OneLib

Last updated 31 August 2026

OneLib is a library management application for library staff, published by Voila Systems. This policy explains what the app collects, why, and what choices you have.

OneLib is a staff tool, not a public catalogue browser, and it is used with an account issued by the library that operates it. Where a library operates OneLib to manage its own members, that library is the controller of those member records and we process them on the library’s behalf.

Information the app handles

Library member records

Staff use OneLib to create and maintain member records, which may contain:

• Name, email address and phone number, used to identify and contact the member
• Postal address and date of birth, where the library records them
• A photograph of the member, used for identification at the circulation desk

Camera

OneLib asks for camera access. The camera is used only when a staff member actively starts one of these actions:

• Taking a member’s photograph for their record
• Photographing a book cover or a document for the catalogue
• Scanning a barcode or QR code to look up an item

The app does not use the camera in the background, and it does not record video or audio.

Staff account information

Signing in requires an email address and password issued by your library. After sign-in the app stores an authentication token on the device using the operating system’s encrypted storage. Your password is not stored on the device, and signing out removes the token.

What the app does not collect

OneLib contains no advertising, no analytics and no crash-reporting service. It does not collect location data, contacts, calendar entries or messages, it does not use advertising identifiers, and it does not track you across other apps or websites.

Where the information goes

Member records and captured images are sent to our server so that they are available to authorised staff at the same library. All transmission is encrypted using HTTPS. We do not sell personal information, and we do not share it with third parties for advertising or marketing.

The app loads its typefaces from Google Fonts, which means Google receives a request from your device, including your IP address. No member data is included in that request.

How long information is kept

Member records are retained for as long as the membership is active, and afterwards for as long as the operating library requires under its own record-keeping obligations.

Requesting access or deletion

You may ask for a copy of the personal information held about you, ask for it to be corrected, or ask for it to be deleted. Write to privacy@voilasystems.com and we will respond within 30 days.

If your record is held by a library that uses OneLib, we will pass your request to that library, which decides on the records it controls. Some information may be kept after a deletion request where we are required to retain it by law.

Security

Data is encrypted in transit using HTTPS. Authentication tokens are held in the device’s operating-system-backed encrypted storage. Access to member records requires a staff account issued by the operating library.

Children

OneLib is intended for use by library staff, not by children. Where a library enrols a child as a member, that record is created and managed by library staff under the library’s own policy.

Changes to this policy

We may update this policy. Material changes will be reflected in the date shown at the top, and the current version is always available at this address.

Contact

Voila Systems
privacy@voilasystems.com