Website Policy Draft
Status: Draft for official review
Prepared: August 26, 2026
Proposed effective date: Upon approval and publication

The Village of Aurora, New York (the “Village,” “we,” “us,” or “our”) respects the privacy of people who use its website and online services. This policy explains what information may be collected through the Village website, how the information is used and disclosed, and the choices available to users.

1.1. Scope

This policy applies to the Village website at villageofaurorany.gov and to online forms, payment pages, and other digital services operated by or on behalf of the Village. It does not govern a third-party website or service that has its own privacy policy, even when the Village links to or embeds that service.

Some online payments may be completed on a page hosted by a payment processor, while other payment functions may be securely integrated into the Village website. Information collected directly by a payment processor is also governed by that processor’s privacy and security terms.

2.2. Information We May Collect

Information collected automatically

When you visit the website, the Village’s hosting, security, and website systems may automatically record limited technical information, including:

Internet Protocol (IP) address and approximate network location;

Date and time of access, pages requested, referring page, and links used;

Browser type, operating system, device type, and similar technical details;

Server, security, diagnostic, and error-log information; and

Cookie or similar identifiers needed for website operation, security, preferences, or measurement.

The Village does not use website information to sell personal information or to build commercial advertising profiles.

Information you provide

The Village may collect information you voluntarily provide when you:

Send an email, submit a contact form, or request information;

Complete an application, permit, license, complaint, survey, or other government form;

Subscribe to notices, alerts, meeting information, or other communications;

Pay a property-tax bill, water or sewer bill, permit or license fee, or other Village charge; or

Submit documents or other information for a Village service or proceeding.

Depending on the service, this information may include your name, mailing or service address, email address, telephone number, parcel or account number, payment amount, transaction reference, application details, correspondence, and documents you submit.

Payment card and bank-account credentials are processed by the Village’s authorized payment processor. The Village website is not designed to retain full payment card numbers, card security codes, online-banking credentials, or full bank-account numbers on Village website servers. The Village may receive and retain limited payment information such as payer name, billing address, payment method type, last four digits, amount, date, status, and transaction identifier.

3.3. How We Use Information

The Village may use information collected through the website to:

Provide information, services, forms, and public notices;

Process and reconcile payments and issue transaction confirmations;

Respond to questions, requests, complaints, and applications;

Administer Village programs, permits, licenses, utilities, taxes, and fees;

Maintain government records and meet legal, audit, financial, and reporting obligations;

Protect the website, Village systems, users, and public resources from fraud, misuse, and cybersecurity threats;

Measure website performance and improve usability and accessibility; and

Carry out other purposes that are reasonably apparent when you provide the information or that are authorized by law.

4.4. When Information May Be Disclosed

The Village may disclose information when reasonably necessary for official purposes, including to:

Village officials, employees, boards, departments, and authorized representatives who need the information to perform their duties;

Payment processors, website hosts, software providers, consultants, auditors, financial institutions, and other vendors that support Village operations;

Other government agencies, courts, law-enforcement bodies, or regulators when authorized or required by law;

Protect the rights, safety, systems, funds, or property of the Village, the public, or another person; and

Comply with a subpoena, court order, audit, records request, legal process, or other lawful obligation.

Information submitted to a New York local government may become a government record. Records may be subject to the New York Freedom of Information Law (FOIL) and other disclosure requirements, subject to applicable exemptions and protections for personal privacy, security, law enforcement, and other protected interests. The Village cannot promise that information submitted through the website will remain confidential when disclosure is required by law.

5.5. Cookies, Analytics, and Embedded Services

The website may use essential cookies or similar technologies to operate forms, maintain security, remember preferences, and support basic website functions. The Village may also use privacy-conscious analytics to understand traffic and improve services. If third-party maps, videos, document viewers, calendars, payment forms, or other embedded services are used, those providers may receive technical information or place their own cookies under their policies.

You can control cookies through your browser settings. Blocking some cookies may prevent parts of the website or an online transaction from working correctly.

6.6. Records Retention

The Village retains government records in accordance with applicable law, audit requirements, litigation holds, and the records-retention schedule adopted by the Village, including the New York State Archives’ Local Government Records Retention and Disposition Schedule (LGS-1) when applicable. Retention periods vary by record type. Technical logs and temporary website data may be retained for shorter periods when no longer needed for security, operations, or legal purposes.

Third-party service providers, including payment processors, may retain information under their own legal obligations and retention policies.

7.7. Security

The Village uses reasonable administrative, technical, and physical safeguards appropriate to the nature of the information and the services provided. These measures may include access controls, encryption in transit, monitoring, backups, vendor controls, and security updates. No website, email system, or electronic transmission can be guaranteed to be completely secure. Do not send full payment card numbers, bank-account numbers, Social Security numbers, passwords, or other highly sensitive information by ordinary email unless the Village specifically provides a secure method and requests that information.

8.8. Your Choices and Requests

Optional submissions. You may choose not to send an email, complete an optional form, subscribe to notices, or make a payment online. Choosing not to provide required information may prevent the Village from completing the requested transaction or service. Alternative payment or submission methods may be available from the Village Clerk.

Communications. You may use the unsubscribe method in an optional email or alert service, when provided. Transactional or legally required notices may still be sent when permitted by law.

Access or correction. You may contact the Village Clerk to ask about personal information submitted through the website or to request a correction. Access, correction, and disclosure remain subject to applicable records laws, identity verification, retention duties, and legal exemptions.

Cookies. You may adjust browser settings to limit cookies, recognizing that some functions may not operate properly.

9.9. Children

The website is intended to provide general government information and services and is not directed to children under 13. A parent, guardian, teacher, or other responsible adult should assist a child who needs to submit personal information for a Village program. If you believe a child submitted personal information inappropriately, contact the Village Clerk.

10.10. External Links

Links to federal, State, county, local, nonprofit, commercial, or other third-party websites are provided for convenience and public information. A link does not mean the Village endorses that website, its content, accessibility, security, products, services, or policies. Once you leave the Village website, the destination site’s terms and privacy policy apply.

11.11. Policy Changes

The Village may revise this policy when technology, services, vendors, law, or Village practices change. The current version will be posted on the website with an updated effective or revision date. Material changes will apply prospectively unless law requires otherwise.

12.Contact Us

Questions, requests, or concerns about this policy may be directed to:

Village Clerk
Village of Aurora

456 Main Street
Aurora, New York 13026
Phone: (315) 364-7293
Email: webmaster@villageofaurorany.gov