Privacy of Client Information

1) Statement of intention of the policy

The intention of this policy is to protect the confidential relationship which exists between Murdoch University Library and all clients of the Library.

2) Objectives of policy

The policy spells out what information is collected by the Library about our clients, how we will use that information and the limits on any transmission to a third party.

3) Definitions

Personal information:
Any information that may identify an individual or individuals or details about that individual.

Library staff:
Any staff members employed by Murdoch University Library, by the City of Rockingham or Mandurah Senior College to deliver library services to clients of those organisations.

4) Policy

4.1) This policy applies to all library clients including children.

4.2) Murdoch University Library will not normally collect information about an individual except where the information is supplied by that individual.

4.3) Information used by the Library may have been supplied for the purposes of undertaking a course of study or library activities. Client records contain personal and private information and all reasonable steps will be taken to ensure the security of that information.

4.4) The library will not disclose or distribute clients’ names, addresses, e-mail addresses, telephone numbers, residential or employment status, borrower records, the nature of information requests, computer use records or other personal information to any outside party. The only exceptions are:

• in response to a request from a legitimate court order, request from the University administration (see 4.11 below)
• where the Library staff from an outside body are accessing the individual’s details in order to provide a requested Library service.. In this case the Library staff from those bodies must also abide by these privacy provisions.

4.5) The Library may use information as described in Point 4.4 for research or service improvement. However, this will only be used in summary form in a way that does not identify any individual.

4.6) In the event of a request for contact details from what appears to be a genuine source the client will be contacted by the Library and asked to contact the person or body making the request.

4.7) No information will be given out pertaining to who has requested particular items be included in the collection, borrowed particular material, who has any particular item on loan, or who has at any time placed a hold on an item.

4.8) Information about who accesses resources via the Library’s web site will be collected for the purpose of monitoring and improving our services. Information about access to the web site will only be use in summary form in a way that does not identify any individual or any information about an individual.

4.9) The Murdoch Library Web site contains links to Web sites maintained outside of Murdoch University. The Murdoch Library and University is not responsible for the privacy practices or the content of these external Web sites.

4.10) Murdoch University Library can not take responsibility for data gathered about Library web site access that is beyond the control of the Library or the University.

4.11) In situations in which there is a legitimate court order, university administration request for information about a particular client or clients or whether they have borrowed certain library materials the requestor will be referred to the University Librarian or the Library staff member with delegated responsibility.

4.12) Where a client is in serious breach of the Library rules and regulations information about the client may be passed to an appropriate authority.

4.13) Information gathered by the Library in order to provide service to our clients will be stored in such a manner as to ensure it is only accessible by Library staff.

4.14) Extreme care will be taken during any disposal of information containing client details that confidentiality of that information is maintained.

4.15) The provisions in this policy will be included in orientation activities for all new staff in the Library including casual staff and people on work experience programs.

Resource statement

There should be few resource implications beyond that involved in ensuring our computer systems have appropriate security for client records.

RELATED PUBLICATIONS/POLICIES:
Murdoch University Privacy Policy The Australian Library and Information Association Statement on Professional Conduct Murdoch University Computing and Networking Facilities Conditions of Use