Privacy, clearly.

1. Introduction & Overview

Libby is a digital library companion application designed for college libraries, their enrolled students, faculty members, and library staff. Libby helps you discover physical books in the campus collection, keep track of active borrowings, reserve books that are currently checked out, and show your digital library card at the circulation desk.

The library service is operated by Kamaliya Campus Central Library in India. The application platform was engineered by Etriq.

Kamaliya Campus Central Library manages member eligibility and library records, while Etriq provides technical platform support.

2. Scope of this Policy

This Privacy Policy applies to:

• The Libby mobile application (available on Android).
• The Libby administrative portal used by campus circulation librarians.
• The Libby website and information pages hosted under this domain.

This policy does not cover independent university websites, external learning portals, book publisher websites, or other third-party services that you may visit through external links.

3. Information We Collect

Libby only collects information that is necessary for library membership, book circulation, and library operations. We do not track your browsing across other apps, display advertisements, or sell your personal details.

A. Account and Profile Information

Your library account is set up directly by an authorized library administrator. The following profile details are kept in your account:

• Full Name: Displayed on your digital library card and printed or digital checkout slips.
• Library Identification Number: Your unique campus library card code (for example, LIB-STU-0042 or LIB-FAC-0019). This is also your primary username to sign in to the app.
• Campus Role: Whether you are a student, faculty member, or library staff member. This determines your book borrowing limits and loan periods.
• Department & Academic Batch: Your academic course and year, used to organize student records and verify library clearance before graduation.
• Account Status: Whether your library card is active or temporarily deactivated by library staff.

Note on Email Addresses: Libby does not collect, require, or use personal member email addresses for authentication, account login, password resets, or mandatory library notifications. You sign in using your Library ID and a secure password assigned by your campus library.

B. Library Circulation and Borrowing Records

To keep track of physical library books, Libby records:

• Borrowed Books: The specific copy accession number, book title, checkout date, due date, return date, and condition notes recorded during returns.
• Active Quotas: The number of books you currently have checked out, helping ensure borrowing stays within campus guidelines (up to 2 books for students, and flexible academic research borrowing for faculty).
• Book Reservations: Requests you place for physical books currently on loan, the date you placed the hold, your position in line, and the deadline to pick up the book once it is returned.
• Charges & Clearance Records: Any replacement charges or fees assessed for damaged or lost books, whether they have been paid or waived by library staff, and formal clearance records confirming you have returned all library property before graduation.

C. App Notifications

If you choose to allow notifications on your device, Libby uses a secure device notification identifier to deliver helpful library alerts directly to your phone. These include:

• Reminders when a borrowed book is due soon or overdue.
• Notices when a reserved book is checked in and ready for you to pick up at the desk.
• Important library announcements regarding opening hours and scheduled closures.

When you sign out of the mobile app, this device notification registration is removed or disabled on supported devices. You can also turn off notification alerts at any time in your device settings or within the app profile.

D. Camera & Barcode Scanning

The mobile app may ask for camera permission on your device for one specific task:

• Allowing librarians to scan digital QR library passes or physical book barcodes at the circulation desk.

All barcode scanning happens instantly on your device. Libby never records, uploads, streams, or saves camera photos or video footage to any server.

E. What Libby Does NOT Collect

4. How We Use Information

We process library information only for legitimate educational and operational purposes. Specifically, your information is used to:

• Provide Library Account Access: Verify your Library ID and password so you can sign in to the app and view your digital library card.
• Show Available Library Resources: Enable you to search the library catalog, view shelf locations, and check physical book availability.
• Manage Physical Borrowing: Record checkouts, track due dates, handle digital renewals, and confirm returns when books are brought back to the desk.
• Operate Book Reservations: Manage the order in which members receive high-demand books and notify you when a reserved title is ready for pickup.
• Handle Charges & Clearance: Maintain accurate records of settled or waived replacement charges, and confirm graduation clearance with the college registrar.
• Send Relevant App Alerts: Deliver due-date reminders and pickup notifications when you have permitted notifications on your device.
• Support Library Operations: Help authorized librarians assist students, organize circulation sessions, and protect physical library materials.
• Maintain System Security: Protect your account, prevent unauthorized access, and ensure library records remain accurate and intact.

We do not use your information for commercial marketing, automated credit profiling, or training public artificial intelligence models.

5. Account Creation & Institutional Access

Your library account is created and managed by an authorized library administrator. You cannot create an account yourself on the public internet.

• Receiving Your Credentials: New students and faculty receive their initial Library ID and default password directly from the campus library desk upon enrollment or appointment.
• Protecting Your Account: You are responsible for keeping your password private. Do not share your sign-in details or let others use your digital library card.
• Correcting Mistakes: If your name, department, or student ID contains an error, please visit the library desk or contact the library team at kamaliyacampus@gmail.com to have it updated.

6. Supporting Infrastructure & Service Providers

Libby relies on established technology providers to keep library services reliable and secure:

• Supabase: Houses the secure cloud database and account authentication infrastructure.
• Firebase Cloud Messaging (Google LLC): Delivers encrypted app notifications to your Android device when enabled.
• Cloudflare: Provides web content delivery, DDoS protection, and secure connection routing for the website and network connectivity checks.

We do not sell, rent, or trade your personal information to any third party.

7. Information Sharing & Disclosure

Access to library records is carefully limited:

• Authorized Librarians: Circulation staff have permissions to look up member profiles, check active loans, accept returned books, and manage reserve queues.
• Individual Members: When you log in, the app is designed to show only your own personal borrowing history, active loans, and notifications.
• College Registrar: Graduation clearance confirmations may be shared with campus academic administration to certify that you have returned all library books and cleared outstanding dues.
• Legal Requirements: We disclose records only if required by a valid legal process, court order, or applicable Indian law.

8. Security Safeguards

We use multiple layers of protection to keep your library records safe:

• Access Restrictions: The database enforces strict access controls so members can only view their own information, while administrative actions require authorized staff permissions.
• Encrypted Connections: All communication between the Libby app and cloud services is encrypted using HTTPS and TLS.
• Password Protection: Passwords are cryptographically hashed and are never stored in plain readable text.
• Accountability Records: Key administrative actions (such as checking out books, processing returns, and issuing fee waivers) are logged to ensure library records remain transparent and reliable.

While we maintain robust security measures, no digital service can guarantee complete protection against all unforeseen risks.

9. Data Retention Practices

Kamaliya Campus Central Library has adopted a policy of indefinite retention for historical circulation records, institutional audit logs, and financial settlement histories to support long-term academic accreditation, institutional auditing, and degree verification. This practice is carried out under the institution's stated policy and is subject to applicable Indian law.

Retention practices by category are:

• Active Profile Details: Retained while you are an enrolled student or active faculty member at the college, and archived following graduation or formal departure.
• Active Loans & Reservations: Retained in active circulation until the physical book is returned to the desk or the reservation is fulfilled, expired, or cancelled.
• Historical Circulation & Fee Records: Past loan histories, return timestamps, and fee payment/waiver records are retained indefinitely as official campus institutional archives, subject to applicable regulatory and privacy requirements.
• Device Notification Identifiers: Kept while your device receives alerts, and refreshed or disabled when you sign out or update your settings.

10. Account Closure & Data Deletion Requests

Because Libby accounts are tied to academic enrollment and physical library custody, one-click self-service account deletion is not available inside the app while you are enrolled.

A. Review and Outstanding Obligations

Before an account can be closed and deleted, outstanding borrowed books, unpaid replacement charges, and active reservations must be resolved:

• All borrowed books must be physically returned to the library circulation desk.
• Any outstanding replacement charges or library fines must be settled or formally waived.
• Any pending or ready book reservations must be cancelled.

If any of these remain open, account deletion may be delayed while staff review and resolve the outstanding custody issue. Valid legal deletion requests will not be blocked indefinitely, and members will be notified of the specific steps required to resolve open items under applicable law.

B. Submitting an Account Deletion Request

Graduated students, departing faculty, or members wishing to delete their library account may submit a deletion request by email without requiring access to the mobile app:

• Library Circulation Desk: kamaliyacampus@gmail.com
• Technical Privacy Team: msinankavala786@gmail.com

You can also review instructions on our public Account Deletion Page. Please include your Library ID and full name with your request so staff can identify your account.

C. What Data is Deleted vs. Retained

When an eligible account deletion is carried out by library administration:

• Permanently Deleted: Your app login credentials, personal profile details (name, department, batch), notification identifiers, and in-app message history are permanently removed.
• Retained for Institutional Records: Historical borrowing records and settled fee receipts may be kept in institutional archives where required for academic audits, graduation verification, or financial accounting under the institution's stated policy and applicable Indian law.

11. Your Rights & Options

As a library member, you have the right to:

• Review Your Information: View your active checkouts, borrowing history, hold requests, and notifications at any time inside the app.
• Request Corrections: Ask the library team to fix any inaccuracies in your name, department, or student ID.
• Manage Notifications: Turn push notifications on or off in your profile settings or device preferences.
• Request Account Deletion: Submit an account deletion request through our designated email pathways without needing active app access.
• Ask Questions: Request information about how your library records are handled by speaking with library staff.

12. Age Eligibility

Libby is built for college libraries and higher education institutions. The platform is designed for enrolled undergraduate students, postgraduate students, faculty members, and adult staff.

We do not knowingly register individuals under the age of 13. Any student participating in a special campus program must be enrolled through their sponsoring academic institution.

13. Changes to this Policy

We may update this Privacy Policy from time to time to reflect improvements to the app, changes in library procedures, or legal requirements. When updates occur, the "Last Updated" date at the top of this page will be revised. Significant changes will also be announced through the library.

14. Contact Information

If you have questions about this Privacy Policy or your library records, please contact: