Clark Library Privacy Statement | University of Portland

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.

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.
Information Collected Opt in/Opt out Additional Information

Materials checked out

Data anonymized when user is removed from the system.  Opt out of this system by not checking out materials.

User information is retained until the user is deleted from the library management system. Data provides usage statistics.

Interlibrary Loan

Data remains in the system.  Opt out of this system by not using Interlibrary Loan.

Data used to see trends in materials requested that the library does not own, pay copyright, and make purchase decisions.

Course Reserves

Users are removed from courses at the end of each semester.  Opt out of this system by not using Course Reserves.

User information is retained in aggregate to determine use of materials by class.

Reference Services

Chat reference is managed by a third-party vendor that anonymizes the collected information.  Opt out of this service by not using the chat portion of the service.  

Information about the question type, time of day, and information needed are all part of the data collection.  This information is used for improving the service.

Third-party vendors including database providers, digital repository, reservation systems, and UP Library Search

Third-party vendors indicate they anonymize user data.  Opt out by not using any of the third-party services.

Information is used to understand service use and improve accuracy of the search functions.


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