Privacy Policy

The City of Holbrook is committed to protecting your privacy and ensuring transparency in how we collect, use, and safeguard your personal information. This Privacy Policy explains how we handle information collected through our website, including forms for submitting concerns, signing up for notifications, and other services. By using our website, you agree to the practices described below. For any questions, our contact information is available at the bottom of every page on our website.

1. Information We Collect

We may collect the following types of information when you interact with our website:

• Personal Information: When you submit a concern, sign up for text or email notifications, or apply to be a vendor, we may collect details such as your name, email address, phone number, and mailing address.

• Non-Personal Information: We may collect anonymized data about your website usage, such as browser type, IP address, pages visited, and time spent on the site, to improve our services and user experience.

• Vendor Application Data: Contractors submitting applications (e.g., for housing rehabilitation projects) may provide business details, licensing information, DUNS numbers, and CAGE codes, as required by federal and state grant programs.

2. How We Use Your Information

The City of Holbrook uses your information to:

• Process and respond to concerns submitted through our website.

• Deliver text and email notifications about emergencies, trash schedule changes, city events, or City Council meetings.

• Evaluate and manage vendor applications for city projects, including verifying qualifications with state and federal registries (e.g., SAM.gov).

• Improve our website’s functionality and user experience through anonymized analytics.

• Comply with legal obligations, such as public records requests under Arizona law.

We do not use your information for commercial purposes or share it beyond what is necessary to provide these services, except as required by law.

3. How We Protect Your Information

We take reasonable steps to protect your personal information, including:

• Using secure systems to store data collected through forms.

• Limiting access to your information to authorized city personnel, such as the City Clerk, Program Coordinator, or Finance Director, who need it to perform their duties.

• Complying with applicable federal and state regulations, including those governing grant-funded programs like HOME and CDBG.

While we strive to protect your data, no online system is completely secure. We encourage you to use caution when sharing sensitive information.

4. Sharing Your Information

We may share your information in the following cases:

• With city departments or staff (e.g., Code Compliance Officer or Finance Director) to address your concerns or process vendor applications.

• With state or federal agencies (e.g., Arizona Department of Housing) to comply with grant program requirements.

• When required by law, such as in response to a court order or public records request under Arizona Revised Statutes.

• With third-party service providers (e.g., website hosting or analytics providers) who are contractually obligated to protect your data and use it only for the services they provide to the city.

We do not sell or rent your personal information to third parties.

5. Third-Party Links

Our website may link to external sites, such as our Facebook page or YouTube channel for livestreams, or state and federal portals (e.g., SAM.gov). These sites have their own privacy policies, and the City of Holbrook is not responsible for their practices. Please review their policies before sharing information.

6. Cookies and Tracking

Our website may use cookies or similar technologies to collect non-personal information, such as how you navigate the site. These help us understand user behavior and improve our services. You can manage cookie preferences through your browser settings, but disabling cookies may affect website functionality.

7. Your Rights

Under Arizona law, you may have the right to request access to or correction of your personal information held by the city, subject to public records laws. To make a request, contact us using the information at the bottom of every page on our website. For concerns submitted or notifications signed up for, you may also request to update or remove your information, unless retention is required by law.

8. Retention of Information

We retain personal information only as long as necessary to fulfill the purposes outlined in this policy or as required by law (e.g., grant program compliance or public records retention schedules). For example, vendor application data may be retained for the duration of the pre-qualified contractor list’s validity, and concern submissions may be kept per Arizona public records laws.

9. Changes to This Privacy Policy

The City of Holbrook may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted on this page, and we encourage you to review it periodically. Your continued use of the website after changes constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please reach out using the contact details at the bottom of every page on our website. You can also contact our City Clerk, Lisa Hunt, at lisa.hunt@holbrookaz.gov or (928) 524-6225 for assistance.

Thank you for trusting the City of Holbrook with your information as we work to serve our community!