Last modified June 9, 2020
1. Information We Collect
Information we collect may vary from case to case but will generally come from information that you provide to us and how you interact with us. There may be cases where we collect information through automated sources.
1.1 Information you provide to us directly:
- Personally identifiable information and contact details, such as your name, phone number, address, email address, and social media handles.
- Your comments, feedback, and answers to questions in survey that you submit directly to us
- Possibly any images or videos related to the survey or service requested
- Account information related to service requests that may be tied to a particular department that would be responsible for handling such request
- If you choose to provide us this information, please note that you are doing so voluntarily and you always have the option to not fill out any online form for the City
- This information that is gathered is not used to identify users and does not provide specific details about who you are. The information is used by the City to help us gather information on what pages are visited; traffic to the form or website; and to allow us to generate a better user experience for all residents.
2. How We Use Your Information
As a governmental agency in Indiana, the Access to Public Records Act of Indiana (Indiana Code 5-14-3) controls what information we are required to potentially release to the public. Any information, including electronic information received by the public, may be subject to these provisions. For more information, please refer to Indiana’s Access to Public Records Act.
- We use your information and data to provide and maintain our service and gather analysis to improve our service and technical issues. We primarily collect information for programmatic and decision-making reasons relevant and necessary for a particular purpose.
- Personally identifiable information we collect is used for internal purposes only.
- Usage is assumed across City Departments and stakeholders internally
- All data usage is subject to the Indiana Access to Public Records Act
2.2 Storage, retention, and processing
- The City stores and processes information in internal City systems only
- The City may process your personal data in our legitimate interests when not overridden by your rights
- As required by the Indiana Access to Public Records Act, we do not knowingly collect, solicit or maintain Personal Data from anyone under the age of 18
2.3 Sharing information
- The City of South Bend will not rent, sell or give away any personally identifiable information entered into the site (name, address, phone number, etc.) to third parties for marketing or mailing list purposes without your permission, except for purposes related to your transaction or as required by law. However, data may be shared internally among City departments, and the City may share information and data with external department-approved partners. The City reserves the right to publicly share data summaries, aggregates and/or anonymized results of survey in reports, infographics, and other deliverables. If the City is sharing survey data with an external partner for programmatic reasons (ex: the schools), that expectation should be made clear in the survey
3. Your Information and the Access to Public Records Act
3.1 Disclosing your information pursuant to I.C. 5-14-3
- As a governmental unit, any information maintained by the City may have to be disclosed to the public under APRA. This is no different whether you requested a service using an online form, by phone, or by appearing at a City office. The City takes great care in reviewing APRA request and releasing only information that the requestor is allowed to have by law.
3.2 Storing your information and APRA
- APRA places certain archival and storage requirements on governmental entities. This requires that we maintain copies of the information that you provide to us for archival and historical purposes. The time frame for keeping these records varies based on the type of record that is being kept
The security of your information is important to us, but no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security. In no event will the City of South Bend be liable for any damages, whether direct, indirect, general, consequential, incidental, exemplary or special, arising from the use of information provided on this web site or through links to any other web sites.