PURPOSE
To outline information collected from members of Kitchener Public Library and how the library protects the personal information and privacy of its members.
PRINCIPLES
Kitchener Public Library is committed to maintaining and protecting confidentiality and privacy. We will not disclose or share any personal information without the consent of the individual to whom the information relates, or as otherwise authorized by the Municipal Freedom of Information and Protection of Personal Privacy Act, R.S.O. 1990, c.M.56.
Kitchener Public Library collects personal information of library members under the authority of Section 23(2) of the Public Libraries Act, R.S.O. 1990, c.P.44. Personal information is only used to administer services and programs at the library. Personal information is collected directly from the library member or parent/guardian, if applicable. Library members will be informed of the purpose for which personal information is being collected at the point of collection.
USE AND DISCLOSURE
The library will not share, use or disclose personal information except with the consent of the individual, through exceptions in this policy or as required by law.
Exceptions:
- Personal information may be disclosed in accordance with Section 14 and Section 32 of the Municipal Freedom of Information and Protection of Privacy Act.
- The library must honour court orders issued by a judge that require the release of personal information.
CONSENT TO COLLECT PERSONAL INFORMATION
Obtaining a library card implies the individual’s consent to authorize the library to collect personal information to conduct library business and provide library services. Personal information is collected using only legal and lawful means and its collection, use and storage are limited to that which is necessary to conduct business for the purposes identified by the library.
Obtaining a library card also implies the individual’s consent to authorize the library to send electronic notifications regarding personal borrowing and transaction activities using their preferred method, and to promote services, share information, or announce special events. The library will provide options for individuals to unsubscribe or change their preferences at any time.
Individuals may choose to not share their personal information with the library. Doing so may affect their ability to use certain library services. Alternate service options are available.
UPDATING PERSONAL INFORMATION
Library cards must be renewed yearly. Members may receive communications from the library as their renewal date approaches. These communications will provide a link to a secure online form where members can verify their personal information and update it as necessary.
Changes to personal information can be requested at any time either in-person at any Kitchener Public Library location, or via the library website.
LIBRARY COMMUNICATIONS
Customers may contact library staff by telephone, email, or online chat. Personal information collected during these communications is used solely to address and fulfill the customer request and is not retained.
ONLINE PLATFORMS
The library’s online services may require users to sign in using their library card number and PIN. Library members are responsible for ensuring the protection of their personal information by properly logging out of public or shared workstations.
Library Website and Catalogue
The library uses analytic tools to track website and library catalogue usage, including the number of users, user sessions, page views, and the type of device (mobile or desktop) used to visit our website. The information collected is fully anonymized and does not personally identify individual users or IP addresses.
Online Services
Certain personal information may be collected when you choose to use online services that require either proof of membership or the provision of contact information, or when you register to attend a library program or event. Information collected via online services is limited to that necessary to fulfill the service's requirements and is not used for any other purpose.
- Computer booking: First and last name, library card number
- Program registration: First and last name, email address, library card number
External database and subscription products may require the user to create a separate account specific to the product or service. Personal information collected is subject to the Terms and Conditions of the individual product or service.
BORROWING HISTORY
Information about items borrowed by library members is not retained in the member account record, with the following exceptions:
- The item is currently checked out to the library member
- The item is currently on hold for the library member
- The item has fees owing
- The library member has enabled the Reading History feature
Items incurring a replacement fee will remain in the customer record until returned, or the fee is paid. A record of fees and replacement charges will remain on a member’s library account indefinitely.
Library members may track their borrowing history by opting into the Reading History option in their online library account. A member may remove their reading history at any time by opting out of the feature. Library staff are unable to access a member’s Reading History.
DATA RETENTION
Personal information is retained only for the period required to fulfill the purposes for which it was collected. Inactive member accounts that do not have outstanding fees owing will be permanently deleted following three years of inactivity.
