🔐 Privacy Policy
The RM of The Gap No. 39 is committed to protecting the confidentiality, security, and privacy of individuals’ personal information. This Privacy Policy outlines our responsibilities under The Local Authority Freedom of Information and Protection of Privacy Act (LAFOIP) and informs employees, property owners, and third parties of our obligations and practices.
📘 Personal Information Protection Principles
✅ Accountability
The RM is responsible for safeguarding all personal information in its possession or control, including data shared with third parties for legal, regulatory, or processing purposes. We require all third-party partners to uphold the same level of protection.
📥 Collection of Personal Information
We collect and retain personal information for the following purposes:
- To process service requests or inquiries
- To communicate regarding requested services
- To identify individuals in relation to service concerns
- To meet legal and regulatory obligations
🚫 Limiting Use & Disclosure
Personal information is not used or retained for secondary purposes without prior notification and consent. We do not sell, rent, or share personal information outside the RM unless:
- It is required for contracted service processing
- It is requested for law enforcement purposes
🧾 Accuracy
We strive to ensure all personal information is accurate, complete, and up to date.
🔒 Safeguards
We employ physical, organizational, and technological safeguards to protect personal information from loss, theft, unauthorized access, or misuse. These include:
- Locked filing systems
- Restricted office access
- Security clearances
- Password protection and encryption
All staff and third-party partners are informed of these procedures to ensure compliance.
📤 Release of Information
The RM Administration Office may receive requests for property-related information from Realtors, Lawyers, Appraisers, Property Owners, Accountants, and other parties. All requests are handled in accordance with FOIP regulations.
📋 Release Procedures
- Property Owners: May request tax information or copies of tax statements for a fee set by Council resolution.
- Third Parties: Realtors, lawyers, appraisers, and accountants may request property tax information within FOIP parameters, subject to applicable fees.
- Authorization Required: Copies of tax statements will not be released to third parties without written authorization from the property owner.
- Telephone Requests: Information may be released by phone only when required to complete a property sale. In all other cases, the original tax notice must be presented or a copy requested in person (fees apply).
🔍 Access to Personal Information
Individuals whose personal information is held by the RM have the right to:
- Apply for access to their records
- Provide proof of identity to confirm access
The RM may refuse access to evaluative or opinion-based material compiled in confidence for employment, contracts, or benefits.
If granted access, individuals may:
- Request corrections to inaccurate or incomplete information
- Require a notation if a correction request is denied
The RM will respond in writing within 30 days of receiving a correction request.
📞 Challenging Compliance
Anyone may contact the RM of The Gap No. 39 to challenge our compliance with this Privacy Policy. We have procedures in place to receive, investigate, and respond to complaints and inquiries regarding personal information handling.