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Privacy Policy

How Westport handles information on this Short-Term Rental permit website.

Not yet adopted. These policies have not completed legal review and have not been passed by City Council. They are drafts for internal and public preview only.

1. Who we are

This website is operated for Westport (“the City”) in connection with Short-Term Rental permitting under Westport Municipal Code (WMC) Chapter 17.22. The City is a Washington municipal corporation. Contact City Hall at (360) 268-0131 during Monday–Friday 8:30 AM to 5:00 PM (closed from 12:30-1:30 PM daily), or open a support request.

2. Scope

This policy describes personal and other information collected through this application (accounts, permit applications, inventory tools, support requests, cookies, and related features). It is not a complete description of every City department’s privacy practices. Official City sites (for example ci.westport.wa.us) may have additional notices.

3. Information we collect

  • Account and identity: name, email, phone, password or passkey credentials, role/permission assignments for staff.
  • Permit and property data: application contents, parcel and Short-Term Rental inventory fields, owner/operator/local representative contacts, uploads you attach, and related workflow status.
  • Support: help-request subjects, messages, and contact details you provide.
  • Technical and security: session identifiers (cookie name typically WESTPORT_STR_SESS), CSRF tokens, IP-related server logs as configured on the host, authentication events, and audit logs for sensitive staff actions.
  • Preferences: optional cookie consent choices; theme and form-wizard drafts in browser storage when Preferences cookies are allowed (see Cookie Notice).

Public directory and “by the numbers” pages publish approved or aggregate information. Some neighbor and contact details may be redacted or replaced for signed-out visitors.

4. How we use information

  • Operate Short-Term Rental permitting, inventory, and staff review workflows.
  • Authenticate users, protect against abuse, and maintain security and audit trails.
  • Respond to support requests and send transactional notices (for example email via the configured mail driver).
  • Improve accessibility and language preferences where those features are enabled.

We do not sell personal information. Optional analytics scripts are not loaded unless Analytics consent is given and a future integration is enabled.

5. Washington Public Records Act (PRA)

Records prepared, owned, used, or retained by the City in connection with this site may be public records under Washington’s Public Records Act, chapter 42.56 RCW, and City procedures in WMC Chapter 2.64.

Submitting information through this site does not make it confidential. Applications, messages, and other content may be disclosed in response to a valid public records request, unless an exemption under state or federal law applies. Exemptions are interpreted by the City’s Public Records Officer; this policy does not create new confidentiality rights.

To request City records, contact the Public Records Officer (City Clerk-Treasurer):

City of Westport — City Clerk / Public Records Officer
801 N. Montesano St.
PO Box 505
Westport, WA 98595
Phone: (360) 268-0131
City Clerk / public records information

The City prefers written requests and responds under the PRA’s timelines (including the five-business-day initial response under RCW 42.56.520). Do not use this permit site’s support form as a substitute for a formal public records request when you need City records under the PRA.

6. Sharing and processors

Information may be shared with City staff who need it for permitting or support; with technology vendors who host or transmit data under City direction (for example email/SMS providers configured in this application); and as required by law, court order, or public records obligations. County assessor/parcel data imported into the system remains subject to its source rules and the PRA once retained by the City.

7. Retention and security

Application, account, audit, and related records are retained according to City records schedules and permitting needs. Session cookies generally last for the browser session; cookie consent may be stored for up to one year. The City uses reasonable administrative and technical safeguards (HTTPS in production, hashed passwords, CSRF protections, access controls). No method of transmission or storage is completely secure.

8. Children’s privacy

This site is intended for adults conducting municipal permitting business. It is not directed to children under 13. We do not knowingly collect personal information from children for this service.

9. Your choices

  • Update account profile details when signed in.
  • Manage optional cookies via Cookie settings.
  • Request access to or correction of certain account data through City Hall or support, subject to law and verification.
  • Submit PRA requests to the Public Records Officer as described above.

10. Federal and other laws

Depending on context, federal laws such as the Americans with Disabilities Act (Title II) and other applicable statutes may also apply to City services. This policy does not limit rights under those laws. See the Accessibility Statement.

11. Changes

The City may update this page as the system or legal requirements change. Material changes should be reflected on this page with a revised effective date after City approval processes are complete.

Draft published for internal review — not yet an adopted City policy.