GMIT Libraries Website Policies

The below outlines some of the policies which govern the use of this site.

Important Legal Notice
By accessing or using the website (the “Site”), you acknowledge and agree to the terms and conditions (“Terms”) set forth below. Please ensure that you (referred to as the “user”, “you” or “your”) read these Terms carefully. If you do not agree to the Terms, you should not use the Site. The Terms apply to your use of the Site which is operated and owned by Galway-Mayo Institute of Technology, Dublin Road, Galway. (“GMIT”, “we”, and/or “us”). We reserve the right, in our sole discretion, to change, modify, add or remove portions of the Terms at any time, or to supplement the Terms with additional terms and conditions pertaining to specific content and activities, which will be deemed incorporated by reference to the Terms. You should check the Terms periodically for changes as by using the Site after we post any changes to the Terms, you are agreeing to accept those changes, whether or not you have reviewed them. The footer contained at the end of this web page states when the last changes were made to these Terms.

You are responsible for making all arrangements necessary for you to have access to the Site. You are also responsible for ensuring that all persons who access the Site through your Internet connection are aware of the Terms, and that they are bound by them.

From time to time, access to some parts of the Site, or the entire site, may be restricted to registered users and further terms and conditions may apply to such registered users, which the user will be asked to accept within the relevant pages.

By using the Site you agree to be legally bound by the Terms as if you had signed this agreement.

Acceptable use of the site
It is not possible to provide an exhaustive list of what constitutes acceptable and unacceptable use of this Site. In general, GMIT will not tolerate any use of the Site which damages or is likely to damage our reputation, impacts on the availability or integrity of the Site or which causes us or threatens to cause us to incur any liability of any nature. By accessing or using this Site you agree to treat it with respect, and not to use the Site for any illegal purpose, or in such a way as to infringe or breach our or any third party’s rights, or to cause or threaten to cause us damage. We also ask you to comply with any relevant notices, policies and terms imposed by third parties whose website, products or services you access through the Site.

Limitation of liability
You acknowledge and agree that to the fullest extent permitted by law GMIT shall not be liable for any indirect, incidental, special, consequential, exemplary or punitive damages, or any other damages whatsoever, including but not limited to, damages for loss of profits or contracts, income or revenue, goodwill, anticipated savings, data or other intangible losses arising out of, or resulting from: (a) the use of, or the inability to use, the Site; (b) the use of any content or other material on the Site or any website linked to the Site; (c) unauthorised access to or alteration of your transmissions or data; (d) statements or conduct of any third party on the Site; or (e) any other matter relating to the Site. This does not affect our liability for death or personal injury arising from our negligence, our liability for fraudulent misrepresentation, or any other liability which cannot be excluded or limited under applicable law.

The content of the Site or any part of it is not intended to amount to advice on which reliance should be placed. The accuracy of the information on the site is not guaranteed and is subject to change. GMIT cannot accept responsibility for any loss, damage or expense incurred as a result of relying on the information provided. GMIT disclaims all liability and responsibility arising from any reliance placed on such contents by any visitor to the Site, or by anyone who may be informed of any of its contents.

If you are dissatisfied with any portion of the Site, or with any of the Terms, your sole and exclusive remedy is the discontinuation of your use of this Site.

Govering law and severability
The Terms will be governed by, and construed and enforced in accordance with, the laws of Ireland (excluding Northern Ireland). You hereby unconditionally and irrevocably submit to the exclusive jurisdiction of the courts of Ireland (excluding Northern Ireland). Those who choose to access this Site from other jurisdictions are responsible for compliance with applicable local laws.

If any provision of these Terms shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from these Terms and shall not affect the validity and enforceability of any remaining provisions.

Our failure to exercise or delay in exercising a right or remedy provided by these Terms or by law does not constitute a waiver of those or any other rights or remedies.

GMIT has taken steps to ensure that all information we provide on this Site is correct and complete at the time of the last update. However, we do not warrant it will be correct and complete.

Use of this Site is free and we take steps to ensure it is available to all permitted users. We do not warrant that the Site will be continuously available, or that your use of the Site will be uninterrupted or error-free, or that the Site and server will be free from attack.

The Site is provided by GMIT on an “as is” basis. To the fullest extent permitted by law, GMIT disclaims all warranties, express or implied, relating to the Site and the use thereof. Neither GMIT, nor any of our respective licensors, licensees, service providers or suppliers warrant that the Site or any function contained in the Site will be uninterrupted or error-free, that defects will be corrected, or that the Site or the servers that make the Site available are free from viruses or other harmful components. GMIT does not warrant or make any representations regarding the use or the results of the use of the materials incorporated in the Site or any third-party Site accessed through the Site in terms of their correctness, accuracy, timeliness, reliability, or otherwise and GMIT will not be responsible for any damage to your computer system or loss of data that results from the download of any such product, offering, content or material.

No advice or information obtained by you through this Site shall create any warranty not expressly provided for in these Terms.

These disclaimers apply to the fullest extent permitted by law.

All materials incorporated in or accessible through the Site, including, without limitation, text, photographs, images, graphics, illustrations, logos, button icons, audio clips, video clips, software, and any other content, and the compilation, collection, arrangement, and assembly thereof (including the look and feel of the Site), are protected by Irish and international copyright law, and are owned, controlled or licensed by GMIT, or by the original creators of such materials or their permitted licensors. All such rights are reserved. Such materials may be used only for viewing the Site in the ordinary course and for information purposes only. Any other use of such materials, including any copying, reproduction, modification, sale, distribution, extraction, re-utilisation, transmission, republication, downloading, displaying, posting, performing, or other exploitation thereof by any means or medium without the prior written permission of the copyright owner is strictly prohibited.

Any trade marks on this site, whether registered or otherwise, may not be used without our prior written permission.

All material contained in and published on the Site by GMIT is intended for the non-commercial use of the user. Subject to the Terms, we grant you a non-exclusive, non-transferable, limited right to access and use the Site and the material displayed thereon but only for uses that might reasonably be consider the uses intended by GMIT for such as access and use. However, no right, title, or interest in any such materials will be granted or transferred to you as a result of any permitted access to or use of such materials.

Unless otherwise provided for in relation to specific content on the Site, you are granted a limited licence solely for your own personal and non-commercial use to refer to, print a single copy or bookmark any page within the Site, and to download the contents of the Site to a single personal computer for your own personal reference, provided however that all copyright, trade mark and other proprietary notices are left intact. The grant of this limited licence is conditional on your agreement to, and compliance with the Terms.

We reserve the right to regulate access to the Site. This includes restricting access to the Site to certain users and/or suspending or terminating the use of the Site generally and/or blocking your access to any part of the Site.

We shall report any misuse of the Site to the relevant enforcement or other authorities and to our legal advisers. We further reserve the right to disclose to the appropriate persons or bodies any evidence which relates directly or indirectly to misuse of or unauthorised access to this Site.

If any material on this Site, or your use of this Site, is contrary to the laws of the jurisdiction in which you are located, we ask that you do not use this Site. You are responsible for compliance with the laws of the jurisdiction in which you are located.


GMIT values your privacy and recognises the need to process your personal data in a fair, transparent and lawful manner in accordance with the legal obligations as set out in the General Data Protection Regulation 2016/679 (GDPR) and the Irish Data Protection Act 2018.

The purpose of this notice is to explain how GMIT Libraries collect, use and process your personal data. This notice also sets out the legal bases on which we rely to process and use your personal data and make you aware of the third parties with whom we may share your data.

Our library users include, and accordingly this privacy notice applies to,:

  • GMIT current/retired staff
  • GMIT fulltime/part time students
  • GMIT alumni and all external members

The personal data we process about you

The types of personal data processed by us include, inter alia:

  • Full name
  • Photograph (for staff and external users)
  • Contact details (telephone number, email address, home/work address)
  • Staff/Student ID number
  • Department/course affiliation
  • Signature
  • Library usage history
  • Room bookings data/event bookings
  • Fines
  • Reasonable accommodations for Access students (Mayo campus)

How we collect your personal data

We obtain your personal data either directly from you or indirectly from other sources including:

  • The library management system Koha which records items borrowed/returned;
  • Forms including document supply and copyright declaration forms, book suggestion forms, forms submitted in LibCal for room and event bookings etc, membership and access request forms for other libraries e.g. CUA and NUIG;
  • Attendance sheets for training sessions;
  • The student record system Banner which records contact details, etc. (Students only);
  • Library membership application form (Staff/External members only);
  • Photo (Staff/External members only).

Legal basis for processing your personal data

The processing of your personal data is necessary for the following lawful purposes:

  • To fulfil a contract into which you enter when you register as a student or when you apply for membership as a staff/external member;
  • To fulfil legal obligations, for example compliance with copyright legislation, etc.

How we use your personal data

Personal data collected and processed by us may be used for the following purposes:

  • To administer your library membership;
  • To support teaching, learning and research;
  • To communicate about library related services and notices (overdue book notices, availability of reserved/new books etc);
  • To facilitate room and event bookings;
  • To provide appropriate information, support and services;
  • To fulfil legal obligations (e.g. protecting and upholding copyright laws);
  • For the continuous improvement of library services; and
  • For statistical purposes.

Third parties with whom we share your personal data

Your personal data is held securely by us and access is restricted to those staff members who need the personal data for one of the purposes set out above.

We may also share your personal data, where necessary, with the following external organisations:

  • Library booking system provider
  • Library management system provider
  • Online content providers (user ID only, for validation purposes)

Data retention

We do not hold your data for any longer than is necessary. On expiry of your membership, your personal details are deleted from our system, save for when there are outstanding books or fines on your account. Photographs are deleted as soon as library membership cards are printed.

Your rights

Subject to certain conditions, you have the following rights under data protection legislation:

  • The right to receive a copy of and/or access the personal data that GMIT Libraries holds about you, together with other information about our processing of that data;
  • The right to request that any inaccurate data that is held about you is corrected and incomplete data updated;
  • The right, in certain circumstances, to request that we erase your personal data;
  • The right, in certain circumstances, to request that we no longer process your personal data for particular purposes, or to object to our use of your personal data or the way in which we process it;
  • The right, in certain circumstances, to transfer your personal data to another organisation;
  • The right to object to automated decision making and/or profiling; and
  • the right to complain to the Data Protection Commissioner.

How to contact us

Please contact us if you have any questions about the data we hold about you or if you wish to exercise any of your rights:

Data Protection Office, Room 1063, GMIT Galway Campus, Dublin Road, Galway
Tel: +353 91 742769

Data Controller

Galway-Mayo Institute of Technology, Galway Campus, Dublin Road, Galway
Tel: +353 91 753161