The library system contains personal data on library users. We call the different types of user information data fields. When schools sign up to a Librarian subscription, they complete Terms of Service (TOS) and an Information Sharing Agreement (ISA) or Data Sharing Agreement (DSA) (post December 2024). These documents set out the responsibilities of the schools and Libresoft. They also cover how data will be managed and processed.
The ISA/DSA also sets out the library user data fields that will be stored in the library system.
| Essential data fields | Optional data fields |
| First name Surname Registration/Class School Year UPN (Unique Pupil Number) |
Gender (student and staff) Date of birth (student and staff) Pupil Premium (a government grant given to schools to help them support disadvantaged children) Email (Librarian+ or Librarian add-on) Email (Single Sign On) Images (Librarian+ only) |
Notes:
- Essential fields must be included to manage the library system effectively.
- Optional fields are those that schools can choose to include in the library system.
- Schools can ask to amend the optional data fields in their ISA at any time.
We only toggle on data fields included in a school’s ISA. We do not toggle on data fields that schools have not asked for. If schools ask for a data field to be added to their site that is not in their ISA, they will need to complete a new DSA to include the data field.