Information and Privacy Page
Public Libraries fall under the definition of “local government bodies” in British Columbia’s Freedom of Information and Protection of Privacy Act (FIPPA) and therefore are “public bodies” subject to FIPPA.
Privacy Statement: Our commitment to Protecting Privacy
At the Okanagan Regional Library (ORL), we are committed to protecting your (the public) privacy and personal information through responsible privacy management practices in accordance with British Columbia’s Freedom of Information and Protection of Privacy Act (FIPPA) and associated regulations, and other applicable laws and regulations.
Legislative authority to collect, use or disclose of personal information flows from the Library Act and the Freedom of Information and Protection of Privacy Act.
The ORL is committed to providing open, transparent and good governance by balancing the following principles:
- The public has the right to access our information.
- Whenever possible, information held by the ORL should be available to the public.
- Individuals have the right to have their personal information protected.
- The ORL should not improperly collect or disclose personal information.
What is Personal Information?
Personal information is recorded information about an identifiable individual. Personal information includes, but is not limited to an individual’s name, personal address, personal phone number, birth date, personal email address, social insurance number, signature, credit card information, and any other information that could identify an individual.
In contrast, personal information does not include an individual’s contact information at a place of business or employment, including an individual’s name, position name or title, business telephone number, business address, business email or business fax number.
Freedom of information (FOI) requests
The public has the right to request records from libraries.
The Freedom of Information and Protection of Privacy Act (the Act) applies to all records (i.e. all recorded information) that are under the custody or control of a public body. The Act defines records as follows:
“Record” includes books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but doesn’t include a computer program or any other mechanism that produces records.
It’s important to note that the Act covers access to records and the information contained in them. It’s NOT the intention of the Act that staff compile and summarize research in order to answer specific questions. Applicants are expected to conduct their own research based on records received from the ORL and make their own interpretations.
How to make a formal FOI request:
If the information you’re seeking isn’t available through routine channels, you may make an FOI request for records containing the information.
Under the Act, formal FOI requests must be made in writing. Your request must provide enough detail for staff to locate and retrieve the records.
You may use our FOI Form, although it’s not required to make a formal request.
You may send your FOI request via hand delivery, mail, email or fax, Attention: Privacy Officer
Hand deliver or mail: Okanagan Regional Library, 1430 KLO Road Kelowna, BC V1W 3P6
e-mail: privacy@orl.bc.ca
Fax: 250- 861-8696
Fees for formal FOI requests
We may charge you fees to cover the cost of processing your FOI request. Section 75 of the Freedom of Information and Protection of Privacy Act allows the public body to charge applicants fees for costs associated with processing requests to access records under the Act.
The Act prohibits public bodies from charging applicants for access to their own personal information. The Act also states that the first three hours spent searching for and retrieving the records is free of charge. If the request includes a large volume of records to be searched, we’ll send you a fee estimate before processing your request, which will require you to provide us with a deposit.
How we respond to formal FOI requests
The Act allows us to withhold information if release would be an invasion of privacy or cause harm by one of the means listed in the Act, such as harming a law enforcement investigation or threatening anyone’s health or safety. If the ORL withholds any information, we’ll tell you which section or sections of the Act were used in making this decision.
How long the request process takes
The Act requires that we respond to your request within 30 business days of our receipt of your request. We’ll make every effort to make the records available to you sooner, if possible.
If your request is broad in scope, or if it includes a large volume of records, we may extend the time limit for responding under Section 10 of the Act for up to an additional 30 business days. For particularly large and difficult requests, we may apply to the British Columbia Information and Privacy Commissioner for an additional time extension.
What you will get
Depending on what you ask for, you may not get access to all information contained within the records that respond to your request.
The Act includes several specific exemptions to disclosure, which means that, certain types of records and information are to be protected and not made available to the public.
If you don’t get access to all the information you requested, you will be advised of the reasons and the section(s) of the Act on which you have been denied full access. If you’re not satisfied with how the ORL responds to your FOI request, you have the right to ask the Information and Privacy Commissioner of British Columbia to review our response.
Privacy principles the ORL follows:
- We identify the purpose for collecting personal information.
- We collect only what we need.
- We protect what we collect.
- We provide you access to your personal information.
- We dispose of personal information in a secure way (according to records management practices).
How we protect personal information
The Act protects privacy by restricting the collection, use and disclosure of personal information. Please note that personal privacy rights extend only to private individuals, not businesses, societies, corporations, etc.
When an individual makes an FOI request to the ORL, their personal information is protected on a “need to know” basis and isn’t made public.
Collection of Personal Information
Any personal information we collect from you will only be collected, used and disclosed in accordance with FIPPA.
We collect personal information for purposes of administering and delivering ORL programs and services.
This information we collect will only be used for the purpose for which it was collected, or for a use consistent with that purpose.
We aim to limit the amount of personal information collected and only collect what is necessary for the purpose for which it was collected.
With limited exceptions, the ORL will only collect your personal information directly from you and with your consent.
If a user voluntarily uses one of our online or web-based services, the user is deemed to have consented to the collection, use, and disclosure of the personal information provided in accordance with FIPPA, or other applicable enactment.
The following are a few examples of purposes for which the ORL may collect personal information:
- Issuing library cards
- Identifying materials on loan
- Placing and tracking interlibrary loans and requests
- Identifying and recording lost or damaged items
- Providing answers to reference questions
- Providing home service for customers with diverse needs
- Providing information about Library programs and services
- Recording comments or suggestions
- General Library operations and planning
- Recording donations
- Circulation Services
- Freedom of Information Requests
- Incident reports
How we collect personal information
Online or in person
When accessing an ORL service, visiting a branch or responding to a survey, we gather information (i.e. through forms or surveys) to help serve you or get your feedback about ORL projects and operations. This might include personal details to further assist you, and we will never sell or trade this information with anyone else.
Email communications
When sending an email to a ORL email address, we will collect personal information that may be contained in the email message and automatically log certain information about the message, including the sender information, and email address.
We will never initiate a conversation asking for sensitive information (e.g., financial information) from you by email and encourage you to be careful when clicking on links or opening email attachments. Check out the Phishing factsheet on the Government of Canada’s Get Cyber Safe website for more information about increasing your email safety.
Telephone calls
We don’t typically record phone calls. However, if we do decide to record calls to gather information as stated under FIPPA, we will inform you beforehand that the call is being recorded. Additionally, some information gathered during a call might be used to send an email to staff so they can further assist you – in some cases, this will be a voicemail.
Websites visits
We are always looking to improve our website and in order to do this, we gather anonymous data about how people use our website using cookies. The data from cookies helps us make decisions about improvements, including how to make information easier to find and actions easier to complete. Our website cookies don’t collect personal information, just an anonymous identifier and details about website visits.
Electronic Forms and Personal Information
If you choose to provide us with personal information in an email or by filling out an electronic form and submitting it to the ORL through our website, we will use that information to respond to your message and to assist us in providing you with the requested information or service.
Security and Storage of Personal Information
We are committed to taking all reasonable measures to protect your privacy and your personal information against unauthorized collection, use, disclosure, modification or destruction.
We manage, secure and store personal information by utilizing current industry standards and best management practices. Our website security practices are continually evolving and improving to ensure that personal information is reasonably protected and secured in accordance with FIPPA.
You should be aware that while we take reasonable security to measures to protect your privacy and personal information, there is always an element of risk when you provide your personal information through an internet (web-based) service provider.
You are responsible for carefully considering what personal information you wish to submit using the ORL website. Remember to be responsible for safeguarding your identifications, passwords or any other special identifiers used to access the ORL website.
Library Materials and Borrowing History
We do not keep a record of your borrowing history beyond operational requirements. Once you return an item, it is removed from your account. Payment details for lost or damaged items remain on your account for one year. If you are a user of our Home Library and Accessible Services, your borrowing history is kept longer with your permission, to assist staff in selecting materials for you.
Public Computers, Devices and Wireless Network
We do not keep a record of your activities on any public computer or device, or the library’s wireless network. Any record of browsing history or activity is removed when you log out, return the device, or disconnect. Information about your public computer reservation (library card number, computer number, reservation time, and session duration) is purged at the end of each day.
Surveillance Cameras
Our library locations may have security cameras inside and/or outside buildings. Video footage is typically kept for approximately 30 days. Video footage is not actively monitored and is only available to view by the CEO, Privacy Officer and staff at each branch specifically identified in the ORL Security Video Surveillance Policy in response to security incidents that threaten the safety of people or property. Footage may be disclosed to law enforcement in response to a valid subpoena, warrant or court order; to assist in an investigation related to a security incident at the library; or where the CEO, Privacy Officer or designate determines that compelling circumstances exist that affect a person’s health or safety.
Photography and Videography
We may take photo or video recordings in our public library spaces (where there is no reasonable expectation of privacy) to document programs, events, or everyday library use for communications, marketing or archival purposes, such as on our website, social media channels, or printed materials.
We make every effort to inform patrons when photography or video recording is taking place and to obtain consent, particularly when individuals are the focus of the image.
Children’s Privacy
Children have the same rights as adults with respect to their personal information under FIPPA. In alignment with Section 76 of the BC Child, Family and Community Service Act, the Library considers 12 as the age at which children in care may exercise their own access, disclosure and correction rights. The library does not monitor children’s use of library services and collections. We encourage parents to take an active role in their children’s internet use and teach them about the importance of not revealing personal information online. A parent or guardian may act for a minor in relation to specific sections of FIPPA if the minor is incapable of acting under that section.
Third-Party Vendors / Link to Other Websites
Our Website Privacy Statement does not apply to third-party websites or online payment services. Our website may contain links to other third-party websites and third-party service providers for certain services, such as email notifications, event registration, or digital resource access. When a user clicks one of those links, the user is accessing another website. When third-party providers are used, we ensure that they meet ORL’s privacy and security requirements in compliance with FIPPA.
However, you should be aware that external platforms may have their own privacy policies and data storage locations that may be outside of Canada. If you access a third-party website or online payment service through our website, you are responsible for reviewing the third-party’s privacy statement or policy. Check the vendor’s privacy statement and terms of service to learn more about how your data is tracked, stored, and used by them. Inquire with the vendors directly if you have any specific questions about their data collection and management policies.
We assume no responsibility or liability for, or control over, third-party websites that may be accessed through the ORL website. Furthermore, we assume no responsibility or liability for the unauthorized collection, use, and disclosure of personal information by third-party websites or online payment services accessed through our website.
Visiting our Website – Website Analytics
When you visit www.orl.bc.ca, our website automatically collects a limited amount of information for the website’s operation and security. This information includes the Internet Protocol (IP) address of the computer or device you use to access our website. As well, the type of computer or device, operating system, browser type, pages viewed, and content download is also collected when you visit our website.
Our website uses “cookies” which is user data sent by an internet server to a web browser. The web browser returns the data to the internet server each time the internet server is accessed by the same user. “Cookies” are used to track a user’s access to the internet server. We may share the website information generated using “cookies” with third-party organizations that we have a commercial relationship within order to measure the use and functionality of our website. Users may adjust their browser settings to block the use of “cookies” if you choose.
We use Google Analytics for purposes of gaining insights into how our website is being used, and with a view to measuring our performance and improving upon on our customers’ online experience. None of the information collected by Google Analytics is personally identifiable and your identity remains anonymous. You should be aware however that this information could be processed outside Canada in any country where Google operates. The information collected by Google Analytics is used specifically by us to:
- Monitor the use of our website
- Identify requirements for website improvement
- Analyze trends and track visitor movement on the site
- Gather broad demographic information for aggregate use
- Measure whether we are providing you with the best possible website experience
Your rights
Access to and Correction of Personal Information
You may request access to your personal information and/or correction of your personal information by contacting the Okanagan Regional Library’s Privacy Officer at privacy@orl.bc.ca or 250-860-4033.
Please help the ORL maintain the accuracy of your personal information by notifying us of any changes to your personal information.
You can request:
- How and why your personal information was collected and is being used
- To have your information updated or corrected
- A copy of the personal information we have for you
Questions or Complaints
If you have any questions, please contact the Okanagan Regional Library’s Privacy Officer at privacy@orl.bc.ca or 250-860-4033.
If you believe we are not managing or protecting your privacy or personal information in accordance with FIPPA, you have the right to complain to the Office of the Information and Privacy Commissioner for British Columbia. For more information visit www.oipc.bc.ca or contact:
The Office of the Information and Privacy Commissioner
PO Box 9038 Stn. Prov. Govt.
Victoria, BC V8W 9A4
250-387-5629 | Enquiry BC at:1-800-663-7867 | E-mail: info@oipc.bc.ca
Last Updated: April 2025