Privacy and Confidentiality Policy

The Grafton Public Library is committed to user privacy and confidentiality. The confidentiality of library records is in accordance with library ethics and the Grafton Public Library follows the Code of Ethics of the American Library Association. Under Massachusetts General Laws (MGL), Chapter 78, Section 7, that part of the records of a public library which reveals the identity and intellectual pursuits of a person using such library shall not be a public record, as defined by MGL Chapter 4, Section 7, Clause 26.

I. Confidentiality extends to the following:

Registration records (name, address, telephone number) for library cards or library programs
Email addresses
Circulation records
Interlibrary loan transactions
Database search records
Reference interviews, materials consulted, borrowed, or information sought or received
Attendance

II. Circulation, registration information, and information retrieval records may be disclosed in the following circumstances:

To the cardholder with a library card or proper ID.
To the parent/guardian who has access to the library transactions of their children under age 13.
To the financially responsible parents or legal guardians who are to be provided with information about their child's library records (for example, when a child's library materials have incurred fines or the materials have been misplaced). Should this happen, there are procedures that will enable parents or other parties, who are financially responsible for the child's library materials, to obtain information about the records of dependent children. When the above reasons exist, the parent or legal guardian will receive the information verbally, printed on paper, or in an email if the adult's email address is in the child's library record and the cards are linked.
To staff of the Massachusetts Library System or CW MARS members acting within the scope of their duties to administer the system and in facilitating interlibrary loans.
To persons authorized by the cardholder by linking the library records with permission of both parties.
To representatives of any local, state, or federal government, pursuant to subpoena or search warrant authorized under the authority of federal, state, or local law relating to civil, criminal, or investigative power. (For example, warrants or subpoenas issued under the USA Patriot Act of 2001.) In such cases, referral should be made to the Library Director who may consult legal counsel.

III. What is retained within the scope of this policy:

Personal information (e.g. names, addresses, etc.) for active cardholders is kept indefinitely.
Circulation records are deleted when an item is checked in, but for items that have incurred fines or were unreturned, the records remain until the account is settled by paying what is owed, items returned, or another patron checks out the same item.
Computer records (e.g. records of databases searched) are kept by computer, not patron, until that particular computer is rebooted. The computers do not store logon names or passwords of an individual's internet or database transactions (e.g. web-based email services).
Library program signup sheets with names and contact information are destroyed after the program has taken place. Meeting room reservation sheets with contact information and purpose of the meeting are kept indefinitely.
Email addresses that are part of the patron's library record are kept as long as the record exists, but are not shared with other persons or organizations. Email addresses are used for library borrowing purposes only: notification of items due, items overdue or billed, items recalled, and items available on hold.
Patrons must opt into Library newsletter correspondence, such as Wowbrary or Constant Contact newsletters.

IV. Other related guidelines:

The Library does not restrict or filter Internet access. Parents and legal guardians are referred to the Library's Acceptable Use Internet Policy.
The Library makes reasonable effort to protect patron's privacy on Internet accessed from Library public use computers, but complete privacy on Library computers and networks is not a realistic expectation.
Users are advised to exercise caution in divulging personal information through direct electronic communications, as doing so can compromise personal safety and privacy.
Unauthorized disclosure of personal information about a third party is prohibited.
Credit card transactions are strongly discouraged, as is saving preferences, profiles, passwords, and credit card information.
If the computer in use powers off for any reason, information from the session may be lost.
Files stored on the computer are deleted on a regular basis.
Users are encouraged to use a removable storage device (like a thumb drive) or a cloud computing option (like Google Drive or Dropbox) to store data regularly while working on the computer.
The Grafton Public Library does not keep permanent record of sites visited or files created.
The Library does not give out staff or patron schedules, contact information, personal information, or whereabouts.
The Library cannot verify if a patron is in the building or has visited or left the Library or its premises.
The Board of Library Trustees adheres to the philosophy that what a patron reads or views is a matter of privacy. All library employees shall be advised that such records are confidential and not to be made available to anyone except pursuant to such process, order, or subpoena as may be authorized by law. Anyone making such an inquiry shall be referred to the Director.
Parents and legal guardians are strongly encouraged to monitor and have conversations with their children/wards about what they consider suitable for their own children to read or to view.
Staff do not comment on patron materials unless the patron invites conversation.

Should any patron be dissatisfied with the reasonable accommodations offered, they may follow the appeals process as outlined on the Library's Policy Page..

Adopted by the Board of Library Trustees, November 16, 2022