Staff and students depositing their work in the repository are reminded that this policy document has been written in addition to the existing University of Lincoln Regulations and covers the use and management of the Institutional Repository.
The University of Lincoln's Institutional Repository provides immediate and free worldwide access to the University's research and teaching and learning output. The repository is not a publisher but merely an online archive for deposited items. Depositing an item in the repository does not change or affect the original Intellectual Property Rights or Copyright of the work. Deposit in the repository is by non-exclusive agreement and the author is free to publish any version of the work elsewhere. Deposit in the repository makes the work available to to a wide variety of individuals and institutions, including automated online search engines. Therefore a citation of the work will always remain visible.
Your personal information
The University of Lincoln collects personal information about you when you submit your research data and information to the University repository - ePrints. We use this information to keep a public record of all research carried out at the institution and so you University staff with administrative access can contact you about your research. This notice explains more about how we use your personal information.
How to complain
What information we collect about you
We collect information about you when you submit your research on the University repository system ePrints.
Keep your details up to date by emailing eprints@lincoln.ac.uk
How we use your information
Your email address and University Identification Number are visible to University of Lincoln members of staff with administration access to the e-Prints system. Your name and research data including, but not limited to, papers, audio, articles and books is in the public domain. This information can be accessed by other individuals, websites or platforms which search the repository.
The University occasionally uses cookies and other technologies on its website that collect data about you when you use them. Where this occurs further information will be available in a cookies policy. The cookies policy for the University website can be found here: http://www.lincoln.ac.uk/home/termsconditions.
Information we may share with other organisations
It is necessary, to support the administration of the programme, to share your data outside of the Unversity. The organisations your data is shared with are listed below:
In exceptional circumstances we may be asked to share your information with police or other investigators if it would prevent or detect crime or safeguard a persons wellbeing. Each instance will be judged on its own merit and any sharing of information will be done within the law.
How long we keep your information
Data will not be removed from the system in order to capture an historical record of all research activity.
If you access additional University services these may keep a record of your contact and will provide you with details of how long they keep your information.
Accessing your information and other rights
You have a number of rights relating to your personal information. These include:
If you would like a copy of any of your information please contact the Information Compliance team on the details below. The team will process your request within a month.
Portability
If you have provided information on the basis of your consent or for a contract then you can request a digital copy so you can send it to another organisation.
To request a copy please contact the Information Compliance team on the details below. The team will process your request within a month.
Correction
If any of the information we hold about you is incorrect or incomplete then please let us know. You have the right to have your information corrected so that we hold accurate records about you.
Erasure
This is also known as the right to be forgotten. You can request that your personal information is erased if it is no longer necessary for the University to keep it, or you withdraw consent that you have previously provided, or you object and there is no overriding grounds to keep it or if it is unlawful to continue to keep it.
Restriction
You can request that the use of your personal information is limited to storage only and that we use it for no other purpose. This applies where you contest the accuracy of the personal information we hold, or our use of the information is unlawful, or we no longer need the information except in relation to legal claims, or you object to the use of your data and we need to verify whether or not our purpose for keeping it overrides the grounds of your objection.
The Information Compliance team can be contacted by email on compliance@lincoln.ac.uk or by post at:
Information Compliance
Secretariat
University of Lincoln
Brayford Pool
Lincoln
LN6 7TS
How to object or withdraw consent
If you object to our use of your personal information then we must stop unless we can demonstrate compelling legitimate grounds for continuing. Please contact eprints@lincoln.ac.uk and explain your objection.
If you have provided your consent for the use of your personal information then you can withdraw this consent at any time.
How to contact us
For general enquiries please call 01522 88 2000 or write to:
University of Lincoln
Brayford Pool
Lincoln
LN6 7TS
You can find contact details for individual teams and staff by visiting http://staff.lincoln.ac.uk.
If you have a query about your personal information rights then please contact the Information Compliance team by email on compliance@lincoln.ac.uk or by post at:
Information Compliance
Secretariat
University of Lincoln
Brayford Pool
Lincoln
LN6 7TS
How to complain
If you feel that we have let you down in relation to your information rights then please contact the Information Compliance team by email on compliance@lincoln.ac.uk or by post at:
Information Compliance
Secretariat
University of Lincoln
Brayford Pool
Lincoln
LN6 7TS
You can also make complaints directly to the Information Commissioner's Office (ICO). The ICO is the independent authority upholding information rights for the UK. Their website is ico.org.uk and their telephone helpline number is 0303 123 1113.