StudioHub Patron Privacy

This notice explains how StudioHub processes information when a patron uses StudioHub self-service document services at a library or similar public site. StudioHub provides the service; the library or other site operating a kiosk may also have its own privacy practices.

Depending on the feature used, the service may process the document a patron selects, uploads, scans, copies or supplies; its filename, file type and size; a source-specific file identifier; document, print and preview choices; session status; and identifiers for the kiosk, branch and operating organisation.

StudioHub may also process service, security and operational metadata needed to run and protect the service, such as temporary session and access tokens, timestamps, request information, error details and diagnostic events. If a patron uses print by email, the email and supported attachments are handled by the email delivery provider and StudioHub so the attachments can be offered for printing.

Google authentication and password entry take place with Google on the patron's phone. StudioHub does not ask for or receive the patron's Google password.

The Google Drive flow requests Google's https://www.googleapis.com/auth/drive.file permission. Through this flow, StudioHub accesses only the specific file the patron explicitly selects. The service does not use this permission to browse the patron's entire Google Drive.

The selected file's metadata and content are accessed only to transfer, validate, prepare, preview and/or print the document requested by the patron. The Google access token is used during that handoff and is not stored with the cloud-print session.

Phone, email and cloud-print features use temporary sessions. A selected cloud document or supported email attachment is copied into StudioHub's protected service storage so the kiosk can retrieve it for the requested document workflow. The service is not intended to be a general cloud-document store.

For the current cloud-print and print-by-email workflows, active handoff sessions initially expire after approximately 10 minutes, and an accepted document is marked to expire approximately 30 minutes after it is received. StudioHub attempts to remove stored document objects when the kiosk completes or cancels the session, when an expired session is encountered, and through scheduled cleanup of expired sessions. Associated session records and limited document metadata may remain after the document object is purged for service status, troubleshooting and operational purposes.

Cleanup depends on the relevant completion, cancellation, expiry or cleanup process running successfully. StudioHub therefore does not promise immediate deletion at an exact time. A library or site may also create or retain print-system records under its own policies after a document is handed to its local printing environment.

StudioHub uses the information described above to deliver the requested document workflow, operate and secure the service, diagnose failures, support customers, and meet legal obligations.

Information is made available where necessary to the library or site operating the kiosk and to infrastructure and service providers that help deliver the service, such as hosting, storage, email delivery and the cloud service selected by the patron. Those providers process information under their own terms and privacy commitments. StudioHub may also disclose information where required by law or necessary to protect users, the service or others.

StudioHub uses technical and organisational safeguards appropriate to the service, but no internet or storage system can be guaranteed completely secure. Patrons should avoid leaving the kiosk unattended and should confirm that a temporary session has finished.

Under New Zealand's Privacy Act 2020, individuals may have rights to request access to or correction of personal information held about them. To ask a privacy question or make a request, contact us using the details below. We may need enough information to locate the relevant record and verify the request.

We may update this notice as StudioHub document services or legal requirements change. The date above shows the latest revision.

Contact StudioHub at info@studiohub.co.nz.