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Flathead County Library’s Confidentiality Policy balances patrons’ privacy rights with operational needs, legal obligations, and community safety. Through minimal data retention, secure access protocols, compliance with Montana law, and responsible third-party partnerships, the library protects patrons’ freedom to explore information securely and freely.

1. Purpose of Confidentiality Policy

• The purpose of this policy is to safeguard the privacy of Flathead County Library patrons. This policy protects personal data linked to library use, covering:
  • Library Card Data: Information collected during library card registration.
  • Circulation Records: Details about which books or resources a patron has borrowed.
  • Visit and Usage Records: Any data that links a patron to specific library services, resources, or computers used within the library.

2. Information Collected by Flathead County Library

• Personal Information: When patrons request specific services (e.g., library card registration, interlibrary loans), they may be required to provide personal details, such as:
• Names, addresses, and contact information for library communications.
• Usage and Borrowing Data:
  • The library retains only essential data for operational purposes, such as the status of borrowed items and fines.
  • Once transactions (like book returns) are completed, any information linking patrons to specific items is automatically deleted, except for managing fines or recovering overdue materials.
• Statistical Data Collection:
  • Anonymous, non-identifying statistics (e.g., visitor numbers, general usage patterns) are collected to analyze and improve library services. These statistics do not include individual identities.

3. Access to Library Accounts by Individuals

• Cardholder Control: Library patrons, including minors, control access to their accounts through their library card or card number.
• Lost/Stolen Cards: Patrons are encouraged to report lost or stolen library cards to prevent unauthorized account access.
• Verification for Account Access:
  • To access account information, without presenting a library card, patrons must present photo ID and verify their date of birth. To protect customer privacy, library cardholders may only update personal information in person upon presentation of library card (except for PIN [personal identification number], which may also be updated online through the My Account services).
• Special Rules for Minors: If a library cardholder is under the age of 16, the caregiver who signed for the child’s card may be given specific information regarding the child’s record under the following circumstances:
  • If the caregiver is in possession of the child’s card, they may be given any information in the child’s current record.
  • If the child’s card is not present, information will be provided to the caregiver listed on the library account upon presentation of photo identification.

4. Compliance with the Montana Records Confidentiality Act

• Legal Safeguards: Flathead County Library adheres to Montana law (MCA 22-1-1101-1111).
• No personal information is released without:
  • A valid court order or subpoena.
  • Permission to release information solely for recovering library materials or unpaid fines.
• Staff Confidentiality: Library employees and volunteers are legally prohibited from disclosing patron information outside of these parameters. Any violation could lead to criminal prosecution.
• Purpose of Compliance: This policy ensures privacy, allowing cooperation with law enforcement only when legally mandated without obstructing justice or aiding illegal activities.

 

5. Third-Party Access to Library Records

• Partnerships for Enhanced Services: Flathead County Library partners with third-party providers (e.g., for databases, digital media loans) to enhance services. Patrons may be subject to the external providers’ privacy policies, which may differ from the library.
• Encouragement to Review Policies: Patrons are advised to familiarize themselves with third-party privacy policies. Flathead County Library is not responsible for protecting personal information garnered by outside websites.
• Data Security in Vendor Selection: The library prioritizes reputable vendors with responsible data practices, limiting third-party access to personally identifiable information wherever possible.
• Flathead County Library may use third-party agencies to recover materials, fines, and fees from borrowers.

 

6. Activities Prohibited and not Protected by the Policy

• Library Conduct and Protection Rights: This policy does not prevent the library from:
  • Enforcing the library Customer Conduct policy.
  • Protecting its facilities, computer network, and equipment from harm.
  • Guarding against the use of library facilities and equipment for illegal purposes.

David Ingram, Chair
Library Board of Trustees

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