Privacy
Discover how we store and use your personal information for The Knowledge Network and how you can remove it if needed.
For more information on how we use your personal data, our legal basis, your rights, and how to contact our data protection officer and the Information Commissioner's Office, please see our NHS Education for Scotland's privacy notice.
For any questions or concerns regarding any of these processes, please contact the Knowledge Services Help Desk.
We ask you to provide certain personal information when you register for an OpenAthens user account, so we can give you access to The Knowledge Network and any associated services.
Your personal information will be used to allow you access to these services and external subscription services, to allow us to contact you about issues relating to the services or request feedback on them. We may also use your data in automated reporting about service usage to help us to understand how people are using our services and to plan for future development. Your data is not provided to third parties other than to enable you to access the services we offer, without your permission. The services may invite you to provide further information to offer personalised services such as alerts and online storage.
You may access the information we hold on you on application to the Knowledge Services Help Desk, or send a written request to NHS Education for Scotland Knowledge Services, 2 Central Quay, GLASGOW G3 8BW, or directly via the Library Search service.
Details of who is eligible for an OpenAthens user account is available from our Terms and Conditions.
Your personal data is stored on servers controlled by:
OpenAthens (part of Jisc) is the organisation which holds and uses the personal information of registered OpenAthens users and administrators. OpenAthens is a data processor for the purposes of UK data protection law. Full details of OpenAthens management of personal data are available from the OpenAthens privacy policy.
Ex-Libris (part of Clarivate) ensures the security of personal information and they have received several security and privacy certifications, including ISO/IEC 27001:2013, relating to Information Security Management, ISO/IEC 27018:2014 which protects Personally Identifiable Information (PII), and CSA Star Self-Assessment, which provides transparency and quality assurance for Ex Libris cloud services. Please also note that no sensitive data is stored, only contact details provided by the user along with borrowing history. Data is hosted in the European Economic Area (hosted in Amsterdam) and complies with European data protection laws. Full details of Ex Libris’ privacy policy.
We try to make the user experience as simple and seamless as possible through use of IP recognition for computers attached to the Scottish Wide Area Network (SWAN) serving the NHS in Scotland or of single sign on – wherever possible, an authenticated user will not be asked to re-enter their details when moving between different services. Personal data (such as login identifiers and passwords) is encrypted when exchanged between systems, both within NHS Education for Scotland's domain and externally, e.g. to non-NHS services such as OpenAthens.
Mailchimp
We use this service to manage the email distribution of our newsletter, Knowledge Nuggets, and our current awareness bulletin. By signing up to any of these services, you understand that Mailchimp will be responsible for storing and managing your name and email address. You can unsubscribe at any time by selecting the Unsubscribe link. This is located at the bottom of the email. To request manual removal of your details, contact the Knowledge Services Help Desk.
Simple Lists
We use this service to manage our knowledge broker's email list, used to keep in touch with and provide updates to NHS Scotland Library and Knowledge Services, as well as other staff with a knowledge broker role. You will only receive these emails if you have explicitly requested to be added to the list. By requesting to be added to this list, you understand that Simple Lists will be responsible for storing and managing your name and email address to request removal of your details, contact the Knowledge Services Help Desk.
Questback
We use this service to gather information such as user evaluations, surveys and user feedback on training and outreach activities. We also use Questback for some of our help enquiries, such as the Library Search helpdesk. The purpose of each form and the intended use of your data will always be explained within the form. By completing and submitting, you understand that Questback will be responsible for storing and managing your name and email address (plus any other information requested) for the period specified on the form. To request removal of your details, contact the Knowledge Services Help Desk.
Microsoft Forms
We use this service to gather information such as user evaluations, surveys and user feedback on training and outreach activities. The purpose of each form and the intended use of your data will always be explained within the form. By completing and submitting, you understand that Microsoft will be responsible for storing and managing your name and email address (plus any other information requested) for the period specified on the form. To request removal of your details, contact the Knowledge Services Help Desk.
NHS Education for Scotland Sharepoint
When you sign up to our mailing lists, your name and email address will be backed up to the NHS Education for Scotland (NES) Sharepoint - a web-based document management and storage system that integrates with Microsoft Office. NES Sharepoint is manages by NES network services to be as secure as possible and your information will not be used for any other purpose.