The National Archives of Iceland is a public institution and, according to law, keeps various types of personal data, as data are required to be submitted to the National Archives. Personal data that are recorded when individuals apply for access is treated as confidential. The National Archives of Iceland is however allowed to share personal data with processors that are, for example, hosts and to Island.is. However, these are not additional personal data relating to the reason for service or the like.

The Icelandic Audio Library takes the utmost care when handling all personal data. All processing of personal data shall be in accordance with the Act.

Privacy policy of the Icelandic National Phonograph Library

Objectives

The Icelandic Library of Audio and Video Arts operates under the Library Act no. 150/2012 and has the role of providing library services to those who cannot use printed readings. The institution is under the Ministry of Culture and Commerce. The Icelandic Library of Audio and Video Arts places great emphasis on protecting personal data of individuals and respecting their rights. The data protection policy states for what purposes personal data are collected and how they are treated and for how long they are kept. All information about individuals, whether it comes from them themselves, public bodies or authorities is handled according to the law 2018/90 on personal data protection and the treatment of personal data.

The legality of the retention of personal data

The National Archives of Iceland is a public authority and therefore is obligated to submit documents to the National Archives under the Public Records Act 2014/77 and therefore keeps documents until they are returned to the National Archives in accordance with the regulations therein. The library has a grist clearance from the National Archives for the disposal of certificates.

Privacy Officer of the Icelandic Audio Library

The library has a personal data protection officer. Annual checks are carried out in accordance with Article 39(1)(b) of the Data Protection Regulation (GDPR).

SSL credentials

The website of the Icelandic Hljóðbókasafn uses SSL credentials. All communications that HBS has with external users of the service are conducted by encryption.

What information about the loan recipients does the Icelandic Audio Library have?

Calls are not automatically recorded when calling in to the Icelandic Audio Library. Visits are not recorded unless a special message is attached. Sensitive personal data are not recorded. When an individual applies and is a registered beneficiary of the loan at the Icelandic Audio Library, the following information is recorded:

• Name

• ID

• Address

• Date of birth

• Gender

• Phone

• Email

• Credit group (children, adults, etc.)

• Service reasons

• Password

• Contact details (if desired by the library and the borrower)

• Type of access, streaming, CDs, download, webcast

• Registration number of the webcam, if applicable

• Date of registration

• Number of loans

• Reading history – what the borrower has been borrowed

• Information on possible loan closures, as well as the reason for them and the date

• Information on the payment status of the annual fee

• IP number of the borrower's networked devices

Friðhelgi og vafrakökur

When you visit Hljóðbókasafn’s website, cookies are stored on the user’s computer. Cookies are text files that are used to identify visits to the website by IP addresses. Traffic on the website is measured with Plausible, which stores IP addresses, the website, the type of browser, the operating system and search terms if it is used. This information is only used to develop the website and improve service to its users. Other websites cannot read the information stored in the cookies. All browsers offer a restriction on the use of cookies or on the shutdown of them, which is a user-specific setting.

How personal data is used

Personal data collected by the National Sound Library of Iceland is treated as confidential and is never for other purposes than those relating to the operations and services of the National Sound Library. The National Sound Library does not collect or store additional personal data that may be received but are not necessary for the operations. Personal data is not shared with unauthorised parties and is not sent to a third party unless a person requests or obtains consent. The National Sound Library may however share personal data with processors that are service providers, e.g. host parties and on Island.is where they are accessible to the person concerned through a login on the website. The National Sound Library of Iceland sends information on the national ID number and the amount of the annual fee to the bank from which it purchases collection services. All data of the National Sound Library of Iceland is stored in secure servers at host parties and stored within the European Economic Area.

Employees

The Icelandic Audio Library processes personal information about employees but ensures the best possible security of those data.

Information security of the Icelandic National Phonological Library

The Icelandic Audio Library has agreements with authorized service providers that are responsible for hosting the library and ensuring data security in accordance with rules no. 299/2001 on the security of personal data, Open Systems and Securitas. In 2022, measures were taken for log4j and it was verified that the library’s computer systems were not open to intrusions.

The computer system of the Icelandic National Library is operated by Open Systems and Prógramm ehf, which provides the lending and distribution system and the website. The Icelandic National Library uses the services of the National Registry of Iceland.

The website of the Icelandic Audio Library is hosted by Verne through the Open System.

The Share Point legal system is used by the Icelandic Audio Library. It is a legal legal system approved by the National Archives of Iceland. The legal system is developed by Spektra and is part of the state's cloud solutions and its agreement with Microsoft 365.