Patron Privacy

Effective Date Apr 9, 2008


Florida Institute of Technology’s Evans Library ("the Library", "we", "us", "our") respects your privacy. We have developed this privacy statement to inform you of what information we collect, how we use, protect, and release it, and how you are entitled to access it. This privacy statement applies to the websites we administer, the email you send us, electronic services we provide, and records we maintain. Evans Library is also committed to the American Library Association’s Library Bill of Rights.

When you visit our websites to read or download information, we do not collect personal information about you. In particular, we do not use "cookies" to collect or store personal information. We do use personal information that you supply in online forms, email, and other requests for information and services to respond to your requests. This may involve redirecting your inquiry or comment to another person or department better suited to meeting your needs.

Information that the Evans Library may gather and retain about current and valid library users includes, but is not limited to, the following:

  • Circulation Information: Patron records contain patrons’ names, home addresses, telephone numbers, and e-mail addresses supplied to us by the Registrar and by Human Resources. Evans Library maintains records of circulation transactions until the borrowed item is returned to the Library or outstanding fines are paid only. The Library does not maintain patron histories of previously borrowed items or paid fines.
  • Collection Development: This includes information regarding the request, purchase, transfer, and related collection management requests linked to individual users or groups of users (e.g., academic units).
  • Computer Workstation Usage: Patrons using computers in Evans Library must follow the Florida Institute of Technology Acceptable Use Policy for Campus Information Technology Services (IT-1001) and the Evans Library Library Computer Use policy. Event logs are saved on individual computers. Login information is gathered and stored by a campus system. Guest patrons are required to sign in with photo identification, as requested by the Departments of Campus Security and Information Technology. 
  • Electronic Access Information: This includes all information that identifies a user as accessing specific electronic resources, whether library subscription resources, electronic course reserves, or other Web resources. Evans Library utilizes websites and subscription databases that may be governed by their own privacy policies. The Evans Library website contains links to websites and licensed databases that are not maintained or supported by Florida Institute of Technology. In some cases, Library services may be provided via third-party tools. While you may reach these services via Library websites, you are subject to the privacy policy of third parties, and the Library encourages users of these services to be aware of their policies before using them.
  • Interlibrary Loan & Document Delivery: This includes all information that identifies a user as requesting specific materials. Only authorized staff and the requestor of the materials have access to this information.
  • Library Surveys/Assessment Projects: This includes any information or data obtained through surveys (group or individual interviews or other means) in support of assessment of services, collections, facilities, resources, etc., or in support of research related to library and information services. As appropriate, any data collected in the course of research is subject to additional review of privacy and confidentiality protections as stated in the Florida Institute of Technology’s Office of Research’s Institutional Review Board – Human Subjects.
  • Reference/Research Consultations: When contacted by a patron for reference or research assistance, we occasionally ask patrons for their name, contact information, nature of their query, and resources already consulted by the patron. We use this information to respond to the patron as effectively and efficiently as possible or follow up as needed. We maintain the following information about each reference or research transaction: name, date, time, type of inquiry, method used by the patron to contact the library, patron status (e.g., student, faculty, and community member), the question, and our response. Patron information is only available for review by our reference faculty and staff.
  • Rare Books, Special Collections, and Archives: Patrons are asked to complete a patron registration form that asks for name, contact information, status, institutional affiliation and research interests/purpose. Patron information is only available for review by University Archives staff.
  • User Registration Information: This includes any information the Library requires users (faculty, staff, students, or others) to provide in order to become eligible to access or borrow materials. Such information includes addresses, telephone numbers, and identification numbers.
  • Website: As part of the campus network, Evans Library utilizes Google Analytics. For more information, please refer to the Google Analytic’s site and Google's Privacy Policy page. 
  • Other Information Required to Provide Library Services: This includes any identifying information obtained to provide Library services not previously listed.

Data Integrity and Security

The data we collect and maintain at the Library must be accurate and secure. Although no method can guarantee the complete security of data, we take steps to protect the privacy and accuracy of user data. The Evans Library is committed to investing in appropriate technology to protect the security of personally identifiable information while it is in the Library's custody. We also pledge to work with third-party information service suppliers who have similar respect for protecting personally identifiable information.

  • Services that Require User Login: Use of the full resources of the Web and of the full power of some subscription databases requires that a user log on to the workstation, either with his/her TRACKS username and password or with a guest account. Data about which users were connected to which machine is collected, in accordance with university policy, and stored with very limited access by staff. Users of electronic resources that require authorization for their use are also asked to log in when they connect from outside the university IP address ranges. The data kept from these transactions does include information linking the user to the resources to which the user connected or about searches completed and records viewed.
  • Cookies: Cookies are used to store session information. These cookies are session cookies and are removed when the user exits the session and closes the browser. The Library catalog and some licensed databases also use cookies to remember information and provide services while the user is online. Users must have cookies enabled to use these resources. Cookies, Web history, and cached files are removed when a user closes a browser or logs off a machine. 
  • Security Measures: Our security measures involve both managerial and technical policies and procedures to protect against loss and the unauthorized access, destruction, use, or disclosure of the data. Our managerial measures include internal organizational procedures that limit access to data and prohibit those individuals with access from utilizing the data for unauthorized purposes. Our technical security measures to prevent unauthorized access include limits on access through use of passwords and storage of data on secure servers or computers that are inaccessible from a modem.
  • Staff access to personal data: We permit only authorized Library staff to access personal data stored in the Library's computer system for the purpose of performing library work. Evans Library will not disclose any personal data collected from users to any other party except where required by law, to report a suspected violation of law or university policy, or to fulfill an individual user's service request. We do not sell or lease users' personal information to commercial enterprises, organizations or individuals.

Relevant Links


If you have questions regarding this policy, please contact Dean of Libraries, Dr. Holly Miller.