GOVA Pass Privacy Policy
Privacy Statement
The City of Greater Sudbury (“City”, “our”, “we” or “us”) is committed to protecting the privacy of personal information you may provide when using the GOVA Pass App.
As part of this commitment, we want you to be fully aware of our information management practices, including what type of information is collected, how the information is used, and with whom the information is shared.
Scope
This Privacy Policy covers the information management practices of the City and not its corporations, local boards or community action networks.
Collection and Use of Personal Information
Direct Collection of Information
We collect information from you in your personal and professional capacity. The City does not consider information about a business, association or non-profit to be personal.
We collect information from you to provide municipal services, programs or regulation in accordance with the Municipal Act, 2001, S.O. 2001, c. 25 and numerous other statutes. The information that we collect from you is collected largely on a voluntary basis, for example to register for programs or services of the City or to participate in a public consultation process.
We commonly collect personal information for the following purposes:
Public Consultation & Comment or Feedback Forms
We often ask the public to submit comments on input forms on the City’s Website or send emails or correspondence to us on proposals or changes to City activities, projects, services or regulatory activities (“City Projects”).
We may collect personal information including your name, address, contact information and your opinions about City Projects. This information is collected for the purpose of the City’s decision-making processes and may be considered publicly by Council or a committee of Council and may be provided to the public. Wherever possible, efforts may be made to reduce the amount of personal information provided to the public.
Employment
We advertise employment opportunities on the City’s Website. To apply or inquire about a position, you may provide personal information such as your name, contact information and employment-related information, including your resume, cover letter or application form. This information is used to process and respond to your application or inquiry.
Online Payment Systems
The City offers online payment transaction services that allow you to make payments and purchases online. For example, you may purchase tickets to a concert at a City facility, pay a parking ticket or register for a Leisure Services program.
To complete online payments, you may be required to provide your name, contact information, credit card information, user ID or password, and other transaction-related information. This information is collected to process the transaction.
Registration or Participation in City Programs or Services
We collect information to register you or your family members for City programs or services. For example, you may register in the Child Care Registry or enroll your child in a summer camp.
Information collected may include your name, address, telephone number, email address, family members’ names, dates of birth, and credit card information. This information is collected for the purpose of program registration.
Contact Information for Elected Officials, City Officials or City Staff
If you contact City representatives, personal information such as your name, address, phone number, email address and the nature of your inquiry may be collected. This information is used to respond to your inquiry and may be forwarded internally where appropriate.
When personal information is collected for other reasons, we commit to explaining what information is collected, the authority for collection, the purpose, and who to contact with questions.
Indirect Collection of Information — Cookies & Web Analytics
When you visit the City’s Website, summary information related to your use of the website may be collected using browser tools such as “cookies.” Cookies are generated by the City’s server and stored on your computer. They contain information about your browsing session.
Cookies are used to remember your settings and preferences, improve website functionality, and process transactions.
Types of Cookies Used
- Session cookies: Active only while your browser session is open and deleted when closed.
- Persistent cookies: Stored on your computer and used to remember settings or preferences for future visits.
- Local Web Storage: Similar to persistent cookies but may offer improved performance and mobile support.
Third-Party Services
The City website uses third-party services that may also use session and persistent cookies, including social media platforms and analytics providers.
Web Analytics Cookies
The City uses analytics software to record site visits, including IP addresses, in accordance with the Municipal Act, 2001 s.10(1). This information is used to analyze trends, administer the site and improve services. IP addresses are not combined with other data to personally identify individuals.
Aggregated demographic information may be reported in statistical form but is not linked to identifiable individuals.
You may set your browser to refuse cookies; however, this may affect website functionality.
Further Communications Arising from Information Provided
You will not receive communications from the City solely as a result of visiting the website unless you have indicated your preference to be contacted.
Disclosure of Your Information
Your personal information will be shared internally only where necessary for official duties.
The City will not disclose personal information to third parties except as outlined in this Policy or as required by law, including under the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56.
Disclosure to Service Providers
Personal information may be disclosed to service providers retained by the City for operational purposes, such as payment processing.
Disclosure for Legal or Law Enforcement Purposes
The City may disclose personal information in response to legal processes, investigations, or for the purpose of making or defending legal claims.
Access to Your Information
You have the right to request access to and correction of your personal information. To request corrections, email the City Clerk’s Office at clerks@greatersudbury.ca.
Retention of Information
Information is retained in accordance with the City’s Records Retention Bylaw and related policies.
Security of Information
The City maintains secure data storage to protect information from unauthorized access, use or disclosure. However, transmission over the Internet cannot be guaranteed to be secure, and the City does not warrant against loss, misuse or unauthorized alteration.
Links to Other Websites
The City’s website may include links to third-party websites. The City is not responsible for the privacy practices or content of those external sites.
Questions Regarding this Policy & Contact Information
If you have questions or concerns, contact the Office of the City Clerk at clerks@greatersudbury.ca or call 705-674-4455 ext. 4209 or ext. 4226.
Changes to this Policy
The City reserves the right to modify this Privacy Statement. Updates will be posted along with the latest version of the Policy.