Privacy and Cookies Policy

NLA media access Limited ("NLA", "we") is committed to protecting the personal data it processes. This policy sets out the basis on which we process any personal data we collect from individuals, or that individuals provide to us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We draw your particular attention to section 3 below, which sets out our policy on the use of cookies.


1. Scope of this Policy

This policy sets out the basis on which we collect and process personal data relating to individuals outside NLA. We receive such data:

• in connection with the the websites/ online services which we operate, which at the time of this policy update comprise the NLA’s ‘eClips Sites’ (clipsearch.co.uk, newspapersforschools.co.uk, nla-clipshare.com, nla-eclips.com, nla-eclipsweb.com, nlamediaaccess.com, blog.nla.co.uk; oats.nla.co.uk and photochecker.co.uk; together, "Sites"); and/ or

• in an off-line environment, such as when dealing with organisations in relation to their copying practices and licensing needs, and when processing licence application forms.

We reserve the right to change this policy from time to time. If we do so, the updated policy will be posted on this page.


2. Personal data we may collect, and how we use it

We set out below the types of data we collect about individuals, and the ways in which we process them:

• We receive information that individuals provide by filling in forms (in particular licence application forms) on our Sites and/or in hard copy. This may include contact information (such as e-mail and physical addresses, telephone and fax numbers and job titles), usernames and passwords, and licensee bank account/ credit/debit card details. We use this data to:

• administer, perform our obligations under, and enforce licences and other contracts;

• provide individuals with the services they order;

• process payments;

• notify individuals about changes/ developments affecting our services; and

• provide individuals with information which we feel may interest them about our services, by mail, e-mail, or other electronic messaging services, where such individual(s) have consented to be contacted for such purposes.

• We receive contact details from Media Monitoring Organisations ("MMOs") of a contact person at each of their clients to whom the MMOs provide content pursuant to their NLA licences. We use this information to contact potential licensees who may require licences.

• We receive e-mail addresses and usernames from MMOs and their clients, of individuals at those clients who wish to access articles via our eClips database. Such individuals provide us with their usernames and passwords. We use this information to provide the selected individuals with access to such articles. We use this additional data to monitor use of our eClips database and detect and prove infringement of our rights and/ or breach of licence terms.

• We make written notes of telephone conversations we have with individuals at potential licensees (in relation to their need for a licence and the applicable terms) and existing licensees (in relation to their existing licence, renewals, etc), and of relevant contact numbers, job titles and names. We use this information to enable us to ascertain which organisations require licences, and to take steps to encourage organisations to take licences.

• We may also ask individuals for information when they provide feedback, raise a query or report a problem in relation to one of our services or Sites, to enable us to resolve and report back on such queries/ problems. We may publish positive feedback on our services, together with the name and organisation of the individual who gave it.

• If individuals contact us, we may keep a record of that correspondence so that we can refer back to it in future.

• We may also ask individuals to complete surveys that we use for research purposes, although the individuals do not have to respond to them.


3. Use of cookies

Cookies are small files of letters and numbers stored by the web browser on the hard drive of an internet user's computer or other device. For more detail on what cookies are and how they work, please see allaboutcookies.org.

Individuals can block cookies by activating the setting on their internet browser that allows them to refuse the setting of all or some cookies. However, if individuals use their browser settings to block all cookies (including essential cookies), they may not be able to access parts of the Sites.

We use cookies on the eClips Sites for the purposes of identifying and authenticating users authorised to access the NLA's eClips database (which is accessible by subscription only). When an authorised user first accesses the eClips database, they will be asked to enter their username and password. The NLA uses ‘authentication’ cookies to keep the user logged into the Site for the duration of their session. These cookies expire at the end of the user session (e.g. when the user logs out or closes their browser).

On some Sites, in order to avoid the user having to re-enter their login details each time they access the eClips database, the NLA uses "remember me" cookies. These cookies encrypt and store the user's username and password on the user's computer/ device. When the user next seeks to access the eClips database, the cookie enables the user to be identified without having to re-enter their login details. These cookies will expire after a period of time which varies by site.

We also use cookies on some Sites to improve the experience of users. For example, when a user carries out a search on one of the Sites, the NLA uses ‘setting’ cookies to remember the details of the search temporarily, so that the user can return to the search after viewing results. These cookies expire when a new search is run, or at the end of the user session as above.

On nlamediaaccess.com, we use cookies to display a Twitter feed. This cookie expires after 2 years, but can be blocked individually without impacting any other functionality on this Site.

On oats.nla.co.uk, cookies may be used by third parties to display an accurate representation of site content, including feeds and advertising. These cookies are not controlled by the NLA. They may be blocked but this may impact the usability of the site.


4. Disclosure of personal data

We will only share personal information if we are under a duty to disclose an individual's personal data in order to comply with any legal obligation, or in order to enforce our licence or other contractual terms; or to protect/ enforce the rights, property, or safety of the NLA, our customers, or others; or with our agents or sub-contractors who are engaged to work on our behalf.


5. Storage of personal data

Electronic personal information held by us is stored on secure servers. Hard copy personal data is stored in secure premises.

Any electronic payment transactions on our ClipSearch website are handled by a third party supplier, which provides industry-standard certification technology and encrypts all stored personal data using international standards.

Where we have given an individual (or where an individual has chosen) a password which enables them to access certain parts of any of our Sites and/ or services, the individual and their organisation are responsible for keeping this password confidential. We ask individuals not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect individuals' personal data, we cannot guarantee the security of personal data transmitted to any of our Sites; any transmission is at the individual's own risk. Once we have received an individual's information, we will use strict procedures and security features to try to prevent unauthorised access.


6. Third party sites

Our Sites may include links to third party sites. We are not responsible for the privacy policies and security of any such third party sites.


7. Contact

Questions, comments and requests regarding this policy, and any requests that we update the personal information we hold about an individual should be addressed to info@nla.co.uk.


Last updated: December 2013