Privacy Statement

The City of Canning (City) values the privacy of our residents, businesses, customers, and stakeholders, and views the protection of your privacy as an integral part of our commitment towards accountability and integrity in all our activities and programs.

This Privacy Statement explains how the City collects, uses, discloses and protects personal information through its programs, events, communication channels, and other interactions. It outlines the City’s approach to managing privacy risks and information sharing.

Definitions

Personal Information

Refers to any detail that identifies an individual or could reasonably be used to identify them, examples include:

• Name and contact details.
• Online identifiers such as IP addresses.
• Location or activity data collected through City websites.
• CCTV Footage.
• Opinions.

Sensitive Information

Refers to information or an opinion relevant to an individual. A specific category of Personal Information that requires additional safeguards, examples include:

• An individual’s racial or ethnic background.
• Criminal record.
• Health records or disability status.
• Religious or political affiliations.
• Genetic or biometric identifiers.
• Sexual orientation.
• Gender identity.
• Trade or professional memberships.

While all Sensitive Information is personal, not all Personal Information falls into the sensitive category.

Information Collection

The City collects Personal Information to fulfil its services, functions, and legal obligations. Examples of collection may include:

• Registering for events or programs.
• Joining services or facilities.
• Submitting public consultations or planning applications.
• Corresponding or making service requests.

The City maintains a database of properties, including owners’ names, addresses, and records of property-related complaints or inquiries.

Collection through City of Canning Websites

The City may collect the following for statistical purposes:

• The user’s IP address and machine name.
• The date and time of the visit.
• Pages accessed and documents downloaded.
• Referring page addresses and search terms.
• Browser type and data transmission volumes.

This data is analysed to improve website services. Users may opt out of non-essential data collection by adjusting their browser settings.

Cookies

Cookies are small text files stored on your device when you visit websites. They store information such as preferences or login details to improve your browsing experience. You can manage or delete cookies at any time through your browser settings.

Links to External Sites

The City’s websites may contain links to external domains. These links do not imply endorsement or responsibility for the external sites’ content or privacy practices. Users are encouraged to review the privacy terms of third-party sites before interacting with them.

Social Media

The City utilises social media platforms to promote and share information about its services and activities. Personal Information collected through these interactions is used solely to communicate with the community. Users should also review the privacy policies of social media platforms to understand how their information is managed.

Why We Collect Information

We collect your Personal Information, including email addresses, phone numbers, and addresses, to:

• Communicate with you as a ratepayer, resident, customer or stakeholder.
• Manage rates, debts, complaints, service delivery, and service updates.
• Conduct surveys and maintain contact lists.
• Enable the City to deliver its services to the community in general.

Use and Disclosure

Your Personal Information will only be used

• for the purpose for which it was collected, or
• as required to do so by Law, or
• for related City of Canning activities that you would reasonably expect.

Examples include:

• Managing applications, permits, billing, and development proposals.
• Maintaining records to fulfil municipal duties.
• Providing information about services or facilities.

Third-Party Disclosure

Where Personal information is to be disclosed, it may only be done so in accordance with the Information Privacy Principles and Responsible Information Sharing processes as defined in the Privacy and Responsible Information Sharing Act, 2024.

The City may share customer and stakeholder personal information with third parties where one or more of the following circumstances apply:

• Where disclosure is necessary to perform or complete the purpose or function for which the information was collected.
• With the express or implied consent of the customer or stakeholder.
• Where disclosure is required following an application made under the Freedom of Information Act 1992 (WA), and the City (or, on review, the Western Australian Information Commissioner) determines that disclosure of the personal information is in the public interest.
• Where disclosure supports or enhances the delivery or improvement of that purpose or function.
• To customise content, analyse engagement, or measure effectiveness when using the City’s digital communication and advertising platforms.
• With relevant government agencies or public sector entities, where appropriate, to improve the accuracy and quality of customer information.
• Where necessary to recover debts owed to the City.

Public Registers

The City will only disclose Personal Information in a public register for purposes related to the register’s intended use or as required by legislation

How we protect your Personal Information

Your information is safeguarded using:

• Secure storage systems.
• Access restricted to only those individuals who have been authorised and granted permission.
• Cyber Security measures that are compliant with industry best practices.
• Data that is encrypted both in transit and at rest, where possible.

Accessing personal information

Under the Freedom of Information Act 1992, a person has rights to access, correct and protect their personal information. Please refer to the Freedom of Information page.

Associated Legislation

This Privacy Statement complies with the following legislation:

• Privacy and Responsible Information Sharing Act 2024 (WA) (PRIS): Establishes principles for responsible sharing and safeguarding of personal data.
• Australian Privacy Act 1988 : Sets standards for how organisations handle personal information.
• Freedom of Information Act 1992 (WA): Governs access to public information while protecting privacy.
• Local Government Act 1995 (WA): Provides guidelines for governance and privacy in local government.
• State Records Act 2000 (WA): Details requirements for managing and protecting records with the retention and destruction of records done in accordance with the Local Government General Retention and Disposal Authority (LG GRDA).

Accuracy of Information

To ensure the accuracy, completeness, and currency of your Personal Information, please submit a service request.