By using certain pages on Council’s website, you have implied consent for the collection, use, and disclosure of your personal information that is collected on those pages. By using the website generally, noting that this Privacy Statement is clearly available, you have been notified of the collection of personal information you provide, and data our website collects. When you call, email, write to, or speak to a Council officer in person your personal information will necessarily be collected and you have consented to that collection and the related uses and disclosures at that time, unless you expressly state otherwise and refrain from providing personal information.
How we use and handle your personal information and data is outlined in the relevant Privacy Notices where we collect your personal information, as verbally advised by a Council officer where collection occurs verbally, or more generally below and in our Privacy Management Plan Policy.
Help us ensure we hold accurate information
We take all reasonable precautions to ensure that the personal information we collect or receive, use and disclose is accurate, complete and up to date. However, the accuracy of that information depends to a large extent on the information you provide. That is why we recommend you keep us up to date with changes to your personal information.
Personal information you provide us may be used:
- for the purpose for which it was collected or provided, whether that be transactions carried out on this website or not;
- for a purpose other than for which it was provided or collected and this latter purpose is directly related to the purpose for which the information was collected or provided;
- to understand community and customer needs;
- to improve our services whether through a statutory submissions process, a public exhibition of Council information, or surveys conducted by Council or its agents;
- to administer and personalise this website for you;
- to provide you with Council services and facilities;
- to let you know about our services or other information available e.g. newsletters;
- within other sections of Council, or its agents and contractors in order to expedite services to our customers or the public generally.
Any personal information may be used for a purpose other than the purpose for which it was provided or collected in the following circumstances:
- where the use or disclosure is for the purpose of undertaking Council's lawful and proper function/s and Council is satisfied that the personal information is reasonably necessary for the exercise of such function/s, or
- where personal information is to be used or disclosed for the purpose of conferring upon a particular person, an award, prize, benefit or similar form of personal recognition, or
- where the use or disclosure is necessary in order to action or facilitate a response to your enquiry or any contact made with or provided to Council.
For example, with respect to exemption (1) above, the Rates Record that Council holds under section 602 of the Local Government Act 1993 (NSW) may also be used to:
- notify neighbours of a proposed development; or
- evaluate a road opening; or
- evaluate a tree preservation order, or
- make contact with individuals in relation to COVID-19, a natural disaster or any other devastating events, or,
- investigate, review or look into allegations made against individuals in terms of Council's compliance and enforcement, and other regulatory powers such as development and building compliance, environmental compliance, and companion animal matters.
We will only disclose your personal information if:
- you have given actual or implied consent to disclose, or
- the disclosure is required or permitted by legislation (such as the example provided above regarding the Local Government Act); or
- it is necessary to lessen a threat to someone's life or health.
In some circumstances, we may disclose personal information to a third party in connection with the provision of a service to Council (e.g. consultants and contractors). In such circumstances, we only authorise use of the information in order to provide the services or to perform the functions required by us. We will take all reasonable steps within our power to prevent unauthorised use or disclosure of the information.
Please ensure you have read the Privacy Notices at each collection point on Council’s websites as these will disclose any known or likely disclosures to you. Further, please ensure you have read the privacy policies or statements of any of our partners to ensure you are aware of where the provision of information to Council or a partner is not a disclosure as contemplated under the PPIP Act.
Your personal information may need to be accessed, disclosed to, or used by other Council departments to deal with your matter
Sometimes in order for your matter to be dealt with, it may need to be provided to another department within the Council. If you do not consent to this, you must notify Council that you do not consent to this.
For example, if you contact Council's Development Services Team but you do not wish for the Rates team (or any other team) to have access to and use your personal information, you will need to specify this at the time of contact, and request that the officer notes this on your file. In the absence of such an explicit request, Council may allow for other Council departments to handle, access, use or disclose your personal information if it is necessary to perform a function as outlined in this Privacy Statement, the Privacy Management Plan Policy, or a specific Privacy Notice.
Information marked 'Confidential' and/or 'for the addressee only'
All correspondence, no matter how it is marked or addressed, will be received, recorded and assessed by our Customer Service team before being forwarded to the Council officer best place to action or resolve the correspondence. This includes any electronic correspondence sent or contact made with Council, the Mayor, or Councillors. Correspondence includes:
- sending an email to firstname.lastname@example.org or any other Council email address;
- any contact with Council's online chat or social media platforms, or those of individual Councillors;
- phone calls to Council's customer service centre or other Council facilities;
- completing an online form; or
- hard copy letters and correspondence sent to Council's postal address.
In accordance with Council's Code of Conduct, only code of conduct complaints are to be dealt with under Council's Code of Conduct Procedures. Complaints that do not satisfy the definition of a code of conduct complaint are to be dealt with under Council's routine complaints management processes outlined in our Customer Complaints Policy.
However, if such complaints involve allegations about your privacy and personal information, the complaint will be dealt with as per Council's Privacy Management Plan Policy. This may require the complaint to be allocated to another Council Official for action and/or investigating. See "Your privacy rights" for more information.
Councillors and the Administration
The Councillors, including the Mayor, comprise the governing body of Council and are responsible for the strategic direction of Council. The Chief Executive Officer (CEO) is responsible for conducting the day-to-day management of Council's affairs. The CEO and the staff comprise the Administration of the Council.
The governing body is required to consult with the CEO in directing and controlling the affairs of Council. As a result, any information relating to the affairs of Council, including personal information, which Councillors receive, must be forwarded to the administration staff for a response or action.