Introduction & System Scope
Libby is an institutional library management and catalog browsing system operated for Kamaliya Campus (“the Institution”). Libby provides students, faculty members, and library administrators with digital tools to access repository resources, track book loans, request reservations, view library schedules, review account clearance status, and present digital identification credentials.
Libby is intended exclusively for authorized institutional members and library staff associated with the campus. It is not an open public social platform. Access requires institutional credentials provisioned by library administration.
Information We Collect
Libby collects and processes information necessary to operate circulation services, uphold institutional accountability, and maintain archival records:
| Category | Collected Attributes | Origin / Verification |
|---|---|---|
| Identity & Profile | Institutional Library ID (e.g., student/faculty ID), Full Name, Role (STUDENT, FACULTY, ADMIN), Academic Department, Batch Year, Account Active Status. |
Enrolled by campus administrators or retrieved from institutional registration records. |
| Authentication Credentials | Library ID, internal authentication alias (e.g., [id]@library.kamaliya), encrypted account passwords, temporary password reset flags (requires_password_change). |
Processed through secure cryptographic hash protocols via Supabase Auth. |
| Circulation & Loans | Book Title, Accession Number, Issue Date, Due Date, Actual Return Date, Loan Renewal Counts, Loan Status (ACTIVE, RETURNED, OVERDUE, LOST). |
Recorded automatically when items are checked out, returned, or renewed at the circulation desk. |
| Reservations & Favorites | Reserved Title IDs, Assigned Copy Accession Numbers, Reservation Status (PENDING, READY, FULFILLED, CANCELLED, EXPIRED), and personal catalog bookmarks. |
Initiated directly by members through the Libby interface. |
| Financial Charges & Dues | Charge Reason (e.g., overdue, damaged copy, or lost book), Monetary Amount, Recording Administrator ID, Settlement Date, Payment Reference. | Managed by authorized campus librarians under institutional regulations. |
| Clearance Records | Clearance Status (PENDING, APPROVED, REJECTED), Evaluation Timestamps, Verification Sign-off, Generated Certificate Identifiers. |
Computed based on outstanding loans, active charges, and administrative approval. |
| Audit Logs | Action Name, Operating Admin ID, Timestamp, Target Record, System Notes. | Append-only institutional database ledger for governance and accountability. |
Hardware & System Permissions: When downloading official documents (such as your Clearance Certificate PDF), the application utilizes local operating system file-saving dialogs to store the document into your device’s selected storage location.
How We Use Information
We use the data collected strictly for institutional and academic operations:
- Authentication & Session Integrity: Verifying member credentials, enforcing temporary password resets, and ensuring active membership status.
- Circulation & Inventory Management: Lending physical volumes, scheduling returns, processing renewals, tracking lost or damaged materials, and managing repository availability.
- Institutional Clearance: Evaluating whether graduating or departing students have returned all library assets and settled all charges prior to issuing official clearance certificates.
- In-App Notifications: Delivering operational alerts regarding loan due dates, reservation availability, account status updates, and clearance approvals. In the current implementation, notices are delivered in-app through the notifications center when the member uses the application.
- Auditing & Oversight: Maintaining immutable records of administrative actions to prevent errors and ensure compliance with library policies.
Digital Member Pass & QR Codes
The Libby member application features a built-in Digital Library Pass. This feature generates a high-contrast QR code on your device screen for presentation at the physical circulation desk.
- QR Code Content: In accordance with the application codebase, the QR code encodes only a structured JSON object containing your official Library ID:
{"lib_id": "[Your Library ID]"}. - No Sensitive Secrets: The QR code does not contain your password, private keys, financial information, home address, or phone number.
- Operational Purpose: When scanned by a librarian at the circulation terminal, the code rapidly pulls up your library account to streamline book issue, return, or renewal transactions without manual keyboard entry.
Data Storage & Service Providers
Libby relies on external cloud infrastructure to host database services and facilitate synchronization between the administrative desktop command center and member devices:
- Supabase: Libby utilizes Supabase (an open-source cloud database platform built upon PostgreSQL) for backend database hosting, user authentication management, and row-level access control. All communication between the Libby application and Supabase occurs over encrypted HTTPS/TLS connections.
- Zero Advertising or Third-Party Tracking: Libby does not contain third-party ad networks, tracking pixels, commercial behavioral trackers, or external marketing SDKs. Data is used exclusively for campus library operations.
Data Sharing & Access Controls
Libby maintains strict role-based access boundaries:
- Authorized Campus Administrators: Verified library administrators have access to circulation rosters, borrower records, charge ledgers, and inventory data necessary to execute their duties.
- Member Boundary: Members can only view their own circulation history, reserved books, personalized notifications, and account charges. Row-Level Security (RLS) policies implemented at the database level enforce that users cannot query other members' personal records.
- Institutional Transfer: Library clearance status and liabilities may be communicated to the Kamaliya Campus administrative office or registrar for academic graduation and clearance sign-off.
- No Commercial Sale: Personal data is never rented, monetized, traded, or sold to third parties.
Data Retention
Member profile data and loan history are retained for the duration of the member's academic enrollment or employment tenure with the institution.
Audit logs tracking administrative modifications are append-only to preserve institutional integrity. Specific retention schedules for historical loan records following student graduation or faculty departure are governed by Kamaliya Campus institutional archiving guidelines.
Security Safeguards
We implement industry-standard safeguards designed to protect library records against unauthorized access, loss, or alteration:
- Transport Security: All client-server traffic is encrypted using Transport Layer Security (TLS/HTTPS).
- Authentication Rules: Password complexity standards (minimum 8 characters containing both letters and numbers) and mandatory first-login password updates away from default credentials.
- Row-Level Security (RLS): Granular PostgreSQL security policies enforced directly at the database engine to isolate data access according to authenticated user identity and role.
- Append-Only Audit Trails: Administrative operations are logged to audit records that prohibit non-superuser deletion or alteration.
Please note: While we implement diligent administrative and technical controls, no digital transmission or electronic storage method can guarantee absolute security.
Member Rights & Requests
As a registered library member, you have rights regarding your information:
- Inspection & Review: You may inspect your active loans, historical borrowing, pending charges, and profile details at any time via your member account screen.
- Credential Updates: You may update your account password at any time via the Security settings in the application.
- Profile Correction: If your recorded name, academic department, or batch details require rectification, you may submit a correction request to the campus library administration desk.
- Account Deactivation & Clearance: Upon graduation or withdrawal, members complete the clearance process to reconcile all borrowings and settle outstanding obligations.
Children’s Privacy
Libby is configured specifically for higher-education or secondary collegiate students and faculty members at Kamaliya Campus. It is not directed at children under the age of 13. We do not knowingly collect personal information directly from children under 13 without institutional and parental authorization.
Changes to This Policy
We may periodically update this Privacy Policy to reflect enhancements to Libby or adjustments in institutional policy. When changes are published, the “Last Updated” date at the top of this document will be amended.
Significant changes impacting how member data is processed will be communicated through in-app notices or official library bulletin announcements.
Institutional Contact Details
For questions regarding this Privacy Policy, your library records, or to submit a data inquiry, please contact the campus library administration: