Privacy Policy

OLIB Privacy Notice

OLIB is committed to protecting your information. This privacy notice provides details about the information we collect about you, how we use it and how we protect it. It also explains your rights and how to contact us if you have questions about how we use your information.

Information about OLIB

In this privacy notice, references to “OLIB”, “self-study library”, "we" or "us" or “our””. Depending on where and how you interact with us (e.g. by using our app or by walking into one of our OLIB-branded self-study library(co-study spaces) or booking an OLIB-branded self-study library (via a third party) different companies within OLIB will process your information. You can find out more about the OLIB companies that handle your information, including which company makes decisions about how your information is handled, by contacting us.

Ways in which we obtain personal information

We obtain personal information from you and others who book self-study library for you. Where you provide us with information about other individuals. You must ensure that they have seen a copy of this privacy policy and are comfortable with you doing this. We obtain personal information from you through your interactions with us, including by telephone (please note that we record or monitor our calls for compliance and quality assurance purposes), by email, via our websites, via our apps, via post, via, social media or face to face e.g. in our OLIB-branded self-study library or when you meet an OLIB agent.

We also obtain your personal information from third parties such as:

  1. Others who book self-study library for you;
  2. self-study library providers;.
  3. Service providers who work with us in relation to our product or service.

Categories of personal information

We process two categories of personal information about you and/or, where applicable, others whom you have booked self-study library for, namely:.

  1. Standard personal information (e.g. information we use to contact you, identify you or manage our relationship with you); and For further information on these categories of information, please expand this section Standard personal information includes:
  2. Contact Information: We collect your name, user name, address, e-mail address and telephone number(s); if you choose to upload one or connect your social media account to your OLIB account, your profile picture; and your country of residence, age, gender and date of birth;
  3. Location Information: We may derive your approximate location from your IP address so that we show you more relevant content (e.g. self-study library near you). You can choose to allow our app to access location services so that we can suggest nearby library. This will mean that we collect the precise location of your device when the app is running both in the foreground and the background
  4. Transaction Information: We collect transaction details related to your use of our services, e.g. type of service requested, date and time the service was provided, amount charged, days booked/seat, and other related transaction details. If someone else uses an OLIB referral code you have given them, OLIB may associate that other person with you to ensure that you receive the benefit of having made that referral.
  5. Account History: We collect details of your bookings and of contact we have had with you, such as complaints or incidents
  6. Usage and Preference Information: We collect information about how you interact with our website, app or other Services, including IP addresses, search terms and parameters and device information (you’ll find more information about this in our Cookie statment)
  7. Log Information: We collect server logs, which may include information like device IP address, access dates and times, app features or pages viewed, app crashes and other system activity, type of browser, and the third-party site or service you were using before interacting with our Services.
  8. Device Information: We collect information about your mobile device, including, for example, the hardware model, operating system and version, software and file names and versions, preferred language, unique device identifier, advertising identifiers, serial number, device motion information, and mobile network information to help us understand how our app is performing across a range of devices and to help us identify the cause of “crashes” and potential performance improvements.
  9. Call and SMS Data: We make it easier for you to contact library managers. In connection with this, we receive call data, including the date and time of the call or SMS message, the parties’ phone numbers, and the content of the SMS message.
  10. CCTV: We may also collect your personal information if you access our premises and we use CCTV to monitor those premises
  11. WiFi: If you use WiFi offered at library, we will collect login information (which may include your email) and usage information that tells us how you use the WiFi.

    12. Sometimes you may choose to give us special category information about you or others which may attract extra protections under data protection laws. For example:

Purposes and lawful grounds of our processing personal information

We process your personal information for the purposes set out in this notice, based on the legal grounds set out under the Read More text. Different legal grounds apply depending on what category of personal information we process. Standard personal information is normally processed by us on the basis that it is necessary for the performance of a contract, our or a third parties’ legitimate interests or law. Further information about this and special category processing grounds is set out below.

We process standard personal information about you on the basis that it is:

  • Necessary for the performance of a contract: where we have a contract with you, we will process your personal information in order to fulfil that contract (i.e. to provide you and others you have booked self-study library for with products and services).
  • In our or a third parties’ legitimate interests: details of those legitimate interests are set out in more detail below.
  • Where we are required to or is otherwise permitted by law

    • We process special category information because:

  • Processing is necessary for reasons of substantial public interest, on the basis of law: for example, if you are taken ill or have an accident at library, we may have to keep a record of the incident for health and safety purposes;
  • We have your consent: we would ask for any consent to process your special category data separately (your consent is not assumed simply because you have read this privacy notice);
  • Processing is necessary for the establishment, exercise or defence of a legal claims

Legitimate interests

We process your personal information for a number of legitimate interests, including providing you with services, administering our relationship with you, for marketing and service/product improvement purposes and in order to exercise our rights or handle claims. More detailed information about our legitimate interests is set out below

We process your personal information for the following legitimate interests (taking into account your interests, rights and freedoms):

  • To provide and administer our products and services in respect of your booking, e.g. provide products and services requested (including our loyalty programme if applicable), send service communications (including updates about your self-study library arrangements), facilitate payments, send receipts and provide customer support;
  • To administer our relationship with you, our business and our third-party providers (e.g. to investigate complaints, confirm that our providers have provided the correct service to you and invoiced correctly for them, etc);
  • To ensure that you can interact with us securely, e.g. we authenticate users;
  • To improve our services and develop new features for the OLIB app, website and offering, including to troubleshoot software bugs and operational problems; to conduct data analysis, testing, and research; and to monitor and analyse usage and activity trends;.
  • To send you marketing that we think will be of interest to you (including information about products, services, promotions, news, and events) and to personalise your experience of us (in each case as permitted by law), including to identify your preferences, provide or recommend features, content, social connections, referrals, and advertisements. You can opt-out of marketing at any time by clicking the unsubscribe link in any emails you receive, adjusting your device settings to block notifications or contacting us.
  • To prevent fraud and abuse of our services;
  • To enforce or apply our website terms of use, our policy terms and conditions or other contracts, or to protect the rights, property, or safety of OLIB, our customers, or others;
  • To exercise our rights and to defend ourselves from claims; or
  • To participate in, or be the subject of, any sale, merger or acquisition or all or part of the OLIB business.

    • To ensure that the processing of personal information we carry out for the purpose of achieving these interests is proportionate, we have carefully balanced these legitimate interests and your interests and fundamental rights and freedoms. For further details of this balancing test, please contact us

Marketing and Preferences

We use your personal information to send you marketing by post, telephone, social media platforms, email, SMS, application notifications and silent notifications to track installation status of the application. We may also use your personal information to carry out online paid marketing activities in the nature of retargeting.We also use technology to help us understand your personal preferences and interests so that we can send recommendations and marketing communications that are likely to be of more interest to you. Using technology in this way is sometimes known as profiling. If you wish to unsubscribe from emails sent by us, you can do so at any time by clicking on the "unsubscribe" link that appears in all emails and by adjusting the settings on your device to turn off notifications from our app. Otherwise, you can always contact us at dataprotection@olibspaces.com to update your contact preferences. You may also object to profiling relating to direct marketing by contacting us AT dataprotection@olibspaces.com.

Sharing your information

We share your information within the OLIB and with others who help us provide services to you (e.g. your self-study library provider). We also share your information in accordance with the law. For more information on who we share your information with, please expand this section:

We share your information for the purposes set out in this privacy policy, with the following categories of recipients:

  • Other members of the OLIB .
  • With self-study library provider managers to enable them to provide the services you request, e.g. we share your name and expected check-in time;
  • Third party suppliers who help deliver products or services on our behalf, or who have partnered with OLIB in connection with services or a relevant promotional offering, as well as other apps or websites that integrate with our API or Services, or those with an API or Service with which we integrate;
  • Your contact if you use a referral feature;
  • The general public, if you submit content in a public forum, such as blog comments, social media posts, or other features of our services that are obviously viewable by the general public. For example, you may choose to use social sharing features and related tools which let you share your OLIB experience with other apps, sites, or media, and vice versa. Your use of these features enables the sharing of information with your friends or the public, depending on your social sharing service settings. Please refer to the privacy policies of those social sharing services for more information about how they handle the data you provide to or share through them;
  • Third parties where we have a duty to or are permitted to disclose your personal information by law (e.g. law enforcement officials, government authorities);
  • With the police in the exercise of their functions or with others as required by a court order;
  • Third parties in connection with any merger, sale of company assets, consolidation or restructuring, financing, or acquisition of all or a portion of the OLIB businesses, in which case personal data held by it about its customers or visitors to the website may be one of the transferred assets. Where we share your personal information, appropriate protections will be in place to protect your personal information as required by data protection laws. Sometimes, we may share information in an aggregated, pseudonymised and/or anonymised form which cannot reasonably be used to identify an individual.

Data protection contacts

If you have any questions, comments, complaints or suggestions in relation to this notice, or any other concerns about the way in which we process information about you, please contact our Privacy Team at dataprotection@olibspaces.com.

If you are not satisfied with the response from our Privacy Team, you can contact our Data Protection Officer at [dataprotection@olibspaces.com].