CW MARS Policies

Public Libraries
All who live, work, or study in Massachusetts can apply for a CW MARS public library card by visiting their local library. 

Residents of Massachusetts who live in a town with a public library certified by the Massachusetts Board of Library Commissioners to receive state aid may apply for a CW MARS eCard.

Local Library Policies

Some borrowing and lending policies are set at the local library level.  Patrons whose primary residence is out of state may have card fees based on local library policy. Patrons who reside in municipalities where the library is not certified to receive state aid may have borrowing restrictions based on local library policy. 

Check with your local library for more details.

Academic Libraries

Borrowing and lending policies at academic libraries may differ from public libraries. Academic materials circulate according to local academic policy. 

Check with the academic library for more details.

Borrowing Privileges

A valid CW MARS library card must be used to borrow physical items. 

A valid card is one that: 

1. has not expired.
2. has less than $10.00 in fines, replacement costs, and/or fees.
3. has no lost or billed charges.
4. has less than 50 items currently checked out.

Lending Policies

Loan policies are set by the owning library.    

In general, periodical, DVD and Video formats circulate for a minimum of 7 days with a minimum of 1 renewal of the same loan period. All other regular print material circulates for 21 days with a minimum of 1 renewal for 21 days.

Contact your local library for more details.  

Fines & Fees

As of September 2022, C/W MARS libraries voted to not charge overdue fines.  All general circulating material is fine free. Some specific exceptions (such as hotspots, equipment, and course reserves) may assess overdue fines, and these are determined by local library policy.  Some libraries in the network are still working towards removing overdue fines.  Because patrons may borrow materials from different libraries, they may see overdue fines on some materials and not others.  Questions on overdue fines can be directed to your local library. 

Replacement costs for lost items may be paid at any CW MARS library. Charges may also be paid by credit card by logging into My Account online patron portal.

Returns & Renewals

Library materials may be returned at any CW MARS member library. 

Library materials may be renewed with a valid library card, see Borrowing Privileges valid card definition above.

Materials that are able to be renewed (i.e. have a renewal available) will be automatically renewed with no action needed by the patron. An email notification will be sent with renewal status of checked out items.  

Borrowing Privileges

A valid CW MARS library card barcode must be used to borrow electronic items. A valid library card is a card that is active and not expired.

Lending Policies 

Standard lending policy for econtent is 2 weeks, but patrons may log into their OverDrive account Settings to set their desired loan period as 1 week, 2 weeks or 3 weeks.  Default loan periods can be set by format (i.e. ebook, audiobook, video and magazines can have different loan defaults if desired).

A maximum of 10 electronic items may checked out.

A maximum of 10 holds may be placed on electronic items.

Fines & Fees

There are no fines or fees assessed on econtent.  

Returns & Renewals

Patrons are encouraged to return electronic items early if finished. This allows the item to fill holds for other waiting patrons more quickly. Once the borrowing period ends the content will disappear from the device.

Renewals are only allowed if there are no holds on the material.

The CW MARS eCard is an electronic library card that can be used to access online materials such as e-books, e-audio, e-magazines, and more. CW MARS eCards provide access to e-content for 2 years before they need to be renewed. eCards can also be upgraded to full library cards at any point for patrons who want to place holds and check out physical materials.

Am I eligible for an eCard?

You are eligible to apply for a CW MARS eCard if you…

• live in a Massachusetts town with a public library certified by the MBLC to receive state aid,
• are age 13 or older,
• and do not currently have a library card from a CW MARS member library.

If your library card has expired, please contact your library to renew your borrowing privileges.

If you are not eligible to apply for an ecard online, please contact your local library. See our General FAQ for more information. 

To register for a public library card, patrons should visit their local library in person with a photo ID.

Required Information 

Patron's first and last name are required. Patrons will need to provide proof of identity and current address.  Contact information such as a phone number, email address and/or mailing address is required.  Libraries may collect additional information to help identify the patron such as date of birth.

Proof of Identity and Address Verification

Patrons should provide a photo ID to verify current address. Valid IDs include drivers license, state ID, passport, student ID or work ID. If ID does not have current mailing address, another proof of address may be required such as personal check or mail.  Positive identification for children can be provided by the parent or guardian.

Account Information 

Patrons will be issued a unique barcode for identification.  This barcode will be used for authentication, checking out materials and placing holds in CW MARS online catalog and econtent platforms and databases. Lost or missing cards should be reported to the library.  

A default password will be issued. Patrons are strongly encouraged to log into My Account and update their default password. Patrons can manage notification preferences and settings via My Account.  They can place holds, renew items and pay charges via My Account.

Account Expiration

Library cards are valid for two years. Patrons will receive a courtesy email notifying them of expiration date. Patrons should contact their local library to confirm contact and address information and renew expiring cards.  

The CW MARS Digital Catalog is a shared collection of materials in various electronic formats, including ebooks, audiobooks, magazines, and video. The goal of our electronic content selection policy is to further support our mission of empowering our libraries to provide excellent services to their communities through resource sharing technology.  To support this goal, we curate a broad collection of purchased and licensed content which includes:

• Simultaneous use titles and collections (no holds/no waiting, always available)
• Patron requests for new titles
• Additional copies to reduce holds ratios and wait times
• Metered access licenses that are expiring with active holds
• Collections and content that support strategic priorities
• Value priced collections  (publisher promotional pricing and packages)
• Recommendations from member libraries 

Reconsideration of Materials 

CW MARS adheres to the principles of intellectual freedom outlined in the American Library Association’s Library Bill of Rights, Freedom to Read and Freedom to View policy statements in selecting content for our shared electronic collections. We curate a diverse collection based on the needs and interests of the communities that we serve.  

Patrons who wish to request reconsideration of materials available in the CW MARS Digital Catalog (i.e. OverDrive/Libby) should contact the Library Director at their local CW MARS library.

The C/W MARS network is a multitype automated library consortium that facilitates efficient resource sharing and rapid access to information for users of its member libraries through the provision of high quality computer and support services. C/W MARS provides information services, including access to the Internet, to meet the needs of its member library patrons.

The Internet offers a wealth of information that enables libraries to augment library materials. While much of the information on the Internet is professionally and culturally enriching, there may be material that is offensive to some individuals, or that may be illegal. C/W MARS assumes no responsibility for Internet content, including information that may be inaccurate or out-of-date. C/W MARS endorses the ALA Library Bill of Rights, its interpretations, and in particular Access to Electronic Information, Services and Networks.

C/W MARS does not control or monitor material available on the Internet. Parents and guardians, not the member libraries or their staff, are responsible for information accessed by their children. C/W MARS member library patrons and staff must follow the policies of this Network and its Internet Service Provider, the University of Massachusetts University Information Systems. Prohibited use includes:

• Using the Internet for illegal purposes
• Using the Internet in violation of the Massachusetts General Law 272 Section 31, the Harmful to Minors statute.
• Unauthorized copying of copyright-protected material in any format
• Transmission of chain mail, broadcast letters, or junk mail of any type
• Transmission of threatening, harassing, defamatory or obscene materials
• Unauthorized access to remote computer systems

Each member library is responsible for informing its patrons of prohibited uses and reporting any violations of this policy to the C/W MARS Executive Director. If the member library believes criminal activity has occurred, the local authorities should also be notified. In the event that any of the prohibited activities occur, C/W MARS may suspend or terminate Internet access to that library until such time that the library implements procedures to stop this activity. Whenever practical, C/W MARS will provide the library advance notice and an opportunity to address the problem.

C/W MARS does not provide individual email accounts to library users. Individual C/W MARS libraries may have local Internet policies that may apply in addition to this policy. C/W MARS is committed to the protection of patron privacy in their use of the Internet.

1. Introduction

1.1 Purpose of Policy

CW MARS ( “we”, “us”) has adopted this Policy to govern the treatment of our patrons’ Personally Identifiable Information (“PII”). Protecting the confidentiality and integrity of PII is very important to us. The purpose of this document is to define the CW MARS policy with regards to the collection and use of patron data, establish general principles for protecting PII, and assign accountability for protection of PII. 

1.2 Scope of Policy

This policy applies to all CW MARS member library staff  who have access to PII and, to the extent reasonable, provides limits on how member libraries may use patron data. This Policy applies to all PII CW MARS has collected, maintained, transmitted, stored, retained, or otherwise used by CW MARS regardless of the media on which that information is stored. Individual libraries may have additional policies with regards to a patron’s privacy rights within that institution.  CW MARS is not responsible for the privacy policies of its member libraries, third party vendors with whom we contract, or organizational websites to which we link.  

2. Patron Notice and Consent

2.1 Personal Information We May Possess

Applying in-person for a CW MARS library card (user account) requires the collection of name and address information. Applying online for a CW MARS ecard also requires the collection of a date of birth. Individual member libraries may require additional personal information as part of their registration process.

Patron PII is information that may include:

• Name
• Address
• Email address
• Telephone number
• Library card number
• Student ID number (for academic member institutions)
• Date Of Birth (required for a CW MARS eCard)

Due to the strict protection standards and requirements under Massachusetts law 201 CMR 17.00, and to avoid significant liability costs for the organization and member libraries, the following information  should NEVER be collected or stored in patron accounts:

• Social Security number
• State ID number
• Driver's license number
• Credit/debit card information 
• Student ID number (for public library patron records)

In general, IDs and/or licenses can be used to verify the patron's information, but should never be entered, stored, or saved in the ILS patron record.

CW MARS will make every reasonable effort to protect patron privacy. Access to a patron’s PII is restricted to employees of CW MARS and staff of member libraries. CW MARS does not intentionally disclose any PII about our patrons to any third parties except when required by a contracted third party vendor to provide a specific service, or as required by law.  Member libraries may have additional policies regarding disclosure of PII to third parties.

CW MARS and its member libraries only collect PII that is required to provide service. A patron can decline to provide us with any PII at any time, however withholding required PII may limit our ability to provide a patron with library services.

Patron Registration Information

This is information, including names, home addresses, phone numbers, and email addresses, that is provided to the library when a library card is obtained by a patron.  This information is retained for library business, and patron accountability for borrowed materials.  It is also retained to determine eligibility for resources whose license limits access to residents of a community.

Patron Account Data

Data about library patrons is stored in our integrated library system (ILS).  Library staff must use a username and password for access to the system. 

Patron account information expires after two years and must be renewed by the patron. 

After four years, expired accounts are deleted from the system if they have:

• No open checkouts
• Fines less than $10 and no bills
• No online resource activity over the last two years
• No alerts, notes, or messages 

After six years, expired accounts are deleted from the system if they have: 

• Charges less than $200 
• No online resource activity over the last two years

Patron Reading History

The library takes the privacy of a patron’s library records seriously; therefore, we do not keep track of what a patron borrows after a patron returns it. However, our automated system has a feature that allows a patron to track items they check out. Participation in the feature is entirely voluntary. A patron may start or stop using it, and a patron may delete any or all entries in their reading history at any time. If a patron chooses to start recording their reading history, a patron agrees to allow our automated system to store this data. The library staff does not have access to a patron’s reading history, however; it is subject to all applicable local, state, and federal laws, and under those laws, could be examined by law enforcement authorities without a patron’s permission. If this is of concern to a patron, the patron should not use the reading history feature.

2.2 Patron Notes

Patron notes include comments, messages, alerts and other types of information added to patron accounts by library staff.

Patron notes should be used only when necessary for library business purposes only.  Notes should never contain any PII or information that affects the privacy of the patron including any details relating to health, gender, or borrowing history. 

Patron notes may prevent the patron’s record from being purged, and notes should be deleted when the issue is resolved. 

Patrons may request access to their record from library staff at any time which includes any system notes and messages.

2.3 Children’s Information

The Children’s Online Privacy Protection Act (COPPA) regulates online collection of information from children under the age of 13. If a patron is under the age of 13, the patron may not be allowed to use our online services without a parent’s or guardian’s permission, especially when a patron’s personal information may be automatically collected. 

2.4   Circulation Information

When library materials are borrowed through our system the information collected by CW MARS is limited to what is believed necessary or useful to conduct library business. The ILS collects transactional data including borrowing and holds information. 

We may obtain data regarding patrons at the time they use a library card to gain access to electronic content we provide through third parties.  

CW MARS keeps no permanent record of sites visited by individual library patrons, the electronic databases accessed, or the searches performed. CW MARS will not disclose to third parties any information that could be used to identify individuals or their use of CW MARS resources, except as required by law or appropriate law enforcement procedures.

CW MARS may disclose information about use of our websites and services in aggregate (such as server use statistics).  

Library patrons are encouraged to visit the privacy policies of their local library/libraries for additional information concerning data shared with third party vendors and data used by individual libraries.

3. Data Subject Rights

3.1 Access to Information 

Individuals have rights when it comes to how their PII is handled. These rights may vary depending on the applicable jurisdiction.

Patrons are entitled to view, request changes to, or delete their own library account information in person with positive identification at any of our member libraries.  

Patron account information can be provided to view either verbally or in writing.  

To request changes to information on a patron’s library account, patrons should contact their local library.  Some changes, such as name or mailing address, may require additional proof, depending on the local policy of the institution.  Patrons may log into their library account preferences to update some account data such as their username, password, and/or email address.

To request the deletion of information in a patron’s library account, patrons should contact their local library.  Account data can be deleted, provided the information is not required for library use.  Examples of required information include: First Name, Last Name, Date of Birth, and Mailing Address.  

To request the deletion of a patron’s library account, accounts must be in good standing, with all materials returned and any charges paid.  

3.2 Access to Information We Have About a Child

For the purposes of this policy, a child is a person under the age of 13. 

A parent or legal guardian may, at any time, request to be provided with a description of the types of information collected about their child, such as name, address, and date of birth. This information may be provided verbally or in writing. Specific information, including the titles of materials checked out, name, address, email, and phone number, is private to those individuals. Requests to change or delete patron information may be made following the details stated in section 3.1 above.

3.3 Our Use of Personal Information

CW MARS does not rent or sell a patron’s PII to any third party. Our primary use of the information a patron voluntarily provides is to ensure that a patron is eligible to check materials out of our member libraries, to allow member libraries to contact a patron regarding issues with a patron’s library account, or, if a patron opts-in, to provide a patron with news about a patron’s home library events and services.  

Some member libraries may use patron personal information for additional purposes. It is best to check with your home library for additional information on the use of your personal data.

4. Data Disclosure

4.1 General Policy of Non-Disclosure to Third Parties

CW MARS will not publicly disclose personal information about library patrons or their borrowing history. CW MARS will not sell, lease, or give patrons’ personal information or borrowing information to companies, governmental agencies, or individuals except as authorized by the participating libraries or as required by federal and state law. 

CW MARS provides essential information to trusted partners who work on behalf of or with CW MARS; however, these companies do not have any independent right to share this information. These companies must demonstrate that they agree that end patron data will not be retained beyond the agreed upon parameters, sold, or otherwise distributed or disclosed.

CW MARS or a member library may be required to provide a patron’s personal information to a local, state or federal governmental entity pursuant to compulsory legal process. The handling of disclosures made in these circumstances is outlined in Section 8 of this policy. 

4.2 Library Staff Use of Data

Personal information of library patrons may be accessed by and used by an employee of CW MARS or staff of a member library when the staff member is acting within the scope of his or her duties in the administration of the library. While all member libraries are encouraged to develop and implement their own privacy policy, CW MARS assumes no liability for disclosure of library patron personal information by any library staff member acting within or outside the scope of his or her duties.

Recommendations for the handling of Patron Data:

• According to Massachusetts General Laws Part I, Chapter 78, Section 7, “That part of the records of a public library which reveals the identity and intellectual pursuits of a person using such library shall not be a public record as defined by clause Twenty-sixth of section seven of chapter four.”
• Library staff should avoid keeping unnecessary records about patrons and their use of library materials, spaces and services. Records are to be purged or destroyed when no longer needed.
• Library staff should avoid using personal names or other identifying information if not necessary.
• Library staff do not disclose the use of library materials, spaces, or services unless the information has already been shared publicly by the patron or a court order or subpoena has been presented to the library.
• Libraries are encouraged not to keep publicly available lists that can reveal patron information (such as paper computer sign-up sheets) and to destroy all paper records with patron data.
• Data retention guidelines:
• Reports are automatically deleted from the ILS server after 2 weeks. 
• Library staff should routinely delete local copies of report data that contain patron information.
• Library staff should not distribute (e.g. through email) report data that contains patron information.
• Staff are encouraged to run reports with the minimum amount of information needed.

4.3 Computer Use Records

CW MARS member libraries may offer computers for public access. Some CW MARS member libraries use software to manage the demand for these computers. Patrons enter their library card registration number (or barcode) to use a computer. While statistics about overall usage patterns are maintained to improve services offered, the activities of specific patrons are not retained. Patron login information is removed from the computer in accordance with the policy of the individual member library.

Library patrons must keep in mind that public workstations are neither private nor secure and must use judgment and discretion when using a library public computer. 

CW MARS assumes no liability for any violation of privacy of individuals or any commercial or financial loss to patrons who use library computers.

CW MARS and Member Libraries may use other third-party software or systems which may have their own privacy policies. 

5. Data Collection, Storage, and Retention

5.1 Data Collection

Patron data is data that is shared by a library patron either through an online or paper registration form. After initial registration, patron data can be updated either by the patron through their online account or by presenting updated information to a library staff member. 

For details on what patron data is collected, please refer to Section 2: Patron Notice and Consent.

5.2 Data Access, Use, and Sharing

CW MARS employees and member library staff may only access PII when the information relates and is necessary to perform job duties. An employee or member library staff may not access PII for any reason unrelated to their job duties. If an employee or member library staff is unsure about whether a specific use or disclosure is appropriate, an employee or member library staff  should consult with their Library Director or the CW MARS Executive Director.  An employee or member library staff may only share PII with another CW MARS employee, agent, or representative if the recipient has a job-related need to know the information. PII may only be shared with a Third-Party Service Provider if it has a need to know the information for the purpose of providing the contracted services and if sharing the PII complies with the privacy notice provided to the Data Subject. 

5.3 Data Storage

Patron data is stored on third-party cloud servers with redundant backups on remote off-site and cloud locations. 

Some data storage options are available from external service providers under contracts established by CW MARS. Individually or personally contracting services is not permitted.

Any exceptions to this Policy must be documented in writing and approved by the Executive Committee.

5.4 Data Retention

Security requirements governing the use of data by third-party services used to store, transmit, or collect PII will be reviewed and approved prior to implementation.  In cases where the requirements in this document cannot be met due to technical, contractual, or logistical limitations, exceptions may be made with consortium approval.

Information on a patron’s current borrowing activity is retained to provide identification and accountability for library materials. Last patron information is retained indefinitely and older borrowing information that does not have unpaid fines or bills is anonymized after seven days. Patron hold requests are kept by the system for three months after fulfillment, abandonment, or cancellation.

6. Data Privacy and Security

CW MARS makes every reasonable effort to maintain the accuracy of all information we collect and retain. We are also committed to maintaining the security of all PII.  Appropriate physical, electronic, and managerial procedures are in place to safeguard and secure the information we collect to prevent unauthorized access, alteration or disclosure of data. 

Despite the precautions we take to prevent unauthorized access to personal information, we recognize that no system is immune from unlawful intrusion through hacking, which violates both federal and state laws; therefore, CW MARS cannot guarantee that information we collect can never be accessed by unauthorized patrons.

6.1 Account Credentials

Library Staff and patrons using any online systems and tools are encouraged to keep account login credentials secure, use strong unique passwords and multi-factor authentication methods when available.

6.2 Credit Card Transactions

CW MARS accepts credit card payments for fines and fees levied by member libraries. Payments may be made either online or at a self-checkout station at a member library.  

CW MARS uses a secure, reliable payment connection through a third-party vendor that is PCI compliant (Payment Card Industry Data Security Standard). No credit card information is processed or stored directly by CW MARS on CW MARS servers. 

On site credit card transactions:

Patrons may pay for library fines or charges from any public computer by logging into their account.  If a patron is using a public library computer to complete a credit card transaction, a patron’s credit card information will not be stored by CW MARS or the library.

CW MARS encourages patrons to exercise caution to protect personal information from being seen by others within the building, and to log out of their account when their transaction is complete. Please note that patron browser settings may automatically remember your credit card number and CW MARS encourages patrons to exercise caution and adjust their browser settings, particularly on shared or public computers.  

Some libraries accept payment by credit card at their service desks and will have their own institutional policy on how transactions are handled, what data is stored, and what it may be used for.  These libraries are required to follow PCI standards and should file for their own PCI compliance annually.

7. Reporting a Security Incident

In the event of a Security Incident, CW MARS will follow our documented security incident response procedures and work with legal counsel and law enforcement agencies as required. Notice of a breach to member libraries, Executive Committee, and library patrons will be made as soon as is reasonably practicable and advisable. 

In the case of a suspected Security Incident, library patrons should immediately contact their library with details.  

If library staff or CW MARS employees know or suspect that a Security Incident has occurred, library staff or employees should not attempt to investigate the matter themselves. Library staff or employees should immediately contact CW MARS to report details and must follow CW MARS’ documented security incident response procedures. 

8. Law Enforcement Requests for Patron Data

CW MARS and its member libraries cannot disclose a record or information contained within records except in the following scenarios:

1. The individual to whom the record pertains gives prior written or electronic consent to the disclosure. The individual must expressly state what personal information may be shared and to whom it may be shared.  
2. A legal subpoena or court order is presented by a local, state, or federal government entity. Such situations should be referred to the Executive Director, who will turn the matter over to legal counsel.

8.1. Notice of Records Disclosure

Whether the disclosure is due to patron written consent or legal subpoena, CW MARS will notify the Executive Committee as well as the Library Director of the impacted patron’s home library prior to disclosing patron account information, except in emergency cases or when legally prohibited under the terms of the request.  In those cases, notice will be given after the emergency has passed, or when the legal prohibition is lifted.

Member libraries faced with requests to disclose records or information contained within records should contact the Executive Director for guidance.

9. Vendor Privacy Management

9.1 Electronic Content access

Access to electronic content (for which the State, CW MARS, or the individual library pays a subscription fee) from outside of a library often requires authentication to determine that the patron is eligible for access. 

Patrons may be asked to login with their library card credentials or to provide a library card number. CW MARS may provide third party vendors with an id number, home library, and an indication of whether or not the patron is eligible for access (i.e. cards in good standing). 

CW MARS works with a variety of third-party partners to provide Electronic Content (eContent) to our patrons. Before borrowing any eContent, patrons are encouraged to read the privacy policy of the company that is providing the service. 

9.2 Website access

No personally identifiable information is tracked for visitors to the CW MARS website. 

CW MARS may employ the use of Persistent Cookies. The purpose of persistent cookies is to collect and aggregate data regarding the site’s visitor activity so that CW MARS can continuously evaluate and update its website services. Visitors may elect to disable Persistent Cookies; however, visitors are advised that disabling Persistent Cookies may affect their ability to view or interact with the website.

CW MARS websites may also use temporary Session Cookies to allow visitors to interact with CW MARS and to use online applications. Session Cookies do not allow us to personally identify a visitor. These cookies are stored only in memory and are deleted when the patron’s browser is closed.

CW MARS member libraries may maintain web sites independently of CW MARS and CW MARS does not control data collected by these institutions. Please check with your local library for additional information on web visitor tracking.

9.3 Email and Text Messaging

There is no guarantee of privacy for messages that travel over the Internet between a patron and CW MARS, or any of its member libraries.

Member libraries collect email addresses and phone numbers for purposes directly related to library services. For example, electronic mail or text messages may be sent to notify patrons when requested material is ready for pickup at the library, or when material has become overdue or billed. 

Member libraries may have additional local policies that may apply to the usage of email addresses.  For example, some libraries may send news and service information via an Electronic Newsletter (eNewsletter). CW MARS encourages participation in eNewsletters on an opt-in basis. Member libraries must at least provide patrons with the ability to opt-out of using their email address for reasons that do not involve information directly related to your library card, such as overdue item notifications.

10. Training 

All CW MARS employees and member library staff who have access to PII must be educated and trained on this Policy and the treatment of PII. 

11. Policy Enforcement

Member libraries are provided with a copy of this policy via the Library Director. Library Directors are responsible for staff awareness and compliance. CW MARS employees are provided with a copy of this policy when hired. Anyone  who violates this Policy and any related guidelines, operating procedures, or processes designed to protect PII and implement this Policy may be subject to discipline. Possible violations of this Policy will be reviewed by the Executive Committee and the Executive Director.

12. Policy Audit and Review

This policy shall be reviewed immediately when there are changes in state or federal data privacy laws, or if CW MARS makes operational changes, or if CW MARS changes products or services related to data management.

13. Amendment and Revision 

This Policy may be revised from time to time. This Policy was last revised on 11/01/2024.

14. Disclaimer

CW MARS assumes no liability for any damage to patron data or loss of patron privacy sustained while using member library computer networks, whether or not they are managed by CW MARS. This includes library public Wi-Fi access and use. 

Individual CW MARS libraries may have additional policies and procedures that apply. Please check with your local library for additional information.

Glossary of Terms

Data: facts and statistics collected for reference or analysis.

Data Subject: The Person whom Personally Identifiable Information is collected.

Integrated Library System (ILS): computer application used to track items owned, orders made, bills paid, and patrons who have borrowed.

Opt-In: One of two central concepts of choice. It means an individual makes an active affirmative indication of choice, i.e., checking a box signaling a desire to share his or her information with third parties.

Opt-out: One of two central concepts of choice. It means an individual’s lack of action implies that a choice has been made, i.e., unless an individual checks or unchecks a box, their information will be shared with third parties.

Patron: individual who uses library resources and services.  Also referred to as a library patron.  For purposes of this policy, a patron has registered with the library as a patron and has a record in our integrated library system (ILS) database. 

Personally Identifiable Information (PII): Any information CW MARS has collected or otherwise maintains or has in its possession that identifies or can be used to identify or authenticate an individual, including, but not limited to:

• Names 
• Addresses 
• Telephone numbers 
• Email addresses 
• Patron passwords or PINS 
• Geolocation data 

Privacy: A nebulous philosophical, legal, social and technological concept which means different things to different observers. In an influential 1890 Harvard Law Review article, Samuel Warren and Louis Brandeis, who later became a Supreme Court Justice, famously defined privacy as “a right to be let alone.” Common areas of privacy that are of particular interest with regard to data protection and privacy laws include information privacy, bodily privacy, territorial privacy, and communications privacy.

Third Party: business entities or individuals that provide products or services directly to an organization or its customers on the organization's behalf. May also be referred to as a “vendor.”

Security Incident: Any act or omission that compromises the security, confidentiality, or integrity of PII or the physical, technical, administrative, or organizational safeguards CW MARS has put in place to protect PII. The loss of or unauthorized access to, disclosure, or acquisition of PII is a security incident. Security incidents do not include good faith acquisitions of personal information by an employee or agent of the data collector for a legitimate purpose of the data collector—provided the personal information is not used for a purpose unrelated to the data collector's business or subject to further unauthorized disclosure.

C/W MARS Users Council Approved March 11, 2025