Purpose
This Privacy Statement is provided by the City of Orem in compliance with Utah Code Section 63D-2-103.
The City of Orem 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 are protected and restricted. Information is used in written, oral, and electronic formats and in accordance with federal and state laws.
The City of Orem is committed to protecting your privacy. The purpose of this Statement is to inform those initiating, updating, inquiring, or terminating services with the City of Orem where personally identifiable information is collected or processed.
Definition of Personally Identifiable Information
For the purposes of this Statement, “personally identifiable information” means information that is linked or can be reasonably linked to an identified individual or an 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
The City of Orem only collects personally identifiable information that is required to provide services. You may decline to provide us with any personal information. However, if you choose to withhold requested information, we may not be able to provide you with the services or government-provided 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:
information that could be used to determine identity.
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 and/or suggestions, or reporting a problem. This data may include personally identifiable information such as 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 personally identifiable information. 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.
The City of Orem makes every reasonable effort to protect your privacy. Access to your personal identifiable information 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/in service delivery.
Access to Personally Identifiable Information
As a municipal government, the City of Orem is a public governmental body subject to Chapter 2, Title 63 of the Utah Code, entitled The Government Records Access and Management Act (GRAMA). Information about GRAMA can be found on the Utah State Legislature website at https://le.utah.gov/xcode/Title63G/Chapter2/63G-2.html.
If an appropriate request is made to the City for information that is subject to disclosure under GRAMA, and not made confidential elsewhere in the Utah Code, the City of Orem may be required to disclose the information requested, even if it may include your personally identifiable information. 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 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 and provisions of GRAMA, 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.
Third-Party Services
The City of Orem contracts with third parties for certain services such as web traffic monitoring, website hosting, workflow tools, services, and financial transactions. 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.
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 and provisions of GRAMA, 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.
What Happens After You Provide Personal Information
The City of Orem’s intention in collecting information is to provide citizens and users with smooth and efficient online and in-person service experiences. The City may retain correspondence to improve our services, our websites, and for other disclosed purposes. Contact information may be retained to send updates or other important information.
Non-City Websites
Various non-City websites may be linked through the City of Orem’s website(s). Many of these sites, including private sector sites, are not subject to GRAMA and may also not be subject to other sections of the Utah code or federal law. Visitors to those sites are advised to check the privacy notices of these sites and be cautious about providing personally identifiable information without a clear understanding of how the information will be used.
The City of Orem is not responsible for the privacy practices, privacy statements, or content hosted on other websites.
Information Storage
Retention of records obtained from the City of Orem’s websites or services follow the City’s records retention schedule. Retention timelines can vary depending on the type of information provided.
Access and Corrections
You have the right to access and correct your information.
Please contact the City Recorder’s Office at records@orem.gov by email or 801-229-7298 by phone.
Sharing Information
The City of Orem may share information or statistics with third parties, or the public, in an anonymized form that does not directly identify anyone. This is typically done to assess City service quality. No personally identifiable information is released. Additionally, if service issues require resolution from outside consultants or contracts, information may be shared with outside parties to the extent necessary to troubleshoot the issue, resolve the issue, or enhance the service.
You have the right to access and correct your information.
Please contact the City Recorder’s Office at records@orem.gov by email or 801-229-7298 by phone.
If We are Required by Law to Disclose Information
Under certain circumstances, we may be required by law to disclose certain information to law enforcement authorities. Suspicious email, electronic threats, unauthorized access, or any information on illegal activities may be provided to the appropriate authority.
Children’s Information
The City of Orem online services are intended for use by adults. We do not knowingly collect personal information from children under 13 years of age. However, we also do not try to determine whether a website visitor is underage. Therefore, users should be aware that personally identifiable information submitted to the City of Orem websites will be treated as information given by an adult and may become subject to Public Records Requests as controlled primarily by GRAMA.
The City of Orem 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 City of Orem services, please contact the City Recorder
Changes to this Privacy Statement and Security Policy
Updates to this Privacy Statement will be posted to City locations where information is gathered and on the City’s website.
How to Contact the City of Orem
Questions regarding this Privacy Statement should be directed to the City of Orem’s City Recorder.
City of Orem
Attn. City
Recorder-Privacy
56 North State Street
Orem, UT 84057
(801)-229-7298
recorder@orem.gov
Updates to this Privacy Statement will be posted to City locations where information is gathered and on the City’s website.
Effective Date and Statement Version
August 8, 2024
Version 1.0