Introduction
All visitors to Vaughan Public Libraries have the right to privacy and confidentiality regarding their use of
Vaughan Public Libraries' services, collections and Web sites, and regarding the collection of personal
information by Vaughan Public Libraries.
In matters relating to privacy and access to information, Vaughan Public Libraries is governed by the
Ontario Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
and the Federal Personal
Information Protection and Electronic Documents Act (PIPEDA).
Vaughan Public Libraries also adheres to the principles outlined in the Canadian Standards Association's
Model Code for the Protection of Personal Information.
Personal information is defined by Vaughan Public Libraries (VPL) as recorded information about an
identifiable individual. The personal information is given voluntarily by library users either in person,
in writing or electronically.
This privacy statement covers all three circumstances.
Upon request, individuals may access information on their own library record at any time during open
hours by presenting their Vaughan Public Libraries' card or photographic proof of their identity to
any VPL public service desk.
Accountability
Vaughan Public Libraries has the right to collect personal information under the authority of the
Public Libraries Act for the administration of library operations.
Vaughan Public Libraries will clearly state who is to be contacted whenever a customer questions
the use of personal information. VPL will ensure its privacy statement is enforced by all VPL staff
and any third parties or agencies that may have legitimate access to use information in support of
library operations.
Identifying Purpose
Vaughan Public Libraries will clearly state the purpose for collecting personal information before such information is collected.
If the personal information will be used in a new manner, VPL will ask for consent, unless the new use is required by law
Consent
An individual may choose not to allow the collection of his or her personal information;
however such an action may affect the individual's ability to use certain VPL services.
Limiting Collection
Vaughan Public Libraries limits the collection of personal information
to only that which is necessary for the purposes identified by VPL.
Information will only be collected by using fair and legal means.
Use, Disclosure, Retention
Personal information will not be used or disclosed for any purposes other than that for which it was collected,
except with an individual's consent or as required by law.
Other than under the previous two exceptions,
VPL will not give or sell personal information to other organizations. Personal information may
be shared with companies or agencies working within the scope of their duties on behalf of the library,
and these third parties will abide by VPL's Privacy Statement.
Personal information shall be retained only as long as necessary for the fulfillment of the identified purposes.
Accuracy
Vaughan Public Libraries is committed to ensuring that records containing
personal information are accurate, complete and up to date.
Individuals have the responsibility of informing VPL of any changes to their personal
information and may challenge the accuracy of that information.
Safeguards
Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.
All VPL employees are aware of the importance of maintaining the confidentiality of personal information.
Openness
Vaughan Public Libraries will answer any individual's questions regarding the uses of information and specific practices.
Individual Access
Upon request members may access information on their own library record at any time during open hours by
presenting their VPL library card or photographic proof of their identity at any VPL public service desk.
Personal information may also be released to the parents or guardian of children less than 16 years of
age or to someone holding Power of attorney for a specified individual.
Challenging Compliance
Any individual who feels their privacy has not been protected may challenge VPL's
practices through the Chief Executive Officer.
What We Collect and Why
The staff of Vaughan Public Libraries (VPL) collects the following information about individuals:
VPL collects the name, address, telephone number and proof of identification presented to join the library, of each registered library user.
When a child registers for a library card, the VPL will collect the name, address,
telephone number and proof of identification of the parent or guardian
This information is used by staff and organizations working on behalf of the library for the provision of library services.
VPL may collect an individual's email address
The email address is used to provide an individual with electronic notification about their borrowed and requested library materials.
VPL collects information about what an individual borrows from the library system
Information about what an individual has borrowed is shared only with the library card holder.
Possession of a library card is considered consent by the card owner to share such information
with the person holding the library card. Individuals may designate family members or others to
borrow materials for them using their card.
VPL collects information about items placed on hold to be borrowed by an individual library card holder
Information about what an individual places on hold is not shared with any member of the public.
Holds may only be checked out with the card on which the hold was originally placed.
Holds are shelved in the public area at all library locations.
In order to protect the privacy of the individual who placed the hold,
items are filed by the last five digits of the library card.
The individual's first name is also noted in order to ensure identification when claiming an item on hold.
VPL collects information about individuals who submit purchase recommendations on I Recommend for the Library forms
The personal information on these forms is used to place holds on requested materials. The library retains the forms
for the purpose of improving internal ordering processes after which the forms are destroyed.
VPL collects information about individuals who have requested
material through Interlibrary Loan as well as information about the materials requested
The provincial Interlibrary Loan (ILLO) process is managed by software used by all provincial
libraries that participate in the Interlibrary Loan Program. The name and phone number of any
person requesting material through ILLO is stored on servers not controlled by VPL.
While there are safeguards in the software to ensure that personal information is protected,
VPL cannot control or monitor the use of this information
VPL collects information when an individual registers for a library program
This information is used to contact the individual in the event of a change or cancellation in the program,
and may be used to contact individuals to remind them of the program. Non-identifying information is
used for statistical purposes. This information is not shared with any member of the public,
and is not retained once the program is complete.
VPL collects information when an individual or group rents a meeting room
This information is not shared with any member of the public.
Room booking forms are retained until after the use of the meeting
room and are then destroyed. Non-identifying statistical information is retained.
VPL collects the library card number of individuals who use
public access Internet or MS Office Application computers
All history or cache files which might identify how a person has used a public access
Internet or MS Office Applications is deleted when the computer is re-booted.
A library card number is required in order to use public access computers at most library locations.
The library card number is retained for statistical purposes until the end of each month at which time the numbers are deleted
Upon complaint, VPL may review the use of a particular computer to ensure that VPL's Internet Use Policy is being followed.
Such a complaint must be lodged immediately upon observation of the alleged abuse so that an investigation may occur.
VPL collects information about individuals who submit Suggestion and Comment forms,
Ask the CEO emails, Customer Feedback emails and other correspondence
Suggestion and Comment forms, Ask the CEO emails and Customer
Feedback emails are used internally to improve services. Senior staff review the forms and on occasion
these forms may be reviewed by the Library Board. Information that would identify an individual is
removed from public documents in the Board package
Letters sent to staff by individuals are considered confidential.
VPL retains on file letters that are sent to the Library Board in accordance with VPL's Records Retention Policy
Letters that are sent to the Library Board may form part of the Board's public documents,
including personal information about an individual
A Request for Reconsideration that is appealed to the Library Board becomes part of the public record,
including the name of the individual making such a request.
Personal information included on a Request for Deputation form becomes part of the
Board package including the name of the individual making the request.
VPL collects personal information on forms such as Reading Buddies applications,
Book Dedication forms, and Early Harvest submissions
Personal information on these forms is not shared with the public.
Reading Buddies applications and Book Dedication forms are destroyed when the program is complete.
Non-identifying statistical information is retained.
Personal information on Early Harvest submissions is used to publish the names of
the winning submissions in the annual Early Harvest publication with permission from the winner.
VPL staff may be required to collect personal information from individuals
in order to assist in answering reference question either in person, over the phone or electronically
Personal information may be collected from an individual in order to provide assistance,
but once the question is complete, no permanent records are retained that link reference
questions to a specific person.
VPL collects visual images through security cameras at some locations
Visual images may be used by library staff to ensure the safety of staff and persons using the library.
Images are only used to ensure the VPL Code of Conduct is followed or that the safety of
the people whose images are collected is protected.
VPL collects photos of individuals at library events and programs
Photos of recognizable individuals taken by library staff for library
purposes will not be used without proper permission.
VPL may collect the names and contact information of individuals involved in disturbances,
accidents or other incidents that take place on VPL property
Personal information may be collected so that VPL can respond effectively
to security and safety concerns and to breaches of VPL's rules of conduct.
Personal information is not shared with other members of the public.
In some cases, failure to provide a name and contact information may
lead to expulsion from the library premises.