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2021 Data Practices Policy for Data Subjects /źƷǤ ƚŅ {ŷƚƩĻǞƚƚķ IĻƓƓĻƦźƓ /ƚǒƓƷǤͲ aźƓƓĻƭƚƷğ Data Practice Policy for Data Subjects 1 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone Data about you 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. Classification of data about 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 data 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: 9ǣğƒƦƌĻʹ WƚŷƓ {ƒźƷŷͲ ЎЉЉЉ {ƒźƷŷ 5ƩͲ {ƒźƷŷƷƚǞƓͲ ab ЎЎЉЉЉͳ \[źĭĻƓƭĻ ğƦƦƌźĭğƓƷ ŅƚƩ hƓΏ{ğƌĻ \[źƨǒƚƩ \[źĭĻƓƭĻ ŅƚƩ {ƒźƷŷƷƚǞƓ \[źƨǒƚƩƭ Private data 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: 9ǣğƒƦƌĻʹ {ƚĭźğƌ {ĻĭǒƩźƷǤ bǒƒĬĻƩʹ ЍЏБΏББΏ Confidential data 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: 9ǣğƒƦƌĻʹ WƚŷƓ {ƒźƷŷ ğƭ ƒğƓķğƷĻķ ƩĻƦƚƩƷĻƩ ƚŅ ĭƚƒƦƌğźƓƷ ƩĻŭğƩķźƓŭ ĭŷźƌķ ğĬǒƭĻ Data Practice Policy for Data Subjects 2 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone Your rights under the Government Data Practices Act 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. Access to your data 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 collect data from you 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. LŅ Ǥƚǒ ǞğƓƷ ǒƭ Ʒƚ ƩĻƌĻğƭĻ ķğƷğ Ʒƚ ğƓƚƷŷĻƩ ƦĻƩƭƚƓͲ Ǥƚǒ ƒǒƭƷ ǒƭĻ ƷŷĻ ĭƚƓƭĻƓƷ ŅƚƩƒ ǞĻ ƦƩƚǝźķĻ͵ Protecting your data 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. Data Practice Policy for Data Subjects 3 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone When your data are inaccurate and/or incomplete 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. How to make a request for 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. I The City of Shorewood requires proof of your identity before we can respond to your request for data. If you are a guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity located on page 9. How we respond to a data request 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. LŅ ǞĻ ķƚ ƓƚƷ ŷğǝĻ ƷŷĻ ķğƷğͲ ǞĻ Ǟźƌƌ ƓƚƷźŅǤ Ǥƚǒ źƓ ǞƩźƷźƓŭ ǞźƷŷźƓ ЊЉ ĬǒƭźƓĻƭƭ ķğǤƭ͵ 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: o Arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or o 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. Data Practice Policy for Data Subjects 4 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone Ļ Ǟźƌƌ ƦƩƚǝźķĻ ƓƚƷźĭĻ Ʒƚ Ǥƚǒ ğĬƚǒƷ ƚǒƩ ƩĻƨǒźƩĻƒĻƓƷ Ʒƚ ƦƩĻƦğǤ ŅƚƩ ĭƚƦźĻƭ͵ 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. Data Practice Policy for Data Subjects 5 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone Data Practices Contacts Responsible Authority Name: Sandie Thone, City Clerk/Human Resources Director Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Phone number/email address: Phone: 952-960-7900, Email: sthone@ci.shorewood.mn.us Data Practices Compliance Official Name: Sandie Thone, City Clerk/Human Resources Director Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Phone number/email address: Phone: 952-960-7900, Email: sthone@ci.shorewood.mn.us Data Practices Designee(s) 1) Name: Mike Meehan, Chief of Police, South Lake Minnetonka Police Department Address: SLMPD, 24150 Smithtown Road, Shorewood, MN 55331 Phone number/email address: Phone: 952-474-3261, Email: info@southlakepd.com 2) Name: Laura Holtan, Administrator, South Lake Minnetonka Police Department Address: SLMPD, 24150 Smithtown Road, Shorewood, MN 55331 Phone number/email address: Phone: 952-474-3261, Email: info@southlakepd.com 3) Name: Brenda Pricco, Deputy Clerk, City of Shorewood Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Phone number/email address: Phone: 952-960-7901, Email: bpricco@ci.shorewood.mn.us Data Practice Policy for Data Subjects 6 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone Copy Costs Data Subjects The City of Shorewood charges data subjects for copies of government data. These charges are authorized under Minnesota Statutes, section 13.04, subdivision 3. ƚǒ ƒǒƭƷ ƦğǤ ŅƚƩ ƷŷĻ ĭƚƦźĻƭ ĬĻŅƚƩĻ ǞĻ Ǟźƌƌ ŭźǝĻ ƷŷĻƒ Ʒƚ Ǥƚǒ͵ Actual cost of making the copies 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. Data Practice Policy for Data Subjects 7 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone Data Request Form Data Subjects ƚ ƩĻƨǒĻƭƷ ķğƷğ ğƭ ğ ķğƷğ ƭǒĬƆĻĭƷͲ Ǥƚǒ ƒǒƭƷ ƭŷƚǞ ƌźĭĻƓƭĻͲ ƒźƌźƷğƩǤ L5Ͳ ƚƩ ƦğƭƭƦƚƩƷ ğƭ ƦƩƚƚŅ ƚŅ źķĻƓƷźƷǤ͵ Contact information Data subject name: Parent/Guardian name (if applicable): Address: Phone number/email address: Staff verification Request date: Identification provided: I am requesting access to data in the following way: Inspection Copies Both inspection and copies We will respond to your request within 10 business days. bƚƷĻʹ LƓƭƦĻĭƷźƚƓ źƭ ŅƩĻĻ͵ ŷĻ /źƷǤ ƚŅ {ŷƚƩĻǞƚƚķ ĭŷğƩŭĻƭ Ʒƚ ƦƩźƓƷ ŷğƩķ ĭƚƦźĻƭ ƚŅ ķğƷğ͵ These are the data I am requesting: Describe the data you are requesting as specifically as possible. Data Practice Policy for Data Subjects 8 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone Standards for Verifying Identity The following constitute proof of identity. An adult individual must provide a valid photo ID, such as o o a military ID o a passport o a Minnesota ID o a Minnesota tribal ID A minor individual must provide a valid photo ID, such as o o a military ID o a passport o a Minnesota ID o a Minnesota Tribal ID o a Minnesota school ID The parent or guardian of a minor must provide a valid photo ID and either o a certified copy o o 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 o court order(s) o 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. Data Practice Policy for Data Subjects 9 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone Notice of Adoption of Model Policies 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 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.* Notice to Commissioner of Administration: Adoption of Model Policies The City of Shorewood Data Subjects. This notice to the Commissioner satisfies the City of Shorewood Minnesota Statutes, section 13.073, subdivision 6. Sandie Thone City Clerk/Human Resources Director and Data Practices Responsible Authority Adoption of Model Policy Notice to Commissioner Submitted May 8, 2017 *DƚǝĻƩƓƒĻƓƷ ĻƓƷźƷźĻƭ ƒğǤ ƭǒĬƒźƷ Ʒŷźƭ ƓƚƷźŅźĭğƷźƚƓ ĬǤ ƒğźƌ ƚƩ Ļƒğźƌʹ Commissioner of Administration c/o Information Policy Analysis Division (IPAD) 201 Administration Building 50 Sherburne Avenue St. Paul, MN 55155 info.ipad@state.mn.us Data Practice Policy for Data Subjects 10 Annual Review and Update Dated 5/24/2021 MN 13.025 and 13.03;Sandie Thone