Submitted by choward on

Data Privacy Policy

The Pikes Peak Library District (PPLD) Board of Trustees Policies include Section 1.5 Privacy and Interactions, outlining their statutory obligation to ensure patron’s dignity and privacy under Colorado Library Law CRS 24-90-119. The PPLD Board of Trustees specifically entrusted the Chief Executive Officer (CEO) to establish policies that respect the confidentiality and dignity of all patrons, both physically and digitally.

PPLD’s Rights and Responsibilities Statement (item #VI) aims to protect patrons’ privacy and safeguard library use data in accordance with the law.

 

Statutory Regulations

Concerning privacy of Library user records, Colorado law (Colorado Revised Statutes 24-90- 119) states: 

Privacy of user records 

(1) Except as set forth in subsection (2) of this section, a publicly-supported library shall not disclose any record or other information that identifies a person as having requested or obtained specific materials or service or as otherwise having used the library. 

(2) Records may be disclosed in the following instances: a) When necessary for the reasonable operation of the library; b) Upon written consent of the user; c) Pursuant to subpoena, upon court order, or where otherwise required by law; d) To a custodial parent or legal guardian who has access to a minor’s library card or its authorization number for the purpose of accessing by electronic means library records of the minor. 

(3) Any library official, employee, or volunteer who discloses information in violation of this section commits a class 2 petty offense and, upon conviction thereof, shall be punished by a fine of not more than three hundred dollars.

 

Administrative Policy

Pikes Peak Library District strives to provide services with as little patron data as possible while following appropriate laws and protecting privacy.

Types of Information Collected and How it is Used

Information the Library may gather and retain about current Library users to conduct Library business includes the following:

  • Information required to register for a library card (e.g. name, address, telephone number, email address, birth date, library card number)
  • Information required to access library makerspaces or studios and/or access libraries during unstaffed hours (e.g. completion of required training, signed waivers, etc.)
  • Records of material currently checked out, charges owed, payments made
  • Requests for interlibrary loan or reference service
  • Sign-up information for Library classes and programs
  • Demographic information

In addition to conducting general library business, PPLD may use card holders’ postal addresses or email addresses to inform the community of services and programs.

The Library avoids creating unnecessary records, avoids retaining records not needed for Library business, and does not engage in practices that might place personally identifiable information on public view.

When Library users visit the website, the Library collects and stores only information to measure the number of visitors to different areas of the site to guide in making the site more useful. The information collected includes: 

  • The IP address to determine location demographics (country, city, language) and SPAM detection (no bots) 
  • The date and time of access 
  • Type of device, browser, and operating system
  • The pages accessed and how the user navigated the site 
  • Website addresses that direct a high amount of traffic and users to the library website
  • Anonymized data on the count of visits to the mobile app, number of unique visitors, average time spent on the app

Website data is separate from individual Library account information. The Library cannot look up patron records to determine what areas of the website were visited. The data collected is not connected to any personally identifiable information.

IP anonymization is enabled on all site tracking software on ppld.org. The Library website is compatible with the DoNotTrack feature available in most modern web browsers, which can be enabled at any time by the user. Please note that third party platforms linked from our website, including our Catalog (catalog.ppld.org), may not have IP anonymization enabled. (See more under "Third Party Security" below.)

 

Security Cameras

PPLD has security cameras located inside and outside of the buildings for security-related and approved functions. Security cameras are limited to common areas where patrons and staff do not have a reasonable expectation of privacy. The presence of security cameras does not mean they will be actively monitored or functioning properly at all times. All Security Officers wear body cameras that capture Library use policy violations and evaluate Security Officers’ performance while handling an emergency, incident, or conversation with patrons.

Authorized staff may access security camera footage for safety, security, and facility purposes. Video footage may be disclosed as part of an investigation, litigation, or as otherwise required by law. Security camera footage is retained for 30 days in accordance with Security procedures, unless a longer retention period is required to document an incident.

 

Consent

PPLD will not collect or retain a Library user’s private and personally identifiable information without the user’s consent. By signing up for a library card and using Library services, patrons consent to data being collected.

If Library privileges are in good standing, a patron can request that their library card be removed from the system. If any bills have been paid on a Library account, the patron must wait three months from the payment date before having their card removed from the system.

 

Data Integrity and Security

  • PPLD takes reasonable steps to assure data integrity.
  • PPLD has invested in appropriate technology to protect the security of personally identifiable information while it is in the Library’s custody.
  • PPLD assures that aggregate, summary data is stripped of personally identifiable information.
  • PPLD protects personally identifiable information by shredding, purging, or erasing physical and electronic documents based on Library policy and retention guidelines set by state and federal law.
  • PPLD purchases software that regularly removes cookies, web browsing history, cached files, or other computer and Internet use records and other software code that is placed on the Library’s computers or networks.
  • The Library will keep the information confidential and will not sell, license, or disclose personal information to any third party working under contract to the Library, unless the Library is required by law to do so.  

 

Third Party Security

The Library ensures that its contracts, licenses, and off-site computer service arrangements reflect its policies and legal obligations concerning user privacy and confidentiality. When connecting users to licensed databases and other electronic resources outside the Library, PPLD releases only information that authenticates the user as a library card holder of PPLD. Nevertheless, when accessing remote sites, users must be aware that there are limits to the privacy protection the Library can provide. 

Some Library users may choose to use electronic communication services from PPLD (hold and overdue notices, program and class announcements) via email. These users must also be aware that the library has limited ability to protect the privacy of this information once it is outside PPLD control.

PPLD offers a wireless network that allows users to connect to the Internet.  Users should be aware that data accessed and sent over the Library’s wireless network is not encrypted.

Some of the PPLD’s websites link to other sites created and maintained by other public and/or private sector organizations. The Library provides these links solely for patron information and convenience. When patrons link to an outside website, they are leaving the PPLD website and the Library's information management policies no longer apply. The Library encourages everyone to read the privacy statement of every website they visit before they provide any personal information.

 

Illegal Activity Prohibited and Not Protected

Users may conduct only legal activity while using Library resources and services. Nothing in this policy prevents PPLD from exercising its right to enforce its Code of Conduct, protect its facilities, networks, and equipment from harm, or prevent the use of Library facilities and equipment for illegal purposes. The Library can electronically monitor public access computers and external access to its networks and reserves the right to do so when a violation of law or library policy is suspected.

 

Law Enforcement Requests

PPLD will not make Library records available to any government agency unless a subpoena, warrant, court order, or other investigatory document is issued by a court of competent jurisdiction, showing good cause and in proper form.

 

Adopted on June 1, 2026