Privacy Policy

Overview 

The Corporation of the City of Stratford is committed to providing a website that is accessible, useful, secure and respectful of your privacy. The information on this website is provided for general information purposes only. 

The City makes reasonable efforts to keep information current, accurate and complete; however, the City does not guarantee the accuracy, completeness, reliability or timeliness of any information on this website. Users should verify information independently before relying on it. Official records, by-laws, policies, notices, forms and decisions should be confirmed with the appropriate City department. 

By using this website, you agree to these Terms of Use and Privacy Statement. The City may update this page at any time without notice. Your continued use of the website means you accept the current version posted on the website. 

Terms of use 

This website is owned and operated by The Corporation of the City of Stratford. The materials and services on this website are provided “as is.” The City does not warrant that the website will be uninterrupted, error-free, secure, current or free of technical issues. The City is not responsible for any damages, losses or issues arising from use of, or reliance on, information provided through this website. 

Downloading material from this website is done at your own discretion. Downloaded documents should not be treated as official City records unless confirmed by the City. To obtain an official document or confirm the status of a record, please contact the appropriate City department. 

Copyright and reproduction 

Unless otherwise stated, materials on this website are owned by The Corporation of the City of Stratford or used with permission. 

You may reproduce City website materials for personal, educational or non-commercial purposes, provided that: 

  1. the material is reproduced accurately; 

  1. the reproduction is not presented as an official version; 

  1. the reproduction is not presented as being made in affiliation with, or endorsed by, the City; 

  1. the source is acknowledged, including the City of Stratford website URL and the date the material was accessed, and;

  1. the use complies with applicable law. 

Third-party materials, images, maps, documents, logos or linked resources may be subject to separate copyright terms. 

Links to other websites 

This website may contain links to third-party websites. These links are provided for convenience only. The City does not control third-party websites and is not responsible for their content, availability, accuracy, security, accessibility or privacy practices. The inclusion of a link does not imply endorsement, approval or recommendation by the City of Stratford. 

When you leave the City’s website, you should review the privacy statement and terms of use of the website you are visiting. 

Privacy statement 

The City of Stratford is committed to protecting your privacy and the confidentiality of your personal information. The City’s collection, use and disclosure of personal information is governed by the Municipal Freedom of Information and Protection of Privacy Act, commonly referred to as MFIPPA. 

Most information on the City’s website can be viewed without identifying yourself. However, the City may collect personal information when you choose to provide it, such as when you submit an online form, register for a service, subscribe to updates, make a payment, submit a service request, contact the City, or participate in a public engagement process. 

The City collects only the personal information necessary to provide municipal services, respond to requests, administer programs, meet legal requirements, and conduct City business. 

Collection of personal information 

No personally identifiable information is automatically collected about visitors who simply browse the City’s website or related digital services or who download information from it. Personal information is gathered only when a visitor knowingly provides such specific information on a voluntary basis. This may include, depending on the service: 

  • name; 

  • address; 

  • email address; 

  • telephone number; 

  • account or application information; 

  • payment-related information; 

  • service request details; 

  • comments or feedback submitted to the City, and;

  • information required to administer a City program, permit, licence, registration, booking or application. 

The legal authority for collecting personal information will depend on the specific City service, program or activity. This may include the Municipal Act, 2001, MFIPPA, City by-laws, or other applicable legislation. 

Where the City collects personal information through an online form or service, the City should provide a notice of collection  explaining why the information is being collected, how it will be used, and who to contact with questions. 

Use and disclosure of personal information 

The City may use personal information to: 

  • provide municipal services, programs and information; 

  • process applications, permits, licences, registrations, payments or service requests; 

  • respond to inquiries, complaints or requests; 

  • support public engagement and consultation processes; 

  • meet legal, audit, insurance, security, records management or reporting requirements, and; 

  • improve City services and digital service delivery. 

The City does not sell, rent, or exchange any personal information. 

The City may disclose personal information where authorized or required by law, where necessary to deliver a City service, where required for legal proceedings, where required for public safety, or where you have provided consent. 

Personal information may also be shared with authorized service providers who perform work on behalf of the City. These providers are required to protect the information and use it only for the purposes authorized by the City. 

Public record notice 

Some information submitted to the City may become part of the public record. For example, communications addressed to City Council, committees or sub-committees may form part of the public record and may be included on a public meeting agenda available through the City’s website. 

Before submitting information to Council, a committee, public meeting, consultation or engagement process, users should understand that their submission may become public. 

Cookies 

The City’s website may use cookies or similar technologies to understand how you use stratford.ca and to make improvements to the site. A cookie is a small text file stored on your device by a website. Cookies may be used to: 

  • support website functionality; 

  • remember user preferences; 

  • improve navigation; 

  • understand website usage; 

  • support security, and;  

  • improve online services. 

Users can adjust browser settings to refuse or delete cookies. Some website features may not function properly if cookies are disabled. 

Analytics and website usage information 

These cookies do not collect any information we could use to identify you, such as your name, address, email address or phone number. It collects information such as: 

  • pages visited; 

  • date and time of visit; 

  • browser type; 

  • device type; 

  • operating system; 

  • referring website; 

  • general usage patterns; 

  • search terms entered on the website, and; 

  • IP address or partial IP address, where used for security, analytics or technical purposes. 

This information is generally used in aggregate form to understand website performance, improve content, troubleshoot issues, support cybersecurity, and improve public access to information. 

Artificial Intelligence search or summary features 

If the City’s website includes an artificial intelligence-powered search, chatbot, summary tool or similar feature, the tool is provided for convenience only. 

AI-generated answers or summaries should not be treated as official City information, legal advice, policy interpretation, by-law interpretation or a replacement for speaking with City staff. Users are responsible for verifying AI-generated information by reviewing the source links, official City pages, by-laws, policies or contacting the appropriate City department. 

Users should not enter personal, confidential, sensitive or payment information into an AI search box, chatbot, prompt or summary tool. 

Search queries and basic technical information may be collected to operate, secure, monitor and improve the service. Any such information will be handled in accordance with this Privacy Statement, MFIPPA and applicable City policies. 

Third-party service providers 

The City may use third-party service providers to support website hosting, forms, online payments, subscriptions, email notifications, public engagement tools, analytics, search, accessibility tools, mapping, permitting, recreation registration, customer service or other online services. 

These providers may collect or process information on behalf of the City, depending on the service being used. The City remains responsible for protecting personal information in accordance with MFIPPA and applicable agreements. 

Users should review any additional privacy notices provided at the point of collection or on third-party service pages. 

Email subscriptions and notifications 

If users subscribe to City email updates, newsletters, alerts or notifications, the City may collect name, email address, subscription preferences and related technical information needed to deliver the service. 

By subscribing, users provide express consent, as defined by Canada’s Anti-Spam Legislation, commonly referred to as CASL, to receive the communications they selected from the City. Users may withdraw their consent at any time by using the unsubscribe link or instructions provided in the email, where available, or by contacting the City. 

The City may use email service providers to manage subscription lists and send communications. These providers may collect information such as email opens, link clicks, browser type, device type or delivery status to help the City improve communications. 

The City does not sell email subscription information. 

Security 

The City takes reasonable administrative, technical and physical safeguards to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, disposal or similar risks. 

Security measures may include access controls, encryption, monitoring, staff training, vendor controls, logging, backups and incident response processes. 

No website, email system or online service can be guaranteed to be completely secure. Users should avoid sending highly sensitive personal information by general contact forms unless the City has provided a secure method for doing so. 

Protection and retention of personal information 

The City retains records, including personal information, in accordance with applicable legislation, City records retention requirements and operational needs. 

Personal information is kept only as long as required for the purpose for which it was collected, unless a longer retention period is required or authorized by law. 

When personal information is no longer required, it is securely disposed of in accordance with City records management practices. 

Access to information and correction requests 

Users may request access to City records, including records containing their own personal information, under MFIPPA. 

Users may also request correction of their personal information where they believe there is an error or omission, subject to MFIPPA. 

Requests for access to records should be directed to the City Clerk’s Office or the City’s designated Municipal Freedom of Information contact. 

Children and youth 

The City may offer programs, services, registrations or engagement opportunities involving children and youth. Where personal information is collected from or about children or youth, the City will collect only what is necessary for the service or program and will handle that information in accordance with MFIPPA and applicable City policies. 

Parents or guardians should assist children when submitting personal information through online City services. 

Questions about privacy 

Questions about the collection, use or disclosure of personal information should be directed to: 

City Clerk’s Office 
The Corporation of the City of Stratford 
P.O. Box 818 
Stratford, Ontario 
N5A 6W1 
Phone: 519-271-0250 extension 5237 

Email Clerks Department 

Notification of changes 

The City may update this Terms of Use and Privacy Statement from time to time. Updates will be posted on this page. 

Continued use of the website after changes are posted means users accept the updated version. 

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