Privacy Policy | OLLMCHS Library

1. Introduction

OLLMCHS Library ("we," "our," or "us") is committed to protecting the privacy of our users, including students, faculty, staff, and visitors to the OLLMCHS Library Management System. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our library management system and associated services.

By accessing or using the Library Management System, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the system.

2. Information We Collect

2.1 Personal Information

We may collect personally identifiable information that you voluntarily provide to us when you register for an account or use the system, including:

Full name and identification number
Email address and institutional email
Phone number
Department, course, or program of study
Student or staff identification number
Profile photographs (if uploaded)

2.2 Library Usage Data

As part of normal library operations, we automatically collect the following information:

Books and materials borrowed, returned, or reserved
Digital resources accessed or downloaded
Fine history and payment records
Search queries and browsing activity within the catalog
Hold and reservation history

2.3 Technical Data

When you access the system, we automatically collect certain technical information:

IP address and browser type
Device information (operating system, screen resolution)
Pages visited and time spent on each page
Referring URL and exit pages
Session duration and interaction patterns

3. How We Use Your Information

We use the collected information for the following purposes:

Library Operations: To manage borrowing, reservations, fines, and circulation of library materials
Account Management: To create and maintain user accounts, process registrations, and authenticate users
Communication: To send due-date reminders, overdue notices, fine notifications, and system announcements
Analytics: To analyze usage patterns and improve library services and resource allocation
Security: To protect the integrity of the system, detect unauthorized access, and prevent fraud
Compliance: To comply with legal obligations and institutional policies

4. Data Protection and Security

We implement appropriate technical and organizational measures to protect your personal information:

All data transmitted between your browser and our servers is encrypted using TLS/SSL
Sensitive data such as passwords and financial information are encrypted at rest
Session data is encrypted by default
Access controls and permissions restrict data access to authorized personnel only
Regular security audits and vulnerability assessments are conducted
Rate limiting and brute-force protection mechanisms are in place

Despite these measures, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy:

Active user accounts are retained for the duration of your affiliation with OLLMCHS
Borrowing records are retained in accordance with institutional record-keeping policies
Fine and payment records are retained for financial audit purposes as required by law
Inactive accounts may be archived or deleted after a period of inactivity

Upon termination of your affiliation with OLLMCHS or upon your request, we will delete or anonymize your personal information, subject to legal retention requirements.

6. Sharing of Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

Within OLLMCHS: With authorized staff and faculty for legitimate educational and administrative purposes
Service Providers: With trusted third-party service providers who assist us in operating the system (e.g., hosting, email delivery), subject to confidentiality agreements
Legal Requirements: When required by law, court order, or governmental regulation
Consent: With your explicit consent for specific purposes

7. Cookies and Tracking

We use essential cookies and similar technologies to:

Maintain your authenticated session throughout your visit
Remember your preferences and settings
Protect against cross-site request forgery (CSRF) attacks
Analyze system usage to improve performance

We do not use third-party tracking cookies or behavioral advertising cookies. You may configure your browser to reject cookies, but this may affect the functionality of the system.

8. Your Rights

You have the following rights regarding your personal information:

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information, subject to legal retention requirements
Restriction: Request restriction of processing of your personal information
Portability: Request transfer of your personal information in a structured, machine-readable format
Objection: Object to processing of your personal information for certain purposes

To exercise any of these rights, please contact us using the information provided in Section 10.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

10. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us:

Email: library@ollmchs.ac.ke
Address: Our Lady of Lourdes Mutomo College of Health Sciences, Mutomo, Kitui County, Kenya
Phone: +254 (0) 123 456 789