PURPOSE

This policy establishes the commitment of the Schertz Public Library (the Library) to protect the privacy and confidentiality of library patrons, employees, and volunteers. The Library affirms that the right to read, inquire, and access information is a fundamental freedom, and that protecting patron privacy is essential to the exercise of that freedom. 

LEGAL AUTHORITY AND GOVERNING LAW

This policy is adopted in accordance with the following legal authorities:

SCOPE OF CONFIDENTIAL RECORDS

The Library treats the following records as confidential to the fullest extent permitted by law:

  • Patron registration and account information, including name, address, telephone number, email address, and date of birth.
  • Circulation records-titles borrowed, holds placed, and loan history.
  • Reference and research inquiries, whether in-person, by telephone, or electronic means.
  • Computer and internet use logs, including websites visited, search queries, or electronic means.
  • Program registration records.
  • Interlibrary loan requests and records.
  • Fee and payment history.
  • Any record that links an identifiable individual to specific materials, services, or inquiries.

COLLECTED PATRON INFORMATION

The Library collects only personal information necessary to provide library services. Specifically:

  • Registration data is limited to what is required to issue a library card and verify eligibility.
  • Circulation records are purged from patron accounts upon return of materials and resolution of all associated fees, unless the patron has opted in to retain a personal reading history.
  • Computer/internet session logs are deleted at the close of each session, to the extent technically feasible.
  • Program registration information is retained only as long as operationally necessary.

The Library does not sell, lease, or commercially exploit patron data under any circumstance.

ACCESS AND DISCLOSURE OF PATRON INFORMATION

Internal Access

Access to confidential patron records shall be limited to Library staff whose job duties require such access. Staff shall not access patron records out of curiosity or any purpose unrelated to the performance of official Library duties.

Patron Access to Own Records

Patrons have the right to inspect and correct their own library records upon presentation of valid identification. A parent or legal guardian may access records of a minor child in their legal custody, subject to applicable law.

Disclosure to Third Parties

The Library will not disclose confidential patron records to any third party, including family members, employers, government agencies, or law enforcement, except under the following circumstances:

  • With the written, informed consent of the patron (or parent/guardian of a minor).
  • Pursuant to a valid court order, subpoena, or search warrant issued by a court of competent jurisdiction. In such cases, the Library will seek to limit the scope of disclosure to the minimum required.
  • As required under the USA PATRIOT ACT or other applicable federal law. The Library will consult legal counsel before complying and will seek to challenge overly broad demands.

In all cases of disclosure, the Library will document the demand, the disclosed records, and the date of disclosure in a secure administrative log.

VIDEO SURVEILLANCE

The Schertz Public Library strives to maintain a safe and secure environment for its staff and patrons. In pursuit of this objective, selected library premises are under continuous camera surveillance and recording. Signage is posted at the library entrance disclosing “Video Surveillance is in use on these Premises.”

While it is recognized that video surveillance will not prevent all incidents, its potential deterrent effect, and resource as a means of identifying and prosecuting offenders is considered worthwhile. Video monitoring and recording will be conducted in a manner consistent with all existing local and applicable laws and ordinances.

Purpose of Surveillance

The Library uses video surveillance systems solely for the following purposes:

  • Deterrence and detection of theft, vandalism, and criminal activity.
  • Ensuring the safety and security of patrons, staff, and City Property.
  • Supporting incident investigations when a specific security event has occurred.

Video surveillance is not used to monitor the reading, research, or information-seeking activity of patrons, and should never be used for that purpose.

Security Camera Placement

Reasonable efforts are made to safeguard the privacy of patrons and employees. Video security cameras are positioned to record in areas where there is no expectation of privacy. Examples include common areas of the library such as entrances, near book and media collections, public seating, delivery areas and parking lots. Cameras will not be installed in areas where staff and patrons have a reasonable expectation of privacy, such as restrooms or individual study rooms.

Operation and Access

Video Surveillance systems are operated under the oversight of Library Management. Library staff, in the course of their normal duties, monitor and operate the live video security system.

Access to recorded footage is restricted to:

  • Library Management
  • Law enforcement officers pursuant to a valid warrant, court order, or exigent circumstances as provided under Texas Law.
  • Other authorized System Administrators.

No other persons, including general Library staff, may view recorded surveillance footage without express authorization from Library Management.

Under the Texas Public Information Act, library records are considered confidential. Because security camera footage may contain personally identifiable information about an individual who has used library services or borrowed library materials, the general public will not have direct access to the records.

If the library receives a request from the general public to view security camera footage, the requester will be advised to ask for the information through the City’s Open Record Request process. If the request is due to an incident or criminal activity, the requester will be advised to file a police report in which camera footage can be reviewed by law enforcement in accordance with the investigation.

Retention and Deletion

Video recordings are retained for 90 days from the date of recording in alignment with the City of Schertz Video Surveillance Policy, after which they are automatically overwritten or destroyed unless they have been flagged in connection with an active security incident or legal matter. Footage retained for an investigation is secured separately and deleted upon resolution of the matter.

Disclosure of Surveillance Footage

  • Video image recordings may be used by Library Management to identify the person or persons responsible for library policy violations, criminal activity, or actions considered disruptive to normal library operations.
  • Images may be shown to library staff to identify person(s) suspended from library property and to maintain a safe and secure environment.

Surveillance footage will not be released to any third party except:

  • In response to a valid court order, warrant, or subpoena.
  • To law enforcement in connection with an active criminal investigation, with appropriate legal authority.
  • As required by applicable Texas law.

All requests for security camera footage by law enforcement will be directed to a member of the Library Management Team. Library staff will not review video footage with or for law enforcement; this must take place through the Schertz Police Department in accordance with the City Video Surveillance policy.

In the event of a search warrant which is executable immediately, library management will comply with the search warrant and consult with legal counsel to determine if the document is in proper form and that good cause for its issuance in a court of proper jurisdiction is demonstrated. If not, library management shall insist any defect be remedied before releasing records which contain patron information.

Relationship to Reader Privacy

The Library affirms that video surveillance should not be used to identify patrons in connection with their use of library materials or services. Surveillance footage shall not be cross referenced with circulation records, computer use logs, or any other patron record except in connection with a specific security incident unrelated to reading or information-seeking activity.

CHILDREN AND YOUTH PRIVACY

The Library is committed to protecting the privacy of minor patrons. The following additional protections apply:

  • The Library does not knowingly collect more personal information from minor patrons than is necessary for library card registration and service provision.
  • The Library does not share minor patron records with parents, guardians, schools, or other third parties without written consent, except as required by applicable law or court order.
  • Staff shall not release information about a minor’s library activity to any individual, including a parent, based solely on a verbal request without verification of legal custody or applicable legal authority.

STAFF RESPONSIBILITIES AND TRAINING

All Library staff, including volunteers with access to patron records shall:

  • Complete privacy and confidentiality training before accessing patron records and annually thereafter.
  • Decline requests for patron information that are not supported by this policy and refer such requests to Library Management.
  • Immediately notify Library Management of any actual or suspected unauthorized disclosure of patron records, any law enforcement demand for patron records, and any suspected security breach involving patron information.

Policy created May 2026
Endorsed by the Library Advisory Board August 3, 2026