3.4 Confidentiality
3.4.1 Library Records
In order to encourage the free and open use of the Library and its services, and in compliance with applicable federal, state, and local laws, all patron registration records and patron transaction records as defined under 22 VSA § 171 and including any information sought or received and resources consulted, borrowed, acquired or transmitted, are strictly confidential.
In accordance with 22 VSA §172, employees, Trustees, volunteers, and agents of the Library will not disclose any patron records EXCEPT: Certain records may be shared at the library's initiative in matters relating to the safety and security of library facilities, collections, personnel, and patrons, under exemptions as defined in 22 V.S.A §172; OR with the written permission of that patron; OR to the custodial parents or guardians of patrons under age 12; OR to Library employees and authorized agents to the extent necessary for Library operations; OR in response to an authorized judicial order or warrant directing their disclosure.
When presented with an authorized judicial order or warrant, only the Library Director, or the designated Acting Director in the Library Director’s absence, is authorized to comply with requests for library patron records after conferring with the Library’s legal counsel who will determine the proper response. All cases involving confidentiality shall be reported to the Town Attorney and the Board of Trustees unless prohibited by existing federal legislation.
The Library collects a variety of information provided by its patrons to provide them with library services. Any personally identifiable information collected by the Library remains confidential and will not be sold, licensed, or disclosed to any third party except with written consent of the patron; to comply with the law or a valid court order; or for authorized administrative purposes. To the best of our ability, the Library’s licenses, and computer service arrangements comply with these policies and legal obligations. For the protection of our patrons, parents seeking records of their minor child, under age 12, may be asked to provide proof of their child’s age as well as evidence they are the custodial parent.
Statistical records are maintained in aggregate for reporting purposes. All personally identifiable information is deleted.
Questions, concerns, or complaints about patron privacy and confidentiality rights shall be made in writing and directed to the Library Director. The Library Director will respond within 15 business days and may conduct an investigation or review of the policy and procedures. 22 VSA §173 provides a right of civil action if their confidentiality has been violated.
Initial Adoption Date: Exact date TBD (as well as other modification dates)
Modified Date: June 12, 2024 - The age noted changed from 16 to 12 as required by S220 changes to 22 V.S.A §172
3.4.2 Patron Privacy
The Springfield Town Library building is considered a limited public forum for reading, research, and expressive activity. The Library recognizes that in order to fulfill its mission, library patrons must not feel constrained in their use of library resources because they fear invasion of personal privacy. Therefore, we strive to safeguard the private use of our building, resources, programs, and services.
Staff will uphold patron privacy in all matters. In order to protect staff from becoming involved in domestic, custody, or law enforcement issues, if someone calls to ask if another person is or has been in the Library, staff will invite the caller to come to the library to look for themselves.
Photography, sound or video recordings may be taken by staff or a staff designee for public use. Library users may opt out of such recording by informing the staff member making the recording or taking the photo. Members of the public may not make such recordings without express permission of the director.
Initial Adoption Date: No earlier than 1976, exact date TBD (as well as other modification dates)
Modified Dates:
February 5, 1980 - “In order to encourage the free use of all types of information and services provided by the library, records pertaining to patron registration and circulation of materials are strictly confidential. Records will be open to law enforcement officers only under court order. The trustees reserve the right to contest such an order.”
April 21, 2014 - need to identify changes
June 12, 2024 - Clarified legal procedures regarding requests from law enforcement; clarified reporting requirements for privacy and confidentiality issues. Added clarifying language describing Patron Privacy rights.