Privacy Policy &
Data Governance
Outlining our commitment to the secure and ethical management of digital cultural assets and user data within the scholarly ecosystem.
Jurisdiction
International Archival Standards
Data Controller
TDL Administrative Office
Classification
Institutional Public Document
1. Scope of Policy
The Tibetan Digital Library (“TDL”) is committed to safeguarding personal data in accordance with international digital archival standards. This policy applies to all users accessing the platform, including researchers, institutional partners, and general visitors. Our commitment extends to the ethical handling of both user-provided information and archival metadata inherited through digitization processes.
2. Information We Collect
In pursuit of archival excellence and system security, we may collect the following categories of information:
Contact information: Name, email address, and institutional affiliation provided during registration or inquiry.
Technical data: IP address, browser type, operating system, and device metadata necessary for system optimization.
Usage data: Anonymized records of pages accessed, search queries, and interaction timestamps.
Submission data: Content provided via institutional contact forms and research access applications.
Critical Note: We do not collect sensitive personal data (biological, political, or orientation data) unless voluntarily submitted for specific research requirements.
3. Use of Information
Information collected is utilized exclusively for the operational and scholarly advancement of the Tibetan Digital Library. Specific use-cases include:
- Responding to institutional inquiries
- Managing archival access levels
- Improving platform infrastructure
- Ensuring archival system security
- Official institutional communication
- Academic metadata verification
Institutional Guarantee: No personal data is sold, leased, or utilized for commercial advertising purposes.
4. Research & Archival Data
The platform hosts digitized manuscripts and cultural materials. Any personal metadata attached to archival records is processed under academic documentation standards. TDL recognizes the sensitive nature of cultural heritage data and ensures that such metadata is used historically and descriptively, never for profiling or intrusive surveillance.
5. Data Retention
Personal data is retained only for as long as necessary to fulfill administrative, legal, or research-related functions. Active accounts and inquiry records are maintained to facilitate ongoing scholarly communication. Once the necessity of the record expires, data is either securely anonymized for archival statistics or permanently deleted in accordance with data governance protocols.
6. Security & Safeguards
TDL employs a multi-layered security framework to protect archival integrity and user privacy:
Full-site HTTPS/TLS 1.3 encryption for all data in transit.
Strict role-based access controls (RBAC) for archival staff.
Secure, redundant server environments with periodic vulnerability scans.
Continuous monitoring and logging of administrative access to sensitive records.
7. Third-Party Services
The platform utilizes vetted service providers for hosting, map visualization (e.g., OpenStreetMap), and secure email processing. These entities operate under their respective independent privacy governance policies.
8. International Data Transfers
As a global digital research hub, data may be processed across various jurisdictions. TDL ensures appropriate technical safeguards consistent with International Council on Archives (ICA) best practices.
9. Your Rights
In accordance with global privacy frameworks, users maintain the following institutional rights regarding their personal data:
Access
Request a summary of personal data held within our records.
Correction
Rectify inaccurate or outdated institutional metadata.
Erasure
Request data deletion, subject to archival retention laws.
10. Policy Updates
This document is subject to periodic review and refinement to ensure alignment with emerging digital repository standards. Users are encouraged to review this page periodically. Significant changes will be announced via our official Institutional Updates channel.
Institutional Inquiries
Direct communications to our Data Privacy Officer (DPO).
Ensuring the sanctity of Tibetan cultural data.