Privacy (GDPR) at the library

Information about the library's privacy policy.

To be able to borrow from an HVL library, some personal information must be registered in our library system Alma, a system provided by ExLibris. We register your name, student number / employee number, address, telephone number and e-mail address. We do this in order to be able to get in touch with you when needed, for example to send you pick-up messages or reminders about loans that are due.

When you are registered in Alma, students and employees also get access to these systems:

  • The search engine Oria: Enables you to order and renew loans, save searches etc.
  • Leganto reading list system: Enables you to access material on reading lists, create your own notes in the reading lists (employees / students) and create reading lists (employees).

For complete privacy information, please consult the following documents:

The most important thing to know is this:



Once you have accepted a student place at HVL, your personal information is transferred from the Felles Studentregister (FS) to the library system Alma. This means that you now are registered in our system, you have access to the digital library and you can borrow books.

The student card and the student ID app works as your library card.


Personal information for employees with a 20% position or more is automatically transferred from the personnel system SAP to Alma. Employees in positions smaller than 20% must contact the library in order to be registered as a user.

The employee card works as a library card.

External user

Anyone with a valid ID can become a borrower at the HVL library. A national library card or student card from another library can be used as a library card.

Terminate user account

Student / Employee

When you quit as a student or employee at HVL, the user account will expire after a short while and be deleted. All your personal information will then be deleted from the library's systems. If you have loans that have not been returned or claims, the information will be deleted when everything has been delivered or paid.

If you still want to borrow books from HVL, you must create a new user account.

Private user

If you no longer wish to be registered as a borrower at HVL, we can delete your library card and personal information from our system. The condition is that everything has been returned and any claims have been paid.

Loan history

When a book is on loan, the name of the borrower is registered in our system. When the book is returned, this information is automatically deleted.  We do not store your loan history.


Our library system is regularly updated to ensure that your personal information (your orders) does not remain in the system.

Sharing and accessing information

We do not share personal information or information about loans or orders with anyone except you. Employees at the HVL library have access to your information. Employees working for subcontractors also have access to information necessary for them to do their job. All employes are obliged to treat this information confidentially.

Access to databases and digital resources

Several databases and digital resources the library has access to are subscription-based and require access to basic information (that you are a student or employee at HVL) in order to give you access. In most cases, this is done by IP detection. This means that as long as you are logged on to our network, you will automatically have access to these resources.

Private users can access via the library's computers or via the guest network.


When you are working off-campus or on your own computer, we use EZproxy / Galanga to verify your access to e-resources. The software for EZproxy is operated by OCLC. The following information is stored for 8 days before being deleted:

  • IP-adress
  • Date and time of connection
  • Username
  • Session ID generated by EZproxy


In some cases, FEIDE login is required to access digital resources. FEIDE is operated by Sikt. This means that Sikt get access to your FEIDE name and IP address.

User account in the databases

If you wish, you can create a user account in most databases to store your searches and articles. This user account will be an agreement between you as a private person and the database provider, where you yourself before use agree to the provider's terms and processing of personal data .