Privacy Policy

Privacy Policy

This Privacy Policy Statement (the "Statement") is provided by Spanish Fork City ("we," "us," or "our") in compliance with Utah Code Section 63D-2-103. 

Spanish Fork City believes in the importance and sensitivity of your personally identifiable information (PII) and engages in security practices and workflows to protect it. Access to your information is limited to those who need it to perform City operations. Access to work areas and digital systems that contain your controlled information is protected and restricted.  Information is used in written, oral, and electronic formats and in accordance with federal and state laws. 

Spanish Fork City recognizes the fundamental privacy rights of individuals and is committed to protecting your privacy. The purpose of this Privacy Statement is to inform those initiating, updating, inquiring, or terminating services with Spanish Fork City where personally identifiable information is collected and processed.

Definition of Personally Identifiable Information

For the purposes of this Privacy Statement, “personally identifiable information” (PII) means information that is linked or can be reasonably linked to an identified or identifiable individual. This information could include information that identifies a person by name, account number, physical or mailing address, email address, telephone number, Social Security number, payment card information, or bank account information. This information may include any combination of the above or other personal information that could be used to determine identity.

Personally Identifiable Information Routinely Collected

Spanish Fork City only collects PII that is required to provide services. You may decline to provide us with any PII. However, if you choose to withhold requested information, we may not be able to provide you with the services dependent upon the collection of that information. 

There are several ways in which you affirmatively provide us with, and consent to, our collection of certain personal information:

• User Submissions
  Some online or in-person City services allow users to submit suggestions, comments, or requests. This could be through email, filling out an online form, filling out comments or suggestions, or reporting a problem. This data may include PII such as a name and email address. This information is used to respond to the submission (if needed) or to direct your message to another government agency (if needed) that can help in addressing your request.
• User Accounts
  Some online City services involve the creation of user accounts. Creating an account usually involves the submission of PII. This may include a username, password, email address, mailing address, telephone number, full name, employment information, other history, etc. This information is only used to provide you with government services.

Spanish Fork City makes every reasonable effort to protect your privacy. Access to your PII is restricted to those employees that will respond to your request or inquiry, those employees that support the specific City services, or third-parties that are contracted for service delivery.

Access to Personally Identifiable Information

As a municipal government, Spanish Fork City is a governmental entity subject to The Government Records Access and Management Act (GRAMA),Title 63, Chapter 2, of the Utah Code. Information about GRAMA can be found on the Utah State Legislature website. If an appropriate request is made to the City for information that is subject to disclosure under GRAMA, and not otherwise private, controlled, or protected, Spanish Fork City may be required to disclose the information requested, even if it may include your PII. While GRAMA sets the general policies for access to government records in the State of Utah, other sections of the Utah Code (as well as other federal laws) deal with confidentiality issues. 

All records that are prepared, owned, received, or retained by a governmental entity that may be reproduced by certain means are considered public, unless they are private, controlled, or protected, as outlined in GRAMA, or are records to which access is restricted according to court rule, other state law, federal law, or federal regulation. Information that is generally considered a public record under GRAMA and not made confidential elsewhere in the Utah Code or by federal law, may be subject to electronic access through the City’s website or through in-person request

Use of Email Addresses and Opt-Out

Email addresses obtained as a result of a request to the City will not be sold or provided to private companies by the City for marketing purposes. The information collected is subject to the access classifications and provisions of GRAMA as well as other applicable sections of the Utah Code or federal law. Email or other information requests sent to the City may be maintained in order to respond to the request, forwarded to the appropriate department, used to communicate updates that may be of interest to citizens, or used to provide the City with customer feedback to assist in improving services. Individuals will be provided with the ability to “opt-out” at any time of any communications regarding new service updates. 

Non-City Websites and Third-Party Services

Spanish Fork City contracts with third parties for certain services such as web traffic monitoring, website hosting, workflow tools, services, and financial transactions. Various third-party websites may be linked through Spanish Fork City’s website to provide or facilitate services for the public. Some user accounts created on contracted third-party systems may be linked to other third-party websites or web services. We do not receive or store passwords from those websites. 

In using a third-party service, you are also agreeing to that service’s Privacy Policy. Spanish Fork City is not responsible for the privacy practices, privacy statements, or content hosted on external websites. Visitors to third-party websites are advised to check the privacy notices of those websites and be cautious about providing PII without understanding how that information will be used.

Access, Corrections, and Questions

You have the right to access and request corrections to your information.

Please contact the City Recorder’s Office at records@spanishfork.gov by email or 801-804-4530 by phone for requests and questions.

Information Storage

Retention of records obtained by Spanish Fork City follow the State of Utah’s Division of Archives and Records Service’s retention schedule. Retention timelines can vary depending on the type of information provided.

Children's Information

Spanish Fork City online services are intended for use by adults. The City does not knowingly collect personal information from children under 13 years of age. However, the City does not try to determine whether a website visitor is underage. Therefore, users should be aware that PII submitted to Spanish Fork City websites will be treated as information given by an adult and may become subject to Public Records Requests as controlled by GRAMA. 

Spanish Fork City does collect personal information about children under the age of 13 with parental consent. This may include requiring a parent or legal guardian to provide consent through a signed consent form, a phone call, or another appropriate method of obtaining consent. We only collect the information necessary to provide the agreed upon service as stated at the time of collection.

If you are a parent or legal guardian of a child under the age of 13 who you believe has submitted personal information by use of Spanish Fork City services, please contact the City Recorder.

Effective Date: 9/24/2024
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