Online Privacy and Access to Information Statement

Introduction

The Town of Vermilion Library Board (VPL) and staff are subject to the Libraries Act and Regulation R.S.A. 2000 Chap. L-11 and the Freedom of Information and Protection of Privacy Act. VPL’s policies are publicly available, including a confidentiality policy.

Collection and Disclosure of Personal Information

VPL only collects the minimum amount of personal information needed to conduct library services and programs. Personally identifiable information the library collects for patron records and a registration of resource request forms include:

• Name
• Address
• Phone number(s)
• Email address
• Date of Birth

VPL will not disclose a patron’s personal information to a third party without the individual’s consent, except:

1. In response to a subpoena, court order or another specific written request from a law enforcement agency to assist in an investigation

2. In partnership with other Alberta libraries and library systems for the purposes of sharing materials under conditions defined in existing resource sharing agreements and programs (e.g. interlibrary loan agreements, TAL Card, ME Libraries), collecting fees or fines, and retrieving borrowed materials.

Access to Information

Upon written request to the manager, users will be given access to all information concerning their records that VPL has on file. Access to a user’s records is limited to that user except where the user is a minor, or if the user has given explicit consent for someone else to access their records. Where a parent or guardian’s signature is required for a cardholder to obtain a library card, that parent or guardian may have full access to the cardholder’s records for retrieval.

Tracking and Security

Cookies – When you visit a website it may deposit a piece of data, called a web cookie, with the temporary web browser files on your computer. If you wish, you can change the settings on your web browser to deny cookies, or to warn you when a site is about to deposit cookies on your hard drive.

Encryption – VPL’s website links patrons to their account on TRACpac and Relais for borrowing purposes. These consortia use encryption during the login process/transmission of a patron’s library card, username, and PIN.

eResources – VPL belongs to a library system which subscribes to various databases found under the eResources tab of VPL’s website. The administrative software of the databases may identify individual patron barcodes with specific titles read, however the library system only uses the information anonymously to aggregate usage by patron’s registered library. The library system does not analyze individual patron usage. Users may read the databases’ privacy policies on the Northern Lights Library System website.

External Links – VPL’s website links to other websites and eResources that may collect personal information. Users should review the privacy policies of these sites before providing them with personal data.

Reading History – Patrons can save their reading histories on TRACpac. These lists are private unless the patron chooses to share them, and the System will not share these lists, except when in response to a law enforcement court order, such as a warrant, subpoena, or other legal compulsion.

SimplyReports – VPL’s library system uses SimplyReports software to pull data from the ILS in order to create custom reports and to assist with identifying recent borrowers of a lost or damaged library item. This information can only be drawn for the last five borrowers of an item and is only used for the stated purpose of retrieving missing pieces, missing items, and to invoice for damage or loss.

Usage Statistics – VPL uses Google Analytics to discover usage of the our libraries’ websites. Google Analytics uses cookies. Users may read Google Analytics’ policies.

Programs and Events

VPL may provide use online forms for facilitating services or resource acquisition suggestions. These forms will require some user personal information. Vermilion will gather only the personal information necessary to facilitate the registration or request, and the personal information will not be used for any other purpose without explicit user consent. Personal information provided to VPL through any other electronic communications, such as email, text, etc. will be used only to facilitate the request submitted.

Social Media and Website Comments

VPL may provide access to website comments and social media. Users posting comments to the System’s social media or website should be aware of the public nature of such posts and of their responsibility to exercise caution when sharing personally identifiable information over social media or our website.