Data protection

The University of Luxembourg is committed to the protection of your personal data in accordance with data protection legislation, especially the General Data Protection Regulation EU 2016/679 (hereafter the “GDPR”). The aim of this Data Protection Notice is to inform you about which personal data we collect, the reasons why we use such data, how long we keep it, what rights you have and how you can exercise them in relation with ORBilu Open Access platform.

Who is the data controller of your personal data?

The controller is the University of Luxembourg, with its registered office at 2, avenue de l'Université L-4365 Esch-sur-Alzette. The University of Luxembourg is a public higher education and research establishment, operating under the supervision of the Ministry for higher education.

Which personal data do we process?

Authors and users who are members of the university community: the personal data at our disposal are collected partly via the central databases of the Institution (surname, first name, UL identifier, e-mail address, previous and current professional affiliations) and partly via the document submission form (ORCID or SCOPUS identifier) or retrieved from databases external to the institution. 

Authors and users from outside the university community: the personal data available to us (surname, first name, e-mail address, previous and current professional affiliations) are collected via the document deposit form filled in by a member of the university community when he/she encodes a bibliographic reference.

What are the purposes of the personal data processing?

The data collected is processed for the purpose of managing the repository in order to provide the following services: permanent conservation of the scientific production of members of the university community, and the promotion and dissemination of the results of research carried out within the institution. No commercial purpose, to any extent, is pursued.

On which legal basis do we process your personal data?

The legal basis for the processing of your personal data in the context of ORBilu is Article 6. 1 (e) GDPR the processing is necessary for the performance of a task carried out in the public interest.

The University of Luxembourg has a mission established in Article 3 of the Law of 27 June 2018 to contribute to the development of scientific culture. Open Access publications contribute to the dissemination of scientific results, increases the visibility of researchers and strengthens innovation and scientific knowledge.

Who do we share your personal data with?

The data collected (with the exception of the email address, the University of Luxembourg identifier and the SCOPUS identifier) are accessible to the entire university community and, more generally, to everyone via the Internet. These data are accessible in a digital format allowing the export and reuse of metadata by third parties (Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH)).

Do we transfer your personal data outside of the European Union?

Your Personal Data is hosted within the European Union at the University of Luxembourg. However, as explained above, your personal data will be accessible to everyone via the Internet.

How long do we keep your personal data?

In view of the objective of long-term preservation of the University's scientific output, the data are kept indefinitely, as long as the data subject has not requested their removal.

Security of your personal data

University of Luxembourg Library takes appropriate and reasonable measures to prevent the loss, misuse, unauthorised access, disclosure, alteration or accidental destruction of personal data. The data processed via ORBilu is stored on the University's internal servers.

What are the rights with regard to the processing of your personal data?

The data subject has the right to access and amend his/ her personal data. In certain cases (in accordance with the conditions set out by the General Data Protection Regulation 2016/679), he/ she will also have the right to object to the way in which his/ her data is used, to request that his/ her data is deleted, to ask to restrict certain aspects of the processing of his/ her data, and to retrieve his/ her data to forward it to a third party (right to data portability). If the data subject wishes to exercise your rights, he/ she should contact the Data Protection Officer of the University of Luxembourg. The data subject has also the right to lodge a complaint with Luxembourg's National Commission for Data Protection (CNPD) in relation to the processing of his/ her personal data. Further information is provided on You can also use their contact form, at:


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