Confidentiality and Protection of Privacy Policy of the Hawkesbury Public Library

Adopted on February 15, 2012
Revised on April 21, 2017
Revised on December 12, 2022

The Hawkesbury Public Library recognizes that the user’s choice of materials borrowed and websites visited is a private matter. The library makes every reasonable effort to ensure that personal information about its users and their use of library materials, services and programs remains confidential

1. Personal information is defined in the Municipal Freedom of Information and Protection of Privacy Act, S.O. 1990, c. M56 (MFIPPA), (Last amendment: 2021, c. 4, Sched. 11, s. 25.), in part, as recorded information about an identifiable individual. This includes, in the library context, information on a user’s borrowing habits, as well as information related to computer use, including sign-up sheets and information on Internet use. 

2. The Board ensures that:
   • the library complies with the principles and intent of the MFIPPA;
   • members of the public have access to information about the library operations. The library members have access to their own personal information held by the library in accordance with the access provisions of the MFIPPA;
   • the privacy of a user’s personal information is protected in compliance with the privacy provisions of the

3. The Board is responsible for personal information under its control and designates the Chief Executive Officer (CEO) as the individual accountable for the organization’s compliance with legislation and ensures that:
   • the purposes for which personal information is collected is identified by the library at, or before, the time the information is collected;
   • consent of the user is given for disclosure of collection use or personal information;
   • the collection of personal information is limited to what is necessary for the proper administration of the library and the provision of library services and programs;
   • the library does not retain any personal information related to items borrowed or requested by a user, or applying to a user’s on-line activity, longer than necessary for the provision of library services and programs;
   • the library does not disclose personal information related to a visitor or a library user to any third party without obtaining consent to do or maybe subject to certain exemptions as provided by the Information may be released :

i. in compassionate circumstances to facilitate contact with next of kin or a friend of a user who is injured, ill or deceased;
ii. to a parent or guardian of a person up to sixteen years of age;
iii. to a policeman upon the presentation of a search warrant;

• • personal information is accurate, complete and up-to-date as  necessary for the purpose for which it is used;
  • personal information is protected by security measures appropriate to the sensitivity of the information;
  • upon request, a user is informed of the existence, use, and disclosure of his or her personal information, and is given access to that information. A user is able with a valid reason to challenge the accuracy and completeness of the information and have it amended as appropriate;
  • a user is able to address a challenge concerning compliance with the above principles to the CEO.

Related documents:

Information and Privacy Commissioner of Ontario. What are the Privacy Responsibilities of Public Libraries? 2002. http://www.ipc.on.ca/images/Ressources/up-1library_f.pdf

Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M56?