The County of Santa Clara

1. PRIVACY

Purpose of Policy

This policy addresses: what personal information about visitors is collected on this site; how private information is held; how it will be used; and under what conditions this information may be shared or released to another party.

Santa Clara County (County) policies exist to ensure that government is open and that the public has a right to access appropriate data/information possessed by County government. At the same time, there are exceptions to the disclosure of data/information provided by County policies, and State and Federal laws. These exceptions include the privacy of individuals. Information collected at this site becomes public record and may be subject to inspection and copying by the public, unless an exception in law exists.

During your visit to the County's website, information that is not readily identifiable to an individual may be automatically collected and stored. The following sections of our Web Privacy Policy explain these uses:

1.1 Information That May Be Collected And How It May Be Used

1.2 Personal Information and Choice

1.3 Public Disclosure

1.4 Access To and Correction of Personal Information

1.5 Cookies

1.6 Security

1.7 Disclaimer

1.8 Feedback

1.1. Information That May Be Collected & How It May Be Used

If you do nothing during your visit to the County website but browse or download information, we may automatically collect and store the following information about your visit:

§ The Internet Protocol (IP) address and domain name used, but not the email address. The IP address is a numerical identifier assigned either to your Internet Service Provider or directly to your computer. We use the IP address to direct Internet traffic to you;

§ The type of browser and operating system you used and your connection speed;

§ The date and time you visited this site;

§ The web pages or services you accessed at this site; and

§ The website you visited prior to coming to this website.

The information we collect or store is used to improve the content of our Web services and to help us understand how people are using our services. Additionally, the data we collect helps us route Web traffic and track down viruses and attacks against our site. Our website logs do not identify anyone personally, and we make no attempt to link them with the individuals that browse the County website.

If during your visit to the County website you participate in a survey or send an email, the following additional information will be collected:

§ E-mail correspondence: The e-mail address and contents of the e-mail;

§ Surveys: Any information you volunteered in response to a survey.

The information collected may not be limited to text characters and may include audio, video, and graphic information formats you send us. The information is retained in accordance with the County's policies. Santa Clara County may use your email to respond to your message, to assist in obtaining information you have requested, to address issues you identify, to further improve our website, or to forward the email to another agency for appropriate action. Survey information will be used for the purpose designated.

If you choose to become a registered user you must supply an email address and password. The email address will serve as your user ID, and it will be displayed in any messages you post on message boards. You should not register with an email address you do not want the public to see.

1.2. Personal Information and Choice

"Personal information" is information about an individual that is readily identifiable to that specific individual. Personal information includes personal identifiers such as an individual's name, address, and phone number. A domain name or IP address is not considered personal information.

We will not collect personal information about you unless you voluntarily participate in an activity that asks for information (i.e. sending an e-mail or participating in a survey). If you choose not to participate in these activities, your choice will in no way affect your ability to use any other feature of the County's website.

If you choose to provide the County with personal information, such as sending an e-mail to a County employee or by filling out and submitting an online form located on the County’s website, the County will treat such e-mails and submitted online forms the same way it treats letters to a Board member or to a County department.

The collection of personal information requested from or volunteered by children on-line or by email will be treated the same as information provided by an adult.

1.3. Public Disclosure

We strive to protect personally identifiable information by collecting only information necessary to deliver our services. All information that may be collected at this site becomes public record that may be subject to inspection and copying by the public, unless an exemption in law exists. For instance, if personal information is requested or volunteered, County rules and regulations or the Federal Privacy Act of 1974 may protect it from disclosure.

In the event of a conflict between this Privacy Policy and any applicable law governing the disclosure or protection of information, the governing law will dictate the action to be taken by the County.

1.4. Access to and Correction of Personal Information

You can submit a written request to review any personal information we collect about you. You may recommend changes to your personal information you believe is in error by submitting a written request that credibly shows the error. If you believe that your personal information is being used for a purpose other than what was intended when submitted, you may contact us. In all cases, we will take reasonable steps to verify your identity before granting access or making corrections.

1.5. Cookies

1.5.1. What Is A Cookie?

A cookie is a small data file which may include an anonymous unique identifier that is sent to your browser from a website's computers and may either be used only during your session (a "session" cookie) or may be stored on your computer's hard drive (a "persistent" cookie). Cookies can contain data about user movement during the visit to the website. If your browser software is set to allow cookies, a website can send its own cookie to you.

1.5.2. Why Are Cookies Used On Websites?

Cookies are a mechanism for maintaining continuity during a user's visit to a website. They allow data to be maintained for users' benefit as they navigate a site. This is referred to as "session" or "management" cookie. These cookies go away when you terminate your visit to the website as they are maintained only in your browser's active memory during your session.

Cookies may also be stored on your computer so that you can be recognized by a website on subsequent visits. They are read by the website that set them whenever you re-visit the website. They are often used on websites that require you to login so that you can avoid having to enter all of your login information every visit. They may store information on your unique identifier and the areas of the website you have visited before. These cookies are stored on your computer's hard drive after you have left your website visit and consequently are often referred to as "persistent" cookies.

1.5.3. Choices About Cookies

You can configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is set. (Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.)

1.5.4. Regarding Cookies

Presently, the County uses persistent cookies on some of its Web applications.

1.6. Security

The County has taken several steps to safeguard the integrity of its telecommunications and computing infrastructure. Security measures have been integrated into the design, implementation and day-to-day practices of the entire operating environment as part of its continuing commitment to risk management. Nevertheless, in all fairness the County does not guarantee the absolute security of information it maintains.

Please see the County’s Security Policy for more information.

1.7. Disclaimer

Santa Clara County has links to other websites. These may include links to websites operated by other government agencies, nonprofit organizations and private businesses. When you link to another site, you are no longer on the County website and this Privacy Policy will not apply. When you link to another website, you are subject to the privacy policy of that new site.

Please see the County’s Links Policy for more information.

1.8. Feedback

To offer comments about Santa Clara County websites, or to comment about the information presented in this Privacy Policy, email the County’s webmaster at: [email protected]

1. SECURITY

Purpose of Policy

This policy addresses the measures taken to safeguard the integrity of the County’s telecommunications and computing infrastructure, including but not limited to authentication, monitoring, auditing, and encryption. The following sections of our Security Policy explain these uses:

2.1 Security Measures

2.2 Site Monitoring

2.3 User Registration and Authentication

2.4 Passwords

1.1. Security Measures

Security measures have been integrated into the design, implementation, and day-to-day practices of the entire County operating environment as part of its continuing commitment to risk management.

Users connect to and register with the Countyof Santa Claravia a secure network protocol, and user information is transmitted through secure lines to our departmental database.This database caches personal preferences (e.g., content views) and information that could potentially be used to identify individual users (e.g., e-mail address).

The technical standards governing security are enforced by the County’s Information Services Division. These standards are generally derived from Generally Accepted Security Principles and Practices for Securing Information Technology Systems, published by the National Institute of Standards and Technology, a division of the United States Department of Commerce.

Please reference the County’s Privacy Policy for more information regarding the collection and safeguarding of information.

1.2. Site Monitoring

The County of Santa Clara provides this website and the information it contains as a public service. This system is monitored to ensure proper operation, to verify the functioning of applicable security features, and for comparable purposes. Anyone using this system expressly consents to such monitoring. Unauthorized attempts to modify any information stored on this system, to defeat or circumvent security features, or to utilize this system for other than its intended purposes are prohibited and may result in criminal prosecution.

1.3. User Registration and Authentication

Users register with the County of Santa Clara via a secure network protocol. Users will be sent an email to confirm their registration with the County website. This email will contain their username and password. In order to complete their registration, users must explicitly accept the County of Santa Clara’s policy statement.

1.4. Passwords

During registration users create a password for use during login. Passwords must adhere to the following criteria:

§ A minimum length of 6 characters and a maximum of 12.

§ Passwords should only contain a-z, A-Z, 0-9, “-“, “_”, or “.”.

§ Passwords must contain at least two of the four character classes listed above.

As a precaution against hackers, users will be sent to the “Forgot Password” page after 4 failed attempts to input a correct password, and an account will be locked after 12 failed attempts.

1. LINKS

Purpose of Policy

This policy addresses the relationship of the County to the private businesses and other public organizations to which it provides links for users, in addition to providing direction as to what groups and businesses the County will consider providing links to. The following sections of our links policy explain these relationships:

3.1 Links to External Resources

3.2 Linking Criteria

3.3 Adding a Link

3.4 Removing a Link

3.5 Endorsement & Liability

3.1. Links to External Resources

This website may contain hypertext links to external websites and pages containing information created and maintained by public and private organizations other than the County of Santa Clara.

The County’s website is designed to provide residents access to County government departments, services and programs. Secondarily, the website also provides residents and visitors links to pertinent visitor-related information about the area. From time to time, departments may wish to provide links to other sites that provide state or federal government information, additional information about the community, including festivals, cultural events and local news, or other information supporting the department’s mission and programs. Links must be consistent with the County’s overall mission of service, community, and continuous innovation.

3.2. Linking Criteria

The Count of Santa Clara may create these hypertext links if it determines that establishing the external link will be consistent with the following criteria:

§ Websites maintained by a non-profit charitable, educational, hospital, social, scientific or cultural organization serving County community members.

§ Websites maintained by an established news-gathering organization, being either: i) a newspaper of regular, paid circulation that has published no less than biweekly intervals within the County for at least one year; or ii) a television station whose over-the-air broadcast signal Grade B contour covers more than half of the County’s geographical area, that provides local news regularly and maintains a national network affiliation.

§ Official websites of the cities within Santa Clara County.

§ Websites maintained by a state, local or federal government agency or local school or library board.

§ Websites maintained by an organization that receives direct financial support from the County.

§ Websites maintained by companies that provide utility services to County residents.

§ Websites maintained by accredited business and neighborhood associations within the County of Santa Clara.

§ Organizations that support a County-sponsored event or association.

§ Research, education and information sites selected by Santa Clara County Public Library staff using Library guidelines that complement or supplement materials and resources already available in the Library.

§ Websites that provide a unique online tool to assist residents in accessing information on the site or in communicating with each other, e.g., a search engine.

3.3. Adding a Link

The County of Santa Clara, in its sole discretion, will determine whether the external website meets the purpose of this web portal or for the specified informational purposes.

Parties interested in linking to the County should email the County’s webmaster at: [email protected]

3.4. Removing a Link

Hypertext links to external websites and pages may be removed or replaced at the sole discretion of the County, at any time without notice. In the event that a linked organization is later determined to be inappropriate, it will be removed from the County website and administrative oversight will be instituted.

3.5. Endorsement and Liability

The inclusion of a hypertext link to an external website is not intended as an endorsement of any product or service offered or referenced on the linked website, the organizations sponsoring said website, or any views that might be expressed or referenced in the website.

In the event you discover problems with or have concerns regarding the format, accuracy, timeliness or completeness of a linked external website, please contact the organization responsible for the linked external website. The County of Santa Clara does not control, nor is it responsible, for any linked external websites, pages, or content.

1. DISCLAIMERS

Purpose of Policy

This policy limits County of Santa Clara’s liability for content published on the website, including messages posted in communities. The following sections of our disclaimer policy explain these disclaimers:

4.1 Disclaimer of Liability

4.2 Exceptions to Disclaimers

4.3 Indemnification

4.1. Disclaimer of Liability

The County of Santa Clara disclaims all warranties, expressed or implied, for any of the materials provided on this site, or any improper or incorrect use of them. The materials in this site are provided "as is,” and you are under no obligation to use them. There are alternatives to accessing County information and services, including via phone, and in person.

The County of Santa Clara, in good faith, maintains this site to the best of its abilities, but the County shall not be liable for any damages incurred due to errors, interruptions, inadequacies, or malicious computer code or components on this site or its servers. The County does not warrant that all defects will be fixed.

Materials and information on Santa Clara County’s website are provided as a public service and intended to afford general guidelines on matters of public interest. Accordingly, the information in this site is not intended to serve as legal or financial advice, and the County does not warrant the completeness, accuracy, or timeliness of material on this site. Changes are made periodically to many County documents and these changes may or may not be reflected in the materials or information present on the County of Santa Clara's website. Additionally, because the site is frequently under development, materials and information may be deleted, modified or moved to a different part of the site without advance notice.

4.2. Exceptions to Disclaimers

Certain State laws do not allow limitations on implied warranties or the exclusion or limitation of certain damages. If these laws apply to you, some or all of the above disclaimers, exclusions, or limitations may not apply to you, and you might have additional rights.

4.3. Indemnification

To the extent permitted by law, by using the County of Santa Clara's website, you agree to indemnify and hold harmless the County of Santa Clara and its representatives from and against all claims and expenses, including attorneys' fees, arising out of the your use of this site or materials and information contained on this site.

IF YOU DO NOT AGREE TO OR UNDERSTAND ANY OR ALL OF THESE TERMS, PLEASE DO NOT USE THESE WEB PAGES.

1. ACCEPTABLE USE

Purpose of Policy

The County recognizes that checks and balances are essential to mitigate the subjectivity of acceptable use, and will take measures to ensure fairness when dealing with cases of inappropriate use. The County of Santa Clara’s Acceptable Use Policy (AUP) is intended to help protect our customers, and the Internet community, from the inappropriate use of the Internet. A customer's use of the County of Santa Clara’s website constitutes acceptance of this AUP. We reserve the right to revise and update this AUP from time to time. The following sections of our acceptable use policy explain:

5.1 Use Violations and Descriptions

5.2 Email

5.3 Content Submission

5.4 Third Party Information

5.5 Reporting Inappropriate Use

5.6 Consequences of Inappropriate Use

5.1. Use Violations and Descriptions

5.1.1. Impersonation/Forgery:

Adding, removing, or modifying identifying network header information in an effort to deceive or mislead is prohibited. Attempting to impersonate any person by using forged headers or other identifying information is prohibited. The use of anonymous remailers and nicknames does not constitute impersonation. Using deliberately misleading headers in news postings in order to avoid spam e-mail address collectors is allowed provided appropriate contact information is contained in the body of the posting.

5.1.2. Privacy Violations

You may not attempt to gain access to any electronic systems, networks or data, without proper consent.

5.1.3. Threats

Verbal or written threats of bodily harm or destruction of property made through email, online communities, or uploaded files or links are prohibited.

5.1.4. Harassment

Harassing activity toward any individual or group for any reason, including but not limited to race, religion, gender, or sexual orientation, is prohibited.

5.1.5. Illegal Use

The use of the County portal for illegal purposes is prohibited.

5.1.6. Network Disruptions

Any activities that adversely affect the ability of other people or systems to use the County’s portal are prohibited. This includes "denial of service" (DoS) attacks against another network host or individual user, the known propagation or downloading of viruses, and all forms of hacking.

Interference with or disruption of other network users, network services or network equipment is prohibited.

It is your responsibility to ensure that your network is configured in a secure manner. You may not, through action or inaction, allow others to use your network for illegal or inappropriate actions. You may not permit your network, through action or inaction, to be configured in such a way that gives a third party the capability to use your network in an illegal or inappropriate manner.

5.2. E-mail

Directly or indirectly sending viruses, hoaxes, chain letters, advertisements, unsolicited commercial e-mail, or large volumes of unsolicited e-mail, whether or not that e-mail is commercial in nature, is strictly prohibited

5.3. Content Submission

Content submissions become property of Santa Clara County, which the County may use at its discretion to the extent permissible by law.

5.4. Third Party Information

In general, information presented on this website, unless otherwise indicated, is considered in the public domain. It may be distributed or copied as permitted by law. However, the County does make use of copyrighted data (e.g., photographs), which may require additional permissions prior to your use. In order to use any information on this website not owned or created by the County, you must seek permission directly from the owning (or holding) sources.

5.5. Reporting Inappropriate Use

The County of Santa Clara asks that anyone who believes that there is a violation of this AUP should direct any relevant information to the following address: [email protected]

5.6. Consequences of Inappropriate Use

The County of Santa Clara may take any one or more of the following actions in response to inappropriate use:

§ Issue written or verbal warnings;

§ Suspend the customer's posting privileges; or

§ Report the offender(s) to the appropriate legal authorities.