necessary for the National Library to establish and make available a functioning bibliographic database.

Storage period

Records at the National Library are public documents and cannot be deleted without a culling decision.

System

LIBRIS uppsök (uppsok.libris.kb.se)

Purpose

Search service for Swedish theses and student papers.

Processing carried out

Storage of and providing access to catalogue records.

Categories of personal data

Personal data in metadata:

• Authors (authority records)
• Personal data in work titles

Legal basis

To fulfill a task in the public interest. The processing of personal data is necessary in order to make available theses published at Swedish universities.

Storage period

Registers at the National Library are public documents and cannot be deleted without a culling decision.

System

Libris Swepub (swepub.kb.se)
Swepub for analysis and bibliometrics (bibliometri.swepub.kb.se)

Purpose

• To make the scientific publications of universities and colleges searchable.
• Bibliometric analysis and data processing of scientific publications from Swedish higher education institutions and authorities.

Processing carried out

Storage and providing access to availability of catalogue records and extraction of publication data for bibliometric analysis.

Categories of personal data

Personal data in metadata:

• Authors (authority records)
• Personal data in work titles
• Gender data
• PersonID (login data for researchers)
• Institutional affiliation
• ORCID (identifier for authors of scientific publications)

Legal basis

To comply with a legal obligation. The processing of personal data is necessary for the National Library to be able to provide an adequate and comprehensive data source for the evaluation of Swedish scientific publications. 3 § Förordning (2008:1421) med instruktion för Kungliga biblioteket.

Storage period

Registers at the National Library are public documents and cannot be deleted without a culling decision.

System

tidningar.kb.se (display interface for digitised newspapers VDD)

Purpose

To provide digitised daily newspapers.

Processing carried out

• To make digitised newspapers available to visitors at the National Library premises and at some university and public libraries.
• Registration of e-mail address of users. List of pages that users want to save. Sending by e-mail copies of newspaper articles that users wish to send to themselves.

Categories of personal data

• Material in the collection: All personal data published in the Swedish daily press.
• User details: E-mail address as username.

Legal basis

• The material in the collection: The processing is necessary to fulfill an archival purpose in the public interest. The processing is part of the National Library's mission to collect, preserve and make available source material.
• User data: Users give their consent to the processing.

Retention period

• Personal data in the digitised newspapers will be deleted under certain conditions in order to safeguard the rights of the data subject.
• User data: The name of the user account and the list of user favorites are stored for as long as the user account exists. As soon as the account is closed by the user, these data are also deleted.

System

Kulturarw3

Purpose

To collect and preserve Swedish web pages for archival and research purposes.

Processing carried out

Automatically collect Swedish web pages and make them available on a visitor workstation at the National Library premises.

Categories of personal data

All personal data published in the Swedish material on the Internet.

Legal basis

To fulfill a task in the public interest. The National Library may process personal data within the framework of the project. Förordning (2002:287) om behandling av personuppgifter i Kungliga bibliotekets digitala kulturarvsprojekt.

Storage period

Personal data is not deleted.

Systems

KB Digitalt:

• Authority data
• National bibliography
• Maps and charts
• Audio recordings
• Manuscripts
• Film review cards from the State Cinema Bureau (censorship cards)
• Library statistics
• Expenditure on scientific publishing at Swedish higher education institutions
• Swedish language models
• Older printed matter

Weburn:

• Images
• Ebooks on demand
• Manuscripts
• Maps and charts
• SOU
• Daily print
• Older prints

filmarkivforskning.se:

• Digitised film history literature

Purpose

To preserve and make available digitised material from National Library's printed collections, manuscripts and images.

Processing carried out

Making documents available.

Categories of personal data

Personal data contained in the digitised material.

Legal basis

To fulfill a task in the public interest. It is part of the National Library's mission to make its collections accessible.

Retention period

Personal data is not deleted.

The system

Swedish Media Database SMDB (smdb.kb.se)

Purpose

To collect and preserve Swedish audiovisual material:

• Film
• TV broadcasts
• Radio broadcasts
• Music recordings
• Computer games

Processing carried out

Preservation, digitisation of, and providing access to collected material.

Categories of personal data

• Authors, publishers
• All personal data appearing in titles
• All personal data appearing unstructured in the material itself

Legal basis

To fulfill a task in the public interest. It is part of the National Library's mission to collect, preserve and make available the audiovisual collections.

Retention period

Personal data is not deleted.

System

Lyyti booking system.

Purpose

To administer events organised by the National Library.

Processing carried out

• Registration of participants
• Handling of invoices and payments
• Publication of lists of participants

Categories of personal data

• Name of participant
• Telephone number
• Address
• E-mail address
• Billing information
• Necessary information about participants such as choice of diet

Legal basis

• To fulfill contract. Processing is necessary in order to handle participant registrations and invoicing.
• Consent. Publication of participants' names in the list of participants in case participant has given their consent.

Storage period

Data in the Lyyti booking system are public documents and cannot be deleted without a culling decision.