Patron Confidentiality and Privacy Policy

Policy Owner(s): Director of Public Services — Operations

Date of Origin: 9/91
Date(s) of Revision: 6/93, 4/02, 12/03, 8/08, 5/14

PURPOSE
Protecting patron privacy and confidentiality has long been an integral part of the mission of libraries. The King County Library System (KCLS) strives to protect each library patron's right to privacy and confidentiality with respect to information sought or received, and resources consulted, borrowed, acquired or transmitted. The following policy addresses how KCLS protects patron privacy and maintains the confidentiality of patron records.

STATEMENT OF POLICY

All KCLS patrons are entitled to privacy regarding their use of library materials and services as follows:

LIBRARY RECORDS
Consistent with RCW 42.56.310, all KCLS library records the primary purpose of which is to maintain control of library materials, or to gain access to information, that discloses or could be used to disclose the identity of a library patron are confidential in nature.

Library records include all circulation records, computer booking records and other records linking the names of library patrons, their addresses and other personal information with specific library materials. Such records will not be made available to any individual, organization or federal, state or local government agency, with limited exceptions.

KCLS is legally obligated to honor requests for library records made by an agency of federal, state or local government including, but not limited to law enforcement agencies, when a subpoena, warrant, court order or other investigatory document is properly issued by a court of competent jurisdiction that shows good cause. When a request for library records is received library staff will follow the Procedures for Handling Requests for Library Records.

KCLS also is legally obligated to comply with the information request requirements of the USA Patriot Act, enacted on October 26, 2001. If library records are requested under the USA Patriot Act, library staff may not inform the person about whom the information is requested, nor speak to co‐workers, the media or other government officials about the inquiry.

While library records are confidential in nature:

a. Any patron is entitled to his or her own library account information.

b. A parent or guardian may have access to a library account (see definition) for minor children up to age 18 unless the minor is emancipated. This information will not be released without verification of card ownership/parental relationship (see Circulation Manual section 2.3.1.7).

c. Staff may use library accounts and the computer booking system to provide patron information to the police for the purpose of implementing a KCLS‐initiated trespass or to pursue legal action.

d. Staff may use library accounts to notify a patron regarding recovery of stolen library materials or lost and found items.

e. With approval of the Library Director or designee:

  • KCLS may use names and addresses (both residential and electronic) from library records for the purpose of conducting user surveys or to notify patrons of upcoming events.
  • The KCLS Foundation may use names and addresses (both residential and electronic) of library patrons for the purpose of notifying patrons of upcoming events or to invite patrons to monetarily support KCLS Foundation activities.
  • Patrons will be given an option to inform KCLS or the KCLS Foundation of the desire not to receive such notifications.

USE OF FACILITIES
There is no reasonable expectation of privacy regarding a person's presence in a public building. For that reason, library staff may respond to questions from law enforcement officers about a person's presence in the library. Please note that there is a distinction between privacy of a patron's use of library materials and services and their physical presence in a public building. For example:

  • If a law enforcement officer asks staff for information from a patron’s library account or asks if a patron has used the computers, staff should follow the Procedures for Handling Requests for Library Records.
  • If a law enforcement officer, who has provided identification, shows staff a picture of a patron and asks if the patron has been in the library during a designated time period, library staff should answer the officer's inquiry to the best of their ability as the patron has no expectation of privacy in this instance.
  • Staff may not proactively monitor the library for an individual, regardless of age, and report to law enforcement when that person comes into the library.
  • Staff may not verify one patron’s presence in the library to another patron via telephone or in person, regardless of age (e.g. a parent looking for a child).

PATRON HOLDS
To allow patrons the convenience to pick up and checkout their own holds, KCLS uses safeguards to protect patron privacy when placing holds that are ready to pick up on public shelves (i.e. shelve titles spine down, code for patrons’ names).

REMOTE ACCESS
KCLS takes many measures to safeguard patron information, but KCLS cannot and does not guarantee that every task completed via its website, catalogs, databases or public computers is private.

DEFINITIONS (if applicable)

  • Library Records: All circulation records, computer booking records and other records linking the names of library patrons, their addresses and other personal information with specific library materials.,/li>
  • Library Account: Information about items on loan, items on hold, overdue items and fines, but does not include
    computer booking records.
  • Subpoena: A formal written order issued by a government agency, most often a court, which has authority to compel testimony by a witness or production of evidence under a penalty for failure to comply.
  • Warrant: A formal written order issued by a government agency, most often a court, which permits an otherwise illegal act that would violate individual rights. Warrants normally issued by a court include search warrants, arrest warrants and execution warrants.