01Who this policy covers
This policy covers two groups of people. Libraries and their staff, who sign up for and run the service, and library members, such as students, faculty and public readers, whose records the library keeps in the service.
For member records, the library is responsible for deciding what is collected and why. We process those records on the library's behalf and only to provide the service.
02Information we collect
- Account details for library staff: name, designation, work email and the institution they represent.
- Library records the library adds: catalogue data, accession numbers, copies, shelf locations, subscriptions and uploaded digital files.
- Member records the library adds: name, member number, member type, course or class, photo if the library uses one, and card validity.
- Circulation records: issues, returns, renewals, reservations, fines, waivers and the staff member who recorded each transaction.
- RFID and gate data: tag reads at kiosks, book drops and gates, gate alerts and footfall counts.
- Usage of e-resources: reads, downloads and searches per resource.
- Information sent through the website forms, such as sign-up and Connect Team notes.
03Reading history and the AI Reading Guide
Reading suggestions are shown only to the reader they are made for. Library staff cannot view another person's suggestions.
Librarians see borrowing records only for library operations, such as issuing, returning, reserving, collecting fines and verifying stock.
Suggestions are drawn only from the library's own catalogue and the resources it subscribes to. A reader can switch suggestions off at any time from their profile.
Reading history is never sold, never shared with publishers or advertisers, and never used for advertising.
04Children and school libraries
Many school library members are children. Their data is entered by the school, used only to provide library services, and processed with the school's consent.
Children's data is never used for advertising or profiling outside the library. Schools can set reading levels so that suggestions suit each age group.
05AI-drafted catalogue fields
When a librarian sends a record for AI drafting, the bibliographic details of the book are used to suggest subjects, keywords and a summary. Member data is not used for this.
AI-drafted fields remain drafts until a librarian approves them for the catalogue.
06How we use information
- To run cataloguing, circulation, RFID, e-resources, member cards and reports for the library.
- To send reminders and notices that the library has switched on, such as due-date reminders.
- To set up trial accounts and send login details to the email given at sign-up.
- To answer questions sent through the website and provide support.
- To keep the service secure, prevent misuse and fix problems.
07Sharing
We do not sell library or member data. We share data only with service providers that host, back up or deliver email for the service, under agreements that limit their use to providing it, or when the law requires it.
08Security and storage
Library data is encrypted in transit and at rest. Staff access is controlled by roles set by the library, and transactions are recorded in an audit log.
Data is backed up daily. The library can export its catalogue and records at any time.
09Retention
We keep library data for as long as the library uses the service. When a library closes its account, its data is available for export and is then deleted from active systems, with backups removed on their normal cycle.
Libraries decide how long to keep closed member records and circulation history, and can remove them in bulk.
10Your choices
Library members who want to see, correct or remove their records should contact their library, which manages those records. We help libraries respond to such requests.
Library staff can update their own account details at any time or ask us to close their account.
11Cookies
The website uses only the cookies needed for it to work, such as the session used to check the form question on sign-up and Connect Team forms. We do not use advertising cookies.
12Changes to this policy
If we make a material change to how data is handled, we will tell libraries by email and in the service before it takes effect.