Data Practices Policy for Data SubjectsData Practices Policy
for Data Subjects
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes,
sections 13.025 and 13.03 (2016)
The Government Data Practices Act (Minnesota Statutes, Chapter 13) says that data subjects have
certain rights related to a government entity collecting, creating, and keeping government data about
them. You are the subject of data when you can be identified from the data. Government data is a term
that means all recorded information a government entity has, including paper, email, flash drives, CDs,
DVDs, photographs, etc.
Oassfficalior'� of data aboull you
The Government Data Practices Act presumes that all government data are public unless a state or
federal law says that the data are not public. Data about you are classified by state law as public,
private, or confidential. See below for some examples.
Public c' u
We
must give public data to anyone who asks. It does not matter who is asking for the data or why the
person wants the data. The following is an example of public data about you:
Exotnple..Iol°n Stnith,5000 Stnith Dt ttnitl°to�Aln, 1V (';5(1l'0",
Li(,e °se oppli(,ro °it lot On Sole Llquot Li(,er°selot StnithtoAl °i Llquots:
�. rivi.'Oe di,'OiV
We cannot give private data to the general public, but you can have access to private data when the
data are about you. We can share your private data with you, with someone who has your permission,
with our government entity staff who have a work assignment to see the data, and to others as
permitted by law or court order. The following is an example of private data about you:
ExotP "Pple " John ,uaPldithl.,5 NfIYP "tt et 468 88 XXXX
C;onfidenr ii:ul d ul u
Confidential data have the most protection. Neither the public nor you can get access even when the
confidential data are about you. We can share confidential data about you with our government entity
staff who have a work assignment to see the data, and to others as permitted by law or court order. We
cannot give you access to confidential data. The following is an example of confidential data about you:
Exot °nple John Stnithosr °nor° ire' oredrepotteto /(,ofnploin rerlor ding (J)fldr,°tfuse
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes,
sections 13.025 and 13.03 (2016)
c)uIr IrIIght:s uII "deIr tt e GcweIrIr "hIraileIIhl: Dat.a Iracl::II4.es cl
The City of Shorewood must keep all government data in a way that makes it easy for you to access data
about you. Also, we can collect and keep only those data about you that we need for administering and
managing programs that are permitted by law. As a data subject, you have the following rights.
Ar:ces,s, Lo yuru.0 r rIi:u h ru
You have the right to look at (inspect), free of charge, public and private data that we keep about you.
You also have the right to get copies of public and private data about you. The Government Data
Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before
deciding to request copies.
Also, if you ask, we will tell you whether we keep data about you and whether the data are public,
private, or confidential.
As a parent, you have the right to look at and get copies of public and private data about your minor
children (under the age of 18). As a legally appointed guardian, you have the right to look at and get
copies of public and private data about an individual for whom you are appointed guardian.
Minors have the right to ask this government entity not to give data about them to their parent or
guardian. If you are a minor, we will tell you that you have this right. We may ask you to put your
request in writing and to include the reasons that we should deny your parents access to the data. We
will make the final decision about your request based on your best interests. Minors do not have this
right if the data in question are educational data maintained by an educational agency or institution.
When we coIlecr di,'u h ru f rorn yo
When we ask you to provide data about yourself that are not public, we must give you a notice. The
notice is sometimes called a Tennessen warning. The notice controls what we do with the data that we
collect from you. Usually, we can use and release the data only in the ways described in the notice.
We will ask for your written permission if we need to use or release private data about you in a different
way, or if you ask us to release the data to another person. This permission is called informed consent.
t "/o u rAlonrt us to teleose doto to Onothet pet�son,
r" /ou fnust use the (,onrsent lotf r rAle ptorrlde
PrNertng your di.oru
The Government Data Practices Act requires us to protect your data. We have established appropriate
safeguards to ensure that your data are safe.
In the unfortunate event that we determine a security breach has occurred and an unauthorized person
has gained access to your data, we will notify you as required by law.
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes,
sections 13.025 and 13.03 (2016)
When your rkm,r i:ure ini.,ur:r::uri.Ae i.,md /or ir7cornpleLe
You have the right to challenge the accuracy and /or completeness of public and private data about you.
You also have the right to appeal our decision. If you are a minor, your parent or guardian has the right
to challenge data about you.
�..lr::w to Irnake a Irequest fr::rIr your data
You can look at data, or request copies of data that the City of Shorewood keeps about you, your minor
children, or an individual for whom you have been appointed legal guardian. Make your request for data
to the appropriate individual listed in the Data Practices Contacts on page 6.
We prefer you use the data request from on Page 8 for all data requests. If you choose not to use the
data request form, your request should include:
• You are making a request, under the Government Data Practices Act (Minnesota Statutes,
Chapter 13), as a data subject, for data about you.
• Whether you would like to inspect the data, have copies of the data, or both.
• A clear description of the data you would like to inspect or have copied.
• Identifying information that proves you are the data subject, or data subject's parent /guardian.
The City of Shorewood requires proof of your identity before we can respond to your request for data.
If you are requesting data about your minor child, you must show proof that you are the minor's parent.
If you are a guardian, you must show legal documentation of your guardianship. Please see the
Standards for Verifying Identity located on page 9.
�..loerr we IresIpr.rr'd to a data Irequest
Once you make your request, we will work to process your request.
• If it is not clear what data you are requesting, we will ask you for clarification.
tAle do not hove the doto, tAle tnflAl notll�,l
• If we have the data, but the data are confidential or private data that are not about you, we will
notify you within 10 business days and state which specific law says you cannot access the data.
• If we have the data, and the data are public or private data about you, we will respond to your
request within 10 business days, by doing one of the following:
• Arrange a date, time, and place to inspect data, for free, if your request is to look at the
data, or
• Provide you with copies of the data within 10 business days. You may choose to pick up
your copies, or we will mail or fax them to you. We will provide electronic copies (such
as email or CD -ROM) upon request if we keep the data in electronic format.
Information about copy charges is on page 7.
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes,
sections 13.025 and 13.03 (2016)
We rAlffl Ptovide r°oti(,e to � " /ou otout out reqw ltefnen t to Pr'epox "/ lot (,oples
After we have provided you with access to data about you, we do not have to show you the data again
for 6 months unless there is a dispute or we collect or create new data about you.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please
let us know. We will give you an explanation if you ask.
The Government Data Practices Act does not require us to create or collect new data in response to a
data request if we do not already have the data, or to provide data in a specific form or arrangement if
we do not keep the data in that form or arrangement (for example, if the data you request are on paper
only, we are not required to create electronic documents to respond to your request). If we agree to
create data in response to your request, we will work with you on the details of your request, including
cost and response time.
In addition, we are not required under the Government Data Practices Act to respond to questions that
are not specific requests for data.
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes,
sections 13.025 and 13.03 (2016)
["�2SpOnSibl2/\UffiOritV
Name: Sandie Thone, City Clerk
Phone number/fax number/email address:
Di.'M.'� Pri.�[ti[2S COD7phi.n[2 []ffi[ii:d
Name: Sandie Thone, City Clerk
Im
Phone number/fax number/email address:
Di.'M.'� Pri.�(ti[2S Designee(s)
1) Name: Tvvi|e Grout, Administrative Assistant
City of Shorewood, Dated 5/8/2O17
Policy and procedures required by Minnesota Statutes, s
sections 1IO25 and 1IOJ(2O16)
The City of Shorewood charges data subjects for copies of government data. These charges are
authorized under Minnesota Statutes, section 13.04, subdivision 3.
You fnust por "/ lot the (,o ies f�elote rAle rAlfll give tf°iefn to
In determining the actual cost of making copies, we factor in employee time, the cost of the materials
onto which we are copying the data (paper, flash drive, CD, DVD, etc.), and mailing costs (if any).
If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will
charge you the actual cost we must pay an outside vendor for the copies.
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes,
sections 13.025 and 13.03 (2016)
IData II equest II c)ititn IfDat:a Subjecl
lo tequest ll4°!'to Os 0 ll°!°l!!" vfl�lw, "f,:`, "/ou fnust shoP Al a val(dsiate ID, lrf%ch as a driv 7Y`.5
Cor7lr:ur:l [n for rni.: ion
Data subject name:
Parent /Guardian name (if applicable):
Address:
Phone number /email address:
S lr;uffverifici,'lLi n
Request date:
Identification provided:
cVrn requesaling i.'c essa w ckai.c in ffiie following ing wi.Vy':
LL Inspection
LL Copies
LL Both inspection and copies
We will respond to your request within 10 business days.
Note lnspe(rf lion is lree l f )e City "l o/ sf°iote. Afood (J)Otgesk to lxrint f°iotd (,copies o/ rl'rlto
I deer i.ure Iii e di,'ulr:u II Turn re(I u es, in
Describe the data you are requesting as specifically as possible.
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes,
sections 13.025 and 13.03 (2016)
Staitdaitds fc)r &4 ir,n g �dernliit
The following constitute proof of identity.
• An adult individual must provide a valid photo ID, such as
• a state driver's license
• a military ID
• a passport
• a Minnesota ID
• a Minnesota tribal ID
• A minor individual must provide a valid photo ID, such as
• a state driver's license
• a military ID
• a passport
• a Minnesota ID
• a Minnesota Tribal ID
• a Minnesota school ID
• The parent or guardian of a minor must provide a valid photo ID and either
• a certified copy of the minor's birth certificate or
• a certified copy of documents that establish the parent or guardian's relationship to the
child, such as
• a court order relating to divorce, separation, custody, foster care
• a foster care contract
• an affidavit of parentage
• The legal guardian for an individual must provide a valid photo ID and a certified copy of
appropriate documentation of formal or informal appointment as guardian, such as
• court order(s)
• valid power of attorney
Note: Individuals who do not exercise their data practices rights in person must provide either notarized
or certified copies of the documents that are required or an affidavit of ID.
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes,
sections 13.025 and 13.03 (2016)
IIIc:)tice c:)f dc Ipt:ic:)iri c:)f IIMc:)de II c iiQ iii
Minnesota Statutes, section 13.025, subdivisions 2 and 3, require government entities to prepare
written policies that relate to public access to government data, and rights of subjects of data and
Minnesota Statutes, section 13.03, subdivision 2, requires entities to establish procedures so that data
requests are complied with appropriately and promptly.
Minnesota Statutes, section 13.073, subd. 6, requires the Commissioner of Administration to prepare
model policies and procedures to help government entities comply with those requirements. Entities
that choose to adopt the Commissioner's model policies must notify the Commissioner. Please use the
following statement to notify the Commissioner if you choose to adopt the model policies and
procedures.*
NQ)°I`ice Lo CQ:)l"nrnisasa[Q.)l"1er of Adrr1Eni ri.,VI':iom: 6 dQ)pi:[Q: n of Model Policies
The City of Shorewood has adopted the Commissioner's Model Policy for the Public and Model Policy for
Data Subjects. This notice to the Commissioner satisfies the City of Shorewood's obligation under
Minnesota Statutes, section 13.073, subdivision 6.
Sandie Thone
City Clerk and Data Practices Responsible Authority
May 8, 2017
*Government entities may submit this notification by mail or email:
Commissioner of Administration
c/o Information Policy Analysis Division (IPAD)
201 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
City of Shorewood, Dated 5/8/2017
Policy and procedures required by Minnesota Statutes, :1.0
sections 13.025 and 13.03 (2016)