Pocket Libraries Privacy Policy

Effective Date: 1 July 2026

Pocket Libraries Foundation ("Pocket Libraries", "we", "our", or "us") is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store, disclose and protect your personal information when you use our website, web application, mobile applications and any other digital services we operate (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy.

Related Terms

Your use of Pocket Libraries is also governed by our Terms & Conditions, which explain the rules for using our Services, library memberships, borrowing materials and other aspects of our relationship with you.

Please read our Terms & Conditions together with this Privacy Policy.

1. Information We Collect

We collect information that you voluntarily provide when you:

• Register for membership

• Borrow, reserve or return library materials

• Purchase books or other items

• Make donations

• Contact us

• Subscribe to newsletters or other communications

• Participate in events or programmes

• Use our Services

Depending on how you use our Services, we may collect:

Personal Information

• Name

• Email address

• Telephone number

• Date of Birth

• Membership information

• Communications with us

Library Information

• Borrowing history

• Reservations

• Reading lists

• Library account activity

Payment Information

Where applicable, we may collect information necessary to process payments, purchases or donations. Payment card information is processed by trusted payment providers and is not stored by Pocket Libraries unless required for accounting or legal purposes.

Technical Information

When you use our Services, we may automatically collect technical information such as:

• Device type

• Operating system

• Browser type

• IP address

• General location derived from IP address

• App version

• Pages or features accessed

• Usage statistics

• Error and diagnostic information

2. How We Use Your Information

• We use your information to:

• Provide library services

• Manage memberships

• Process borrowing, reservations and returns

• Process purchases and donations

• Respond to enquiries

• Send service-related communications

• Improve our Services

• Maintain security and prevent misuse

• Comply with legal obligations

• Analyse usage trends using aggregated or anonymised information where appropriate

3. Communications

We may contact you regarding:

• Borrowing reminders

• Overdue notices

• Reservation updates

• Membership renewals

• Changes to our Services

• Security or account notifications

Where you have opted in, we may also send newsletters, event information or other promotional communications. You may unsubscribe from marketing communications at any time.

Communications may be sent by email, SMS, WhatsApp, push notifications or other appropriate channels.

4. Legal Basis for Processing

Where applicable, we process personal information because:

• it is necessary to provide the Services you have requested;

• you have provided your consent;

• we have a legitimate interest in operating and improving Pocket Libraries; or

• we are required to comply with legal obligations.

5. Sharing Your Information

We do not, and will not, sell your personal information.

We may share personal information only when necessary:

• with trusted service providers who assist us in operating the Services;

• with payment providers to process transactions;

• with communication providers to send messages and notifications;

• where required by law;

• to protect the rights, safety or property of Pocket Libraries, our members or others; or

• as part of a merger, acquisition or organisational restructuring where permitted by law.

All service providers are required to protect personal information and use it only for the purposes for which it was provided.

6. Data Storage and Security

We use reputable cloud-based infrastructure and service providers to securely store and process personal information.

We implement reasonable administrative, technical and organisational safeguards designed to protect personal information against unauthorised access, disclosure, alteration or destruction.

Although we take appropriate precautions, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

7. International Transfers

Some of our service providers may store or process information outside Kenya.

Where personal information is transferred internationally, we take reasonable steps to ensure appropriate safeguards are in place and that applicable data protection laws are respected.

8. Data Retention

We retain personal information only for as long as necessary to:

• provide our Services;

• maintain library records;comply with legal, regulatory and accounting obligations;

• resolve disputes; and

• enforce our agreements.

When information is no longer required, it is securely deleted or anonymised where appropriate.

9. Cookies and Similar Technologies

Our website uses cookies and similar technologies to improve functionality, remember preferences and understand how visitors use our Services.

Our mobile applications may use secure local storage or similar technologies to maintain your signed-in session, remember preferences and improve functionality.

You may disable browser cookies through your browser settings, although some features may not function correctly.

10. Mobile Applications

Our mobile applications may request access to certain device features, such as notifications, camera or photo library, only where required to provide specific functionality.

You may control these permissions through your device settings.

We may send important service notifications relating to your library account. Marketing notifications will only be sent where permitted and may be disabled through your device settings.

11. Children's Privacy

Pocket Libraries provides services for readers of all ages.

Where personal information relating to children is collected, it is managed by or with the consent of a parent, guardian or other authorised person where required by applicable law.

If you believe we have collected personal information from a child inappropriately, please contact us so we can investigate and take appropriate action.

12. Your Rights

Subject to applicable law, you may have the right to:

• access your personal information;

• correct inaccurate information;

• request deletion of your personal information or Pocket Libraries account;

• withdraw consent where processing is based on consent;

• object to certain processing activities; and

• request a copy of your personal information.

Requesting Account Deletion

You may request deletion of your Pocket Libraries account at any time by emailing hello@pocketlibraries.org from the email address associated with your account.

To protect your privacy, we may ask you to verify your identity before processing your request.

Deleting your account will remove or anonymise your personal information where reasonably possible. However, we may retain certain information where required to comply with legal, accounting, audit or other regulatory obligations, or where necessary to protect the rights of Pocket Libraries or other users.

We aim to acknowledge account deletion requests within 7 days and complete them within 30 days, unless a longer period is required by law or exceptional circumstances.

13. Third-Party Websites

Our Services may contain links to third-party websites or services.We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies before providing personal information.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page together with the updated Effective Date. Continued use of our Services after changes become effective constitutes acceptance of the revised Privacy Policy.

15. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

Pocket Libraries Foundation

PO Box 2007–00606
Nairobi, Kenya

Email: hello@pocketlibraries.org

We will make reasonable efforts to respond promptly to privacy-related enquiries and requests.

Pocket Libraries Foundation CLG
📍 Jaffery Sports Club, Naushad Merali Drive, Nairobi, Kenya
📍 Provisions Kenya, Mugomoini Close, Farasi Lane, Nairobi, Kenya