Clark Library Privacy Statement

The Clark Library Statement of Ethics notes that we support our users’ right to privacy and confidentiality in their use of library services and collections. This statement outlines the ways in which Clark Library Staff protect library users’ privacy.  Personally identifiable information is collected in the process of providing access to spaces, services, and resources. The right to privacy in libraries includes the right to open inquiry without having the subject of one’s interest examined by others.

Oregon Revised Statue 192.355(23) exempts the records of a library from disclosure under open records law, including: circulation records, indicating use of specific library materials; name, address, and phone number of a library user; and the electronic mail address of a library user. Exemption assures users that identifiable information supplied to the library as well as the materials checked out are not subject the open records state law.  https://www.oregon.gov/Library/Documents/PublicRecordsRequestPOLICY.pdf

Data Collected by Clark Library:

Library services often require the retention of some personally identifiable information for a specific timeframe.  As an institution, we avoid retaining records longer than is necessary to complete library work.  We protect data to the extent that it is possible.

Some examples of collected data may include:

• Active user registration records
• Active circulation records
• Interlibrary loan records
• Course reserve records
• Room reservation records
• Reference chat information

Additional examples of collected data from websites, databases, digital repositories, and third-party vendors may include:

• Domain, country, IP address
• Browser, platform (device and operating system), resolution
• Entrance/Exit pages, referrals
• Date and time
• Search terms
• Search engines

Data Retention:

The Clark Library continues to protect personal information from unauthorized disclosure when that information is no longer needed to manage library functions.  Personal information stored by third-party systems is anonymized by the library or by the vendor through contractual agreement.  Examples of the ways in which the Library secures data when no longer needed include:

• Shredding materials with user information.
• Removal of users from library systems when no longer affiliated with the university.
• Disassociating users from their courses within the course reserve system at the end of a semester.
• Anonymization of reference chat information by the third-party vendor.

If you have questions about this statement or your data and the library, please contact library@up.edu.