The City of Vacaville (“City” or “Vacaville”) recognizes the importance of protecting privacy. This Privacy

Policy “Policy” explains how the City collects, uses and discloses personal information about its residents, businesses, visitors and prospective customers, collectively hereinafter referred to as “stakeholders” to the City website, https://www.CityofVacaville.gov.

The City collects personal information in order to respond to a request or input to the City, or to complete a transaction with the City. The City may collect information from the following sources; directly from a stakeholder, from a stakeholder’s personal property device (e.g., mobile phone), and City partners, collectively hereinafter referred to as “platforms”.

Information collected directly from stakeholder: The City may collect personal information directly from stakeholders, for example, through electronic-government capabilities, a web form, during registration, signing-up to receive e-mails or mobile messages, while making a reservation, while setting up an account with the City, when a stakeholder contacts the City for assistance, or other interactions a stakeholder may have with the City in which the stakeholder provides personal or business information. Personal information the City collects directly from a stakeholder may include the stakeholder’s personal first and last name, business name, address, email address, and/or phone number.

Information collected from a stakeholder’s device: The City website may use technologies such as cookies, web beacons, pixels, and other similar technologies to automatically collect certain information from a stakeholder’s device(s) including, for example, IP address, date and time of visit, browser and operating system information, referring website address, and other information about how a stakeholder interacts with the City’s website. The City website may also use cookies and similar technologies to enhance a stakeholder user’s experience and enable certain features such as keeping track of items a stakeholder puts in recreation or utility billing cart. City email and mobile messaging campaigns may also use tracking technologies such as web beacons, pixels and other similar technologies to automatically collect certain information such as, but not limited to, a stakeholder’s IP address, browser type and version, and email engagement statistics.

Information collected from City partners: The City may collect personal information about stakeholders from City third-party partners and combine it with other information that the City collects. Personal information the City collects from partners may include but is not limited to, for example, stakeholder demographic information and contact information, and geographic location.

The City does not use these platforms to collect personal information for any other purpose. The City does not disclose or sell personal information to third parties or private organizations, except if required to do so by law. The City does not track information about individuals and their visits. If a stakeholder chooses to use the City platforms, the information collected will only be that which is necessary to provide the information or services the stakeholder requests. The information collected is subject to the

same privacy controls and uses as that collected by the City during an in-person visit. Stakeholders do not have to provide personal information to visit the City of Vacaville platforms, access, or download information.

The City only tracks statistical information about the overall usage of the City’s platform. The information does not identify a stakeholder personally.

Platform usage summary statistics are gathered for site management and other purposes, including, assessing what information is of most and least interest to stakeholders, determining technical design specifications, and identifying system performance issues. Examples of the types of information the

City’s reporting software may analyze include:

• The Internet domain, Internet access provider, and IP address from which stakeholders access the City's platforms;
• The country from which stakeholders access the City’s platforms if it can be determined from stakeholder’s Internet domain;
• The type of browser and operating system used to access City's platforms;
• The date and time and duration of the visit to the City’s platforms;
• The webpages visited on the City’s website; and
• If stakeholder links to the City's website from another website, the address of that website.

For site security purposes and to ensure that the City’s platforms remain available to all stakeholders, the City’s computer system employs software programs to monitor network traffic. The City uses the software programs to identify unauthorized attempts to upload or change information or otherwise cause damage to the City’s platform. Except for authorized law enforcement investigations, no other attempts are or will be made to identify individual stakeholders or their usage habits. Raw data logs are used for no other purposes and are scheduled for regular destruction in accordance with applicable records retention schedules and network operational procedures. Access to personally identifiable information are restricted to only those City employees who need access in order to perform their assigned duties. City employees are instructed of their responsibilities in protecting stakeholder information.

The City and its platform provider do not collect information for commercial marketing. The City will not send stakeholders unsolicited email or mobile messages regarding any commercial offers or advertisements at any time, nor will it disclose or sell such information to third parties or private organizations. If stakeholders choose to provide the City with personal information, the City may use that information to respond to stakeholder messages and to assist stakeholders in obtaining requested information as appropriate. If applicable, the City may redirect stakeholders to another government agency or person who may better answer the question/request. The City treats emails and submitted online forms the same way it treats letters to a Councilmember or a City department.

If a stakeholder chooses to join or utilize one or more of the City’s platforms, the City will maintain that stakeholder’s email address in the City’s mailing list database in order to send messages related to the mailing list topic. In order to provide electronic-government capabilities, the name, phone number, social security number (if applicable), account number (if applicable), address, and payment information (if applicable) that the stakeholder might provide when using the City’s platform may be collected, processed, and disclosed to complete an online transaction and for record-keeping for such activities as billing, permits, licenses and other business-related purposes. Security measures used by the City’s platform to protect certain private information are discussed in the section labeled “Encryption and Security”, below.

The City may share the information it collects with other parties, including the following:

• With third-party service providers to assist the City with providing information including meetings, services, events, and activities which may include payment processors, data hosting services, analytics services, online support, community partners, and email service providers.
• With Constant Contact, to send email marketing and text message communications. For more information about how the City may use stakeholder information with Constant Contact and the information that may be collected through City email campaigns, see Constant Contact’s Customer Data Notice available at https://www.constantcontact.com/legal/customer-contact- data-notice.
• With platforms that integrate with other City platforms, as an example, Formstack collects and stores stakeholder submissions and may integrate with Constant Contact.
• With stakeholder’s consent or as otherwise disclosed at the time of data collection or sharing. The City may share information that has been de-identified or aggregated without limitation.

The City platforms may offer interactive features, such as the ability to search for services, communicate with other platform visitors or submit and post stakeholder content. If stakeholders disclose information in one of these forums, this information can be viewed, collected, and used by others.

If stakeholder wishes to unsubscribe from City email campaigns, please click on the Unsubscribe link at the bottom of any email sent from the City utilizing the platform Constant Contact. If a stakeholder opts out of receiving City emails, the City will still send stakeholder messages related to the City transactions such as utility bill payment confirmations and parks and recreation classes and activity registrations.

If a stakeholder wishes to stop receiving text messages from the City, reply STOP, QUIT, CANCEL, OPT- OUT, or UNSUBSCRIBE to any text message sent from the City. For more information, see the City Mobile Messaging Terms and Conditions available at  below.

Cookies or other technology may transfer information from the City's platform to stakeholder’s hard disk for record-keeping purposes. Cookies or similar technology can make the Internet more useful by storing information about stakeholder preferences on a particular site. The use of cookies or similar

technology is an industry-standard, and many major websites use them to provide useful features for their users. Cookies in and of themselves do not personally identify stakeholders, although they do identify a stakeholder's computer. Most web browsers are initially set up to accept cookies. If preferred, stakeholder can set the web browser to refuse cookies. However, stakeholder might not be able to take full advantage of the City's platforms by refusing cookies.

Notwithstanding the immediately preceding paragraph, information submitted to the City's platforms may be subject to disclosure to another party pursuant to various laws. The City only shares such information with another party to protect and defend the rights, interests, or property of the City, or as otherwise required by law.

Information that could be collected from or for a minor includes, but is not necessarily limited to the following: name, address, telephone number, email address, school, hobbies, digital media and any question or comment submitted. Any information collected by any City platform from any stakeholder child who is twelve (12) years old or younger is subject to the guidelines of the City’s general privacy policy, as described in this document. In addition, for any information collected by or for any stakeholder child who is twelve (12) years old or younger, the City will follow the below section entitled “Parental Consent”.

[Parent includes legal guardian]

Parental consent will be obtained before collecting, using, or disclosing personal information about a stakeholder child. In the event that the City changes its practices of collecting, using, or disclosing any information in a substantive way, new parental consent will be obtained. An example of a change may include the following: what material is collected, how the information may be used, or third-party access to that information. Upon verification of a stakeholder child’s parent’s identity, the requesting parent will be able to review the personal information collected from their child, if such review is permitted by law.

A parent will be allowed to revoke their consent and the City will delete information collected from or for their stakeholder child on request. When consent is revoked, the City’s platforms will stop collecting, using, or disclosing information from or for that stakeholder child. Revoking parental consent may end a child's participation in a City activity if collection, use, or disclosure of the information was necessary for participation in the City’s activity.

Additional information can be obtained at the Federal Trade Commission's Children’s Privacy website (https://www.ftc.gov/legal-library/browse/rules/childrens-online-privacy-protection-rule-coppa).

When a Padlock Symbol Used for SSL Encryption is visible on City platforms it means form submission and data are secured with Secure Socket Layer (SSL) encryption. This powerful 128-bit encryption ensures that form information is protected and sent safely. Stakeholder may be able to tell when visiting an encrypted page because the platform address in stakeholder’s web browser will start with https://,

which may include an "s" after the “http”. Another way to tell that a page is encrypted is to look for the locked “padlock” icon which may appear in the lower-right corner of stakeholder’s web browser.

Unless a particular page on the City's platform indicates that encryption technology is being used, stakeholder should not assume that information uploaded through that web page to the City's platform and or server will be secure. If stakeholder submits information to the City's website server through a website page containing visible indicators of active encryption technology, the City will take all reasonable precautions to safeguard the security of such information but shall nevertheless not be held liable for any injury caused by the disclosure of that information, whether caused by security breach, accident, inadvertence, or any other act resulting in disclosure.

Unauthorized attempts to upload information or change information on the City platforms are strictly prohibited and may be punishable as provided by law.

When stakeholder has an account with City, stakeholder may review, change, or update contact information by logging into said account.

City may update this Privacy Policy at any time. Please review it frequently.

If stakeholder has any questions about this policy or City privacy practices, please contact us at cinfo@cityofvacaville.com.

© 2023 City of Vacaville. All rights reserved.

City of Vacaville (the “City” or “our”) operates a mobile messaging program (the “Program”) subject to these Mobile Messaging Terms and Conditions (the “Mobile Messaging Terms”). The Program and our collection and use of your personal information is also subject to our Privacy Policy above. By enrolling, signing up, or otherwise agreeing to participate in the Program, you accept and agree to these Mobile Messaging Terms and our Privacy Policy. If you are under the age of 18, please obtain approval from your parent or guardian to access the Program. By opting-in to the Program, you are certifying that you are 18 years of age or older, or have obtained permission from a parent or guardian if you are under the age of 18.

1. Program Description: The City may send informational or emergency mobile messages (“messages”) in various formats through the Program. Messages are intended to inform and educate you about our services and programs and may. Mobile messages may be sent using an automated technology, including an autodialer, automated system, or automatic telephone dialing system. Message frequency will vary but will not exceed ten (10) messages per month. The City does not charge for mobile messages sent through the Program but you are responsible for any message and data rates imposed by your mobile provider, as standard data and message rates may apply for SMS and MMS alerts.
2. User Opt-In: By providing your mobile phone number to the City, you are voluntarily opting into the Program. You agree to receive recurring mobile messages from the City at the mobile phone number associated with your opt-in, even if such number is registered on any state or federal “Do Not Call” list. You agree that any mobile phone number you provide to the City is a valid mobile phone number of which you are the owner or authorized user. If you change your mobile phone number or are no longer the owner or authorized user of the mobile phone number, you agree to promptly notify the City at cinfo@cityofvacaville.com. Your participation in the Program is completely voluntary.
3. User Opt-Out and Support: You may opt-out of the Program at any time. If you wish to opt- out of the Program and stop receiving mobile messages from the City, or you no longer agree to these Mobile Messaging Terms, reply STOP, QUIT, CANCEL, OPT-OUT, and/or UNSUBSCRIBE to any mobile message from the City. You may continue to receive text messages for a short period while the City processes your request and you may receive a one-time opt-out confirmation message. You understand and agree that the foregoing is the only reasonable method of opting out. For support, reply HELP to any mobile message from the City.

Our mobile messaging platform may not recognize requests that modify the foregoing commands, and you agree that the City and our service providers will not be liable for failing to honor requests that do not comply with the requirements in these Mobile Messaging Terms. The City may also change the telephone number or short code the City uses to operate the Program and the City will notify you of any such change. You acknowledge that any requests sent to a telephone number or short code that has been changed may not be received by the City and the City will not be responsible for failing to honor a request sent to a telephone number or short code that has been changed. You may contact the City directly at City Hall, 650 Merchant Street, Vacaville, CA 95688 in-person, via mail or by phone at 707-449-5100, by e-mail at cinfo@cityofvacaville.com or via website at CityofVacaville.gov/ContactUs.

1. Disclaimer of Warranty and Liability: The Program is offered on an “as-is” basis without warranty to its performance or efficacy, and may not be available in all areas, at all times, or on all mobile providers. The Program is a complimentary service. Information provided through the Program is believed to be correct at the time of the communication; however, it is not guaranteed to be correct in all or any respect. You agree that neither the City, its officers, officials, or employees, nor our service providers will be liable for any failed, delayed, or misdirected delivery of any mobile message or information sent through the Program.
2. Modifications: The City may modify or cancel the Program or any of its features at any time, with or without notice. To the extent permitted by applicable law, the City may also modify these Mobile Messaging Terms at any time. Any such modification will take effect when it is posted to the City website. You agree to review these Mobile Messaging Terms periodically to ensure that you are aware of any modifications. Your continued participation in the Program will constitute your acceptance of those modifications.

Effective Date

November 16, 2023