Privacy Policy for KPSSK Mobile App

Effective date: 17 July 2026
Last updated: 17 July 2026

1. Introduction

Konsortium Pusat Sumber Sekolah Kebangsaan (“KPSSK”, “we”, “us” or “our”) operates the KPSSK Mobile App (“the App”).

This Privacy Policy explains how information is collected, used, stored, disclosed and protected when registered patrons use the App.

The KPSSK Mobile App provides mobile access to KPSSK library services, including:

• Patron account login;

• Library catalogue searches;

• Current loans and circulation records;

• Due dates and renewal services;

• Borrowing history;

• Holds and hold statuses;

• Library fines and charges;

• Virtual library card information; and

• Other authorised KPSSK digital library services.

By using the App, you acknowledge the practices described in this Privacy Policy.

2. Who Can Use the App

The App is intended for registered patrons of KPSSK member school resource centres, including students, teachers, School Library Prefects, Library and Media Teachers and other authorised KPSSK members.

A valid KPSSK library account is required to access patron-specific services.

Users who are students should use the App according to the rules and guidance provided by their school, parent, guardian or authorised school representative.

3. Information We Collect

3.1 Account and Identification Information

When you sign in, the App may process information associated with your KPSSK library account, including:

• Patron or library card number;

• Username;

• Authentication credentials;

• Name;

• School or library affiliation;

• Patron category;

• Library card barcode;

• Account status; and

• Other information maintained in the KPSSK Library Management System.

Your password is used only for authentication. The App should not display your password or store it in readable form.

3.2 Library Account Information

The App may retrieve and display information related to your library activities, including:

• Items currently checked out;

• Loan and return dates;

• Due dates;

• Overdue status;

• Renewal eligibility and renewal history;

• Previous borrowing or circulation history;

• Existing and previous hold requests;

• Hold queue and collection status;

• Outstanding fines, fees or charges;

• Payment status recorded by the library;

• Library notices and account alerts; and

• Other transactions associated with your library account.

This information originates from the KPSSK Library Management System and the participating school resource centre.

3.3 Catalogue Search Information

When you use the catalogue, the App may process:

• Search terms;

• Titles, authors, subjects or keywords searched;

• ISBNs or barcodes entered;

• Search filters selected; and

• Books or catalogue records viewed.

This information is used to provide catalogue search results and improve the functionality of the App.

3.4 Device and Technical Information

The App or its service providers may automatically collect limited technical information, including:

• Device type;

• Device manufacturer and model;

• Operating system and version;

• App version;

• Language settings;

• Internet Protocol address;

• Installation identifier or device-generated application identifier;

• Date and time of access;

• Network connection information;

• Diagnostic information; and

• Error and crash logs.

An Internet Protocol address may provide an approximate country or region. The App does not use it to determine a user’s precise physical location.

3.5 Analytics Information

Where analytics services are enabled, anonymous or pseudonymous information may be collected, including:

• Screens viewed;

• Features used;

• Buttons or functions selected;

• Session duration;

• App performance;

• General interaction patterns; and

• Technical events.

Analytics information is used to understand how the App is used, identify technical problems, improve usability and prioritise future enhancements.

We do not use analytics information to make decisions about a user’s library eligibility, school performance or academic assessment.

3.6 Crash and Diagnostic Information

If the App crashes or experiences an error, diagnostic information may be collected, including:

• Stack traces;

• App state at the time of the error;

• Device manufacturer and model;

• Operating system version;

• App version;

• Network request logs related to the error; and

• Other technical diagnostic information.

This information is used to investigate errors, fix bugs and improve the security, performance and stability of the App.

Diagnostic logs should not intentionally include passwords or complete authentication credentials.

4. Information We Do Not Intentionally Collect

Unless a future feature requires it and this Privacy Policy is updated, the App does not intentionally collect:

• Precise GPS location;

• Contact lists;

• Call logs;

• SMS or private messages;

• Health or fitness information;

• Advertising identifiers for behavioural advertising;

• Credit or debit card details;

• Biometric information;

• Photos, videos or audio recordings;

• Files stored on the device; or

• Information from other apps installed on the device.

The App does not contain third-party behavioural advertising.

5. Camera and Barcode Scanner

The App may request access to the device camera when a barcode or QR-code scanning feature is used.

Camera access is used only to scan supported library barcodes or QR codes. The App does not intentionally record or store photographs or videos through this feature.

Users may deny or withdraw camera permission through their device settings. Some scanning functions may not work without camera permission, but users may be able to enter supported information manually.

6. How We Use Information

We may use the information processed through the App to:

• Authenticate users and provide access to their library accounts;

• Display current loans, due dates, borrowing history, holds and fines;

• Search and display library catalogue records;

• Process eligible renewals and hold requests;

• Display the user’s virtual library card;

• Synchronise information with the KPSSK Library Management System;

• Provide account-related notifications and library information;

• Maintain the security and integrity of the App;

• Detect unauthorised access, misuse or technical problems;

• Investigate crashes and resolve software errors;

• Analyse general app usage and performance;

• Improve the App and KPSSK library services;

• Respond to support requests;

• Comply with applicable laws, policies and lawful requests; and

• Protect the rights, safety and property of users, KPSSK and participating schools.

7. Legal and Operational Basis for Processing

Information is processed only where necessary to:

• Provide library services requested by the user;

• Administer the user’s KPSSK library membership;

• Support the legitimate operation and security of the KPSSK library service;

• Perform responsibilities assigned to participating schools and school resource centres;

• Comply with applicable legal or regulatory obligations; or

• Obtain consent where consent is required.

The applicable basis may depend on the user, the participating school and the specific service being provided.

8. How Information Is Shared

KPSSK does not sell or rent personal information.

Information may be disclosed only as necessary to the following parties:

8.1 Participating Schools and Libraries

Relevant information may be accessible to authorised staff of the user’s school resource centre for the administration of:

• Library membership;

• Loans and returns;

• Renewals;

• Holds;

• Fines and charges;

• Lost or overdue items;

• Account support; and

• Other authorised library operations.

8.2 Technology and Service Providers

Limited information may be processed by service providers that support:

• App hosting;

• Authentication;

• Library system integration;

• Analytics;

• Crash reporting;

• Infrastructure security;

• Notifications; and

• Technical maintenance.

These providers are permitted to process information only for the services they provide and are expected to apply appropriate safeguards.

8.3 Legal and Safety Requirements

Information may be disclosed when reasonably necessary to:

• Comply with applicable law, regulation, court order or lawful request;

• Investigate fraud, misuse, security incidents or unauthorised access;

• Protect users, KPSSK, participating schools or the public; or

• Establish, exercise or defend legal rights.

9. Third-Party Services

Depending on the final configuration of the App, it may use third-party services such as:

• Google Firebase Analytics;

• Firebase Crashlytics;

• Firebase Cloud Messaging;

• Apple notification services;

• Google Play services; and

• Other infrastructure or technical service providers.

These services may process limited technical, analytics, notification or diagnostic information according to their respective privacy terms.

The final Google Play Data Safety declaration and Apple App Privacy disclosure must reflect all software development kits and third-party services included in the released version of the App.

10. Data Storage and Security

KPSSK applies reasonable administrative, organisational and technical safeguards designed to protect information against:

• Unauthorised access;

• Accidental loss;

• Misuse;

• Unauthorised alteration;

• Improper disclosure; and

• Destruction.

These measures may include:

• Secure network communication;

• Access controls;

• Authentication controls;

• Role-based permissions;

• Server and application security monitoring;

• Restricted administrative access; and

• Security updates.

However, no electronic transmission or storage system can be guaranteed to be completely secure. Users must keep their login credentials confidential and immediately report suspected unauthorised access.

11. Data Retention

Library account and circulation information is retained according to the operational, administrative and record-management requirements of KPSSK and the relevant participating school resource centre.

Analytics, crash and diagnostic information is retained only for as long as reasonably required to:

• Analyse app usage;

• Resolve technical issues;

• Maintain security;

• Improve app performance; or

• Meet applicable legal requirements.

Retention periods may differ according to the type of record and the applicable school or library policy.

12. Children’s and Students’ Privacy

The App may be used by school students, including users below the age of 18, through library accounts administered by participating schools.

KPSSK aims to minimise the information processed through the App and limits its use to authorised library and educational service purposes.

The App:

• Does not display behavioural advertising;

• Does not sell students’ personal information;

• Does not intentionally collect precise location information;

• Does not use library activity for advertising profiling; and

• Does not permit public posting or social networking through the App.

Parents or guardians who have questions regarding a student’s account or information should contact the student’s school resource centre.

13. User Rights and Choices

Subject to applicable requirements and verification of identity, users, parents or guardians may request to:

• Access personal information associated with an account;

• Correct inaccurate or incomplete information;

• Ask questions about how information is used;

• Request deletion of eligible information;

• Withdraw consent where processing is based on consent; or

• Report suspected misuse or unauthorised access.

Certain records may not be immediately deleted where they are required for:

• Active library loans;

• Outstanding fines or lost items;

• Security and fraud prevention;

• Legal or administrative obligations;

• School record-management requirements; or

• The establishment or defence of legal rights.

Requests relating to a student’s account may require confirmation through the participating school.

14. Account Correction and Deletion Requests

Users may request account assistance, correction or deletion by contacting their participating school resource centre or KPSSK.

A request should include sufficient information to identify the relevant account, but users should not send passwords through email or unsecured communication channels.

Deleting an App account or removing the App from a device may not automatically delete official library transaction records held by the participating school or KPSSK Library Management System.

15. External Links

The App may contain links to KPSSK websites, e-books, repositories, discovery services or other external resources.

External websites and services may operate under separate privacy policies. KPSSK is not responsible for the privacy practices of third-party websites that are not operated or controlled by KPSSK.

Users should review the privacy policy of an external service before providing personal information.

16. International Data Processing

Some technology providers may process technical or diagnostic information on servers located outside Malaysia.

Where this occurs, reasonable measures will be taken to ensure that the information is handled with appropriate safeguards and in accordance with applicable requirements.

17. Changes to This Privacy Policy

KPSSK may update this Privacy Policy when:

• App features change;

• New services or software development kits are introduced;

• Data-processing practices change;

• Security practices are updated; or

• Legal or platform requirements change.

The updated policy will be published with a revised “Last updated” date. Material changes may also be communicated through the App, KPSSK website or participating schools.

Continued use of the App after an updated policy becomes effective constitutes acknowledgement of the updated policy, subject to any consent requirements under applicable law.

18. Contact Us

Questions, concerns or requests regarding this Privacy Policy may be submitted to:

Konsortium Pusat Sumber Sekolah Kebangsaan (KPSSK)
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Website: https://web.kpssk.org

For account-specific matters, patrons may also contact the staff of their participating school resource centre.

19. Privacy Complaints

Users who believe their information has been handled improperly should first contact KPSSK or their participating school resource centre.

KPSSK will review the concern and take reasonable steps to investigate and address verified privacy or security issues.