This Privacy Policy describes how LibraryKeeper ("LibraryKeeper," "we," "our," or "us") collects, uses and shares information when you use our library management software, including our website, admin dashboard, self-service kiosk, and related services (collectively, the "Service").

1. Two kinds of data, two roles

LibraryKeeper is used by libraries, schools, churches and similar organizations ("Library Administrators") to manage their own book catalogs and patrons ("Readers"). It helps to distinguish two categories of data:

Account data — information about the person who signs up for LibraryKeeper (name, email, phone number, time zone, billing details). For this data, LibraryKeeper is the data controller.
Reader/patron data — records that a Library Administrator enters about the people who borrow books from their library (name, email, date of birth, address, phone number, guardian email for minors, barcode image). This data belongs to the Library Administrator's organization; LibraryKeeper stores and processes it on their behalf as a data processor. If you are a Reader and have questions about your own record, please contact the library that added you, not LibraryKeeper directly.

2. Information we collect

Account information: name, email address, phone number, password (stored as a secure hash), time zone, and which libraries you administer.
Reader/patron records: entered by Library Administrators — name, email, date of birth, whether the reader is a minor, guardian email, address, phone number, and a generated barcode image.
Billing information: your subscription tier and billing email. Card and payment details are collected and stored directly by our payment processor, Stripe — we never see or store full card numbers.
Catalog data: book titles, authors, categories, cover images and related metadata that Library Administrators add to their catalog.
Usage and log data: standard technical logs (IP address, browser type, pages visited) generated as part of operating the Service.
Cookies: a session cookie used to keep you signed in, plus analytics cookies set by Google Analytics on our public marketing pages (see below). We do not use advertising cookies.

3. How we use information

To provide, operate and maintain the Service — cataloging, lending, holds, notifications and reporting.
To process subscription payments and send billing receipts.
To send transactional emails, such as due-date reminders, account notifications and administrative alerts.
To automatically classify books by recommended age range and generate search embeddings for our semantic search feature, using book title/description text only — never Reader personal data.
To maintain the security, integrity and reliability of the Service.

4. Third parties we work with

We use a small number of third-party service providers to operate LibraryKeeper. Each only receives the data it needs to perform its function:

Stripe — payment processing and subscription billing.
Email delivery provider — sending transactional emails (due-date reminders, receipts, account notices).
Microsoft Azure — hosting, database storage, blob storage for cover/barcode images, and Azure OpenAI for book-metadata embeddings and age classification.
ISBNdb — looking up book metadata (title, author, cover) from a scanned or entered ISBN. No personal or Reader data is sent.
Google Fonts and jsDelivr (Alpine.js) — our website loads fonts and a small JavaScript library from these CDNs, which will see the visiting device's IP address as a normal part of serving that content.
Google Analytics — on our public marketing pages (home, articles, pricing, this page), we use Google Analytics to understand site traffic and how visitors find and use the Service. Google Analytics sets cookies and collects information such as your IP address, device/browser type, and pages visited. This does not run on the authenticated admin dashboard or kiosk. See Google's Privacy Policy for how Google handles this data.

We do not sell personal information, and we do not share it with third parties for their own marketing purposes.

5. Children's information

LibraryKeeper is not directed at children, and we do not knowingly collect information directly from children through the Service. Reader records for minors are entered by a Library Administrator (for example, a school, church or homeschool co-op) that already has an appropriate relationship with and authority over that minor, along with a guardian email address. Library Administrators are responsible for ensuring they have the necessary permission to add a minor's information to the Service.

6. Data retention

We retain account and Reader data for as long as your organization's account remains active, so that the Service continues to function correctly. If you close your account, we will delete or anonymize your data within a reasonable period, except where we are required to retain it for legal, tax or billing purposes.

7. Your rights and account deletion

You may request a copy of, correction to, or deletion of your account or Reader data at any time by emailing us at the address below. We do not currently offer automated self-service export or deletion tools, so these requests are handled manually by our team.

8. Security

We use industry-standard measures — including encrypted connections, hashed passwords and access controls — to help protect the data in our care. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify account holders by email.

10. Contact us

If you have questions about this Privacy Policy or how we handle data, contact us at:

Email: support@librarykeeper.org
Website: https://librarykeeper.org