The Albin O. Kuhn Library & Gallery (AOK) at UMBC supports teaching, research, learning, and the intellectual life of the community by providing access to collections, digital resources, study spaces, equipment, and specialized services.
In carrying out this mission, the library collects, manages, and shares certain data to facilitate borrowing, access to electronic resources, room and equipment reservations, research support, and interlibrary loan services. All such practices are undertaken with a commitment to privacy, transparency, and responsible stewardship.
Library data enables UMBC to provide library services efficiently, such as checking out materials, granting access to digital content, managing holds and reserves, tracking usage of rooms and media labs, and supporting research requests. The library leverages integrated systems, user authentication services, and internal workflows to process, safeguard, and control access to these data. Where library data is shared internally or with external partners (e.g. interlibrary loan services or contracted vendors), sharing is limited strictly to purposes necessary to support library operations or legal obligations, under appropriate privacy, contractual, and security safeguards.
What Data We Collect:
User & Account Information
Name, UMBC ID, contact information, user status (student, faculty, staff, guest), barcode or library account ID.
Circulation & Borrowing Data
Materials checked out, due dates, renewals, holds, fines or fees, checkout history (within retention policy)
Electronic Resource Usage
Logs of access to databases, e‑journals, streaming media, downloads, IP authentication or proxy data
Room, Equipment, and Reservation Data
Reservations for study rooms, media labs, equipment (e.g. laptops, cameras), reservation times, user logs
Interlibrary Loan Requests & Lending
Requests made, items borrowed or lent, status updates, fines or fees, shipping and return details
Contact & Transaction Records
Emails, chat or ticket communications with library staff (reference questions, help requests), transaction records (payments for fines, replacement costs)
Special Collections and Archives Use Data
Access requests, researcher information, usage logs for archival materials, digitization, reproduction and usage fee transaction records
How We Use The Data We Collect:
The Albin O. Kuhn Library & Gallery uses the data it collects to provide seamless access to physical and digital resources, manage borrowing and reservations, and support research, instruction, and outreach services across the UMBC community. Data is used to authenticate users, grant access to licensed content, process interlibrary loan and equipment requests, manage space and technology bookings, and respond to reference and support inquiries.
Collected data also informs service improvements, collection development, and strategic planning efforts within the library. Usage patterns, resource demand, and system performance metrics help staff allocate resources more effectively and ensure that library services remain responsive to campus needs. All data usage is aligned with UMBC’s privacy principles and is conducted in accordance with applicable policies and best practices in library information ethics.
User & Account Information
To authenticate users, determine borrowing privileges, assign appropriate access levels, and communicate with library patrons.
Circulation & Borrowing Data
To manage checkouts, renewals, returns, holds, overdue notices, and fines, referral to collections; to maintain borrowing history where permitted.
Electronic Resource Usage
To authenticate access to digital materials (e.g. databases, e-journals), troubleshoot access issues, and support licensing and usage analytics.
Room, Equipment & Reservation Data
To manage reservations for study rooms, media labs, and equipment; to monitor usage patterns and availability.
Interlibrary Loan Requests & Lending
To process borrowing and lending requests with other institutions, fines, track item status, and notify users of availability or due dates.
Contact & Transaction Records
To respond to help requests, reference questions, and fine payments; to maintain a record of service interactions for quality assurance.
Special Collections & Archives
To manage reservations for reading room; to respond to help requests and reference questions, to maintain records of fee payments, usage and digitization requests; to maintain a record of service interactions for security of collections.
How Do We Collect Library Data:
Library data is collected through secure platforms and services that support day-to-day operations and user services. When students, faculty, staff, or other patrons access library services, information is collected automatically or via user-submitted forms, depending on the activity.
For example, user account data is obtained through UMBC’s identity systems and integrated with the library’s catalog and resource management platforms. Circulation data is collected through checkouts, renewals, or returns in the integrated library system. Electronic resource usage is logged via authentication tools or proxy services when users access licensed databases or e‑resources. Room, equipment, and media lab reservations are collected through scheduling platforms, and interlibrary loan data is collected via request forms submitted by patrons through interlibrary systems.
Library staff also collect limited data during reference interactions, archival access requests, and help desk communications to resolve issues or fulfill service requests, with all collection practices designed to minimize the use of personally identifiable information whenever possible.
User & Account Information
Collected through UMBC’s identity management system (e.g., single sign-on), user registration, and library system integrations (e.g., ILS account creation).
Circulation & Borrowing Data
Captured automatically when users check out, renew, or return materials using the integrated library system (e.g., ALMA or similar).
Electronic Resource Usage
Logged through proxy servers, authentication systems, and platform-specific access logs when users interact with licensed digital resources.
Room, Equipment & Reservation Data
Collected through reservation platforms (e.g., LibCal) when users reserve study rooms, media labs, or borrow equipment.
Interlibrary Loan Requests & Lending
Submitted directly by users via interlibrary loan systems (e.g., ILLiad) and processed in coordination with library staff and partner institutions.
Contact & Transaction Records
Created when users interact with library staff through email, chat, help desk software, or payment systems.
Special Collections & Archives Use Data
Collected via researcher registration in LibCal, or email, access request forms, or in-person visits logged by library staff in PastPerfect.
How Do We Share Library Data:
Library data is shared only as necessary to support the delivery of services, improve library operations, and comply with legal and contractual requirements. Internally, data is shared among library units—such as circulation, reference, media labs, and interlibrary loan services—to fulfill service requests and coordinate patron support.
Externally, data may be shared with third-party vendors who host the library’s electronic resources, manage catalog and discovery systems, or provide reservation and interlibrary loan platforms. These relationships are governed by strict contractual agreements that limit data use to the provision of services UMBC has procured and require deletion or return of data upon contract termination.
The library may also share limited information with partner libraries in interlibrary loan networks or consortia for the purpose of lending and borrowing materials. In rare cases, data may be shared with university officials or legal entities if required by subpoena, audit, or other institutional policy. UMBC and the Library uphold strong data privacy practices to ensure any data sharing is appropriate, secure, and limited to its intended use.
User & Account Information
Shared internally with library staff to authenticate users and determine access levels; not routinely shared externally except for system integration purposes.
Circulation & Borrowing Data
Shared internally to manage checkouts and returns; not disclosed externally except as required for lost or unreturned materials.
Electronic Resource Usage
Shared in aggregate with vendors or publishers for licensing and access reporting; individual user data is not routinely disclosed.
Room, Equipment & Reservation Data
Shared internally among library units to manage availability and usage; not shared externally.
Interlibrary Loan Requests & Lending
Shared with partner libraries through ILL networks (e.g., OCLC, consortium partners) solely to process and fulfill requests.
Contact & Transaction Records
Used internally by staff for service improvement and follow-up; not routinely shared outside the library.
Special Collections & Archives Use Data
Shared internally for access and security management.
What Actions Can Individuals Take?
Members of the UMBC community already have several ways to manage their personal information, protect their privacy, and control how library-related data is used:
- Review & Manage Your Library Account: Users can log into their Library Account to view current loans, fines, holds, renew materials, and review limited account history.
- Limit Borrowing History: The library does not retain a history of past checkouts once materials are returned—unless users opt in to optional features that store reading history or borrowing patterns for their personal use (e.g., in some vendor platforms like EBSCO, ProQuest, etc.).
- Use Guest/Anonymous Workstations: Most public access computers in the library allow walk-up use without login for short-term research needs, minimizing data collection or authentication where possible.
- Browse Physical Materials Privately: UMBC library patrons are not required to log or identify themselves when browsing physical books, journals, or archival finding aids—only when checking out materials.
- Access E-Resources Off-Campus via Secure Login: Off-campus access requires authentication through UMBC’s single sign-on system, which uses encryption and secure session tokens but does not expose reading behavior to external vendors beyond what’s required for licensing.
- Manage External Vendor Accounts (e.g. JSTOR, RefWorks): Many library platforms allow individuals to create optional personal accounts to save searches, export citations, or sync research. Users may adjust their privacy settings directly within those platforms and are encouraged to review their privacy policies.
- Request Redaction or Review: Individuals who have submitted interlibrary loan or digitization requests can contact library staff to request redaction of personal notes or discuss how long information is retained in fulfillment systems.
- Submit a Privacy Request: For questions or to request a review of library-related data that may be eligible for correction or deletion, individuals can submit a request via UMBC’s Privacy Request Form.
These options reflect the library’s ongoing commitment to transparency, intellectual freedom, and privacy—as core values in service to the UMBC community.
We are working to provide individuals, once authenticated, with information from our analytics platform. If you have questions you may submit a service request and we will have someone from our privacy team set up an appointment with you to discuss the data we have collected.
Submit a Privacy Request Form
If you would like to review, correct, or request the deletion of your personal data held by UMBC, or opt-out of third party sharing, please fill out our Privacy Request Form and follow the instructions. This form ensures that your request is processed promptly and in accordance with privacy regulations. Our team will review your submission and respond as soon as possible. For any questions or assistance, please contact our privacy office at privacy@UMBC.edu.