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Confidentiality and Privacy Policy

The Cook Memorial Public Library District (“Library”) is committed to the principle of confidentiality of library records and a patron’s expectation of privacy when using library materials and services.

 

Article I: Confidentiality and Privacy.

Section 1: Library Records.

The Library Records Confidentiality Act (75 ILCS 70/1), mandates the confidentiality of all records containing personally identifiable information relating to an individual’s use of the library including, but not limited to, registration information, checkouts, and reading history. Except pursuant to a court order, no person shall publish or make any information contained in such records available to the public. This restriction shall include the press and any agency of State, Federal or local government. The release of statistical information is permitted provided no individual is identified in the information released.

Individuals requesting their account and/or registration information must present their library card or photo identification. Library staff may request additional identification before releasing confidential account information to any individual.

Account information may be disclosed over the phone if the individual named on the card provides his/her library card number along with verification of identity.]

Parents or legal guardians of children 13 years of age and younger may receive account information on their children’s card. Parents or guardians of children 14-17 years of age may only receive account information for the purposes of recovering overdue material and settling accounts for lost, late, or damaged material, and for other matters related to the recovery of material or charges incurred by minor children for which a parent or guardian may be considered liable.

 

Section 2: Email.

The Library collects email addresses from patrons with their permission. The Library uses this information only for the conduct of library business, such as sending account notices and confirming program registrations. Patrons may opt in to receive emails promoting library services, collections and programs. The Library does not sell, exchange, or lend email lists to outside companies, organizations, or individuals.

 

Section 3: Photography.

The Library may utilize photos and videos from public programs at CMPLD facilities for use in Library publicity. Those not wishing to be in a photograph or video should advise a staff member.

 

Section 4: Data Security.

The Library takes reasonable steps to ensure data security, such as:

  1. Electronically purging outdated patron records two times a year.
  2. Investing in appropriate technology to protect the security of personally identifiable information while it is in the library’s custody.
  3. Removing cookies, search histories, cached files and temp directories after each public computer session.

 

Section 5: Third Party Partners.

The Library enters into agreements with reputable third party partners to provide certain online content and services to Library patrons, such as program registrations, study room reservations, mobile applications, digital collections and text notifications. Patron information may be accessible to third party partners in order to provide these services. Patrons are encouraged to read and become familiar with the privacy policies of these third party partners.

 

Article II: Procedure for Request of Confidential Information.

On receipt of any legal process, order or subpoena for confidential library records, the Library staff member in charge will immediately notify the Library Director, Assistant Director, Senior Manager or Board President. The Library Director or his/her designee will consult with the Library Attorney to consider appropriate action. Until the legality of such process, order or subpoena has been affirmatively shown to the satisfaction of the Library attorney, the Library will resist its issuance or enforcement until any such defect has been cured.

Staff is instructed to cooperate with law enforcement officials executing a search warrant. If a search warrant is executed immediately, staff will notify a library official as previously noted.

If a sworn law enforcement officer requesting the information represents that it is impractical to secure a court order as a result of an emergency where the law enforcement officer has probable cause to believe that there is imminent danger of physical harm, the information requested must be limited to identifying a suspect, witness, or victim of a crime. The information requested without a court order may not include the disclosure of registration or circulation records that would indicate materials borrowed, resources reviewed, or services used at the Library. If requested to do so by the Library, the requesting law enforcement officer must sign a form acknowledging the receipt of the information. (75 ILCS 70/1)

In the event of a demand pursuant to the Patriot Act, the Library Director and/or the Library Attorney will be consulted.

 

Adopted: 6/20/95

Revised: 1/20/98

Revised: 3/20/01

Revised: 7/15/03

Revised: 8/22/06

Revised: 3/20/07

Revised: 1/15/13

Revised: 10/16/18


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