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Terms and Conditions

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Terms and Conditions

Legal Disclaimer of Warranties

Polk County provides the website and the service “as is” and “as available,” without warranty of any kind. Without limiting this, we expressly disclaim all warranties, whether express, implied or statutory, regarding the website and the service including without limitation any warranty of merchantability, fitness for a particular purpose, title, security, accuracy and non-infringement.

Polk County does not warrant that the service will meet your requirements; that the service will be uninterrupted, timely, secure or error-free; that the information provided through the service is accurate, reliable or correct; that any defects or errors will be corrected; that the service will be available at any particular time or location; or that the service is free of viruses or other harmful components. You assume full responsibility and risk of loss resulting from your downloading and/or use of files, information, content or other material obtained from the service.

Polk County has no control over, and shall not be responsible for, the information contained on any site which is linked, referenced or otherwise accessible via the website or service. Reference from the website or service to any non-governmental entity, product, service or information does not constitute an endorsement or recommendation by Polk County or any of its agencies or employees. Polk County does not endorse the views expressed by such sites, nor does Polk County warrant the validity of the information, the site’s security, privacy afforded the viewer, or the site’s fitness for any particular purpose.

Legal Disclaimer Regarding Links to Other Sites

Polk County has no control over, and shall not be responsible for, the information contained on any site which is linked, referenced or otherwise accessible via this website. Reference from this web page to any non-governmental entity, product, service or information does not constitute an endorsement or recommendation by the county or any of its agencies or employees. In addition, the county does not necessarily endorse the views expressed by such sites, nor does the county warrant the validity of any site’s information, the site’s security, privacy afforded the viewer, or the sites fitness for any particular purpose.

Privacy

The complete Privacy Policy is below.

Under Florida law, email addresses are public records. If you do not want your email address released in response to a public records request, do not send electronic mail to this entity. Instead, contact offices by phone or in writing.

Accessibility

Polk County is committed to providing our residents, including individuals with disabilities, access to its web-based information and services. We have designed this site for compliance with Priority One of the W3C Guidelines. In addition, we are compliant with guidelines in Section 508 of the Rehabilitation Act that are not covered in W3C Priority One. Pages on this site are reviewed and revised to be accessible to individuals with disabilities in accordance with provisions of Section 508 of the Workforce Investment Act and the Americans with Disabilities Act.

What information Polk County collects
“User Personal Information” is any information about one of our Users which could, alone or together with other information, personally identify them or otherwise be reasonably linked or connected with them. Information such as a username and password, an email address, a phone number, a real name, an Internet protocol (IP) address and a photograph are examples of “User Personal Information (UPI).”

User Personal Information does not include aggregated, non-personally identifying information that does not identify a user or cannot otherwise be reasonably linked or connected with them. We may use such aggregated, non-personally identifying information for research purposes and to operate, analyze, improve and optimize our website and service.

Registration information
We require some basic information at the time of account creation. When you create your own username and password, we ask you for a valid email address. The website or service may also request your phone number for receiving SMS/MMS messages.

Profile information
You may choose to give us more information for your account profile, such as your full name, an avatar which may include a photograph, your biography, your location, your company and a URL to a third-party website. This information may include UPI. Please note that your profile information may be visible to other users of our service.

Usage information
If you’re accessing our website or service, we automatically collect the same basic information that most services collect, subject, where necessary, to your consent. This includes information about how you use the service, such as the pages you view, the referring site, your IP address and session information, and the date and time of each request. This is information we collect from every visitor to the website or service, whether they have an account or not. This information may include UPI.

Cookies and similar technologies information
As further described below, and subject, where applicable, to your consent, we automatically collect information from cookies and similar technologies (such as cookie ID and settings) to keep you logged in, to remember your preferences and to identify you and your device.

Device information
We may collect certain information about your device, such as its IP address, browser or client application information, language preference, operating system and application version, device type and ID, and device model and manufacturer. This information may include UPI.

Information we collect from third parties
Polk County may collect UPI from third parties. Polk County does not purchase UPI from third party data brokers. We do not sell your UPI for monetary or other consideration.

How Polk County uses your information
We may use your information for the following purposes:
• To create your account and to provide you the service.
• User Personal Information, specifically your username, to identify you on the service.
• Profile Information to fill out your account profile and to share that profile with other users.
• Email address and phone number to communicate with you.
• User Personal Information to respond to support requests.
• User Personal Information to invite you to take part in surveys, beta programs or other research projects, subject, where necessary to your consent.
• Usage information and device information to better understand how our users use the service and to make improvements.
• User Personal Information if it is necessary for security purposes or to investigate possible fraud or attempts to harm Polk County or our users.
• User Personal Information to comply with our legal obligations, protect our intellectual property and enforce our Terms of Service.

We limit our use of your UPI to the purposes listed in this Privacy Policy. If we need to use your UPI for other purposes, we will ask for your permission first. You can always see what information we have, how we’re using it, and what permissions you have given us.

How Polk County shares your information
We may share your User Personal Information with third parties under one of the following circumstances. User Personal Information will not be shared with third parties, except where its release is required in accordance with Florida’s Public Records Law.

With your consent
We share your UPI, if you consent, after letting you know what information will be shared, with whom, and why. Additionally, you may direct us through your actions on the service to share your UPI.

With service providers
We share UPI with a limited number of service providers who process it on our behalf to provide or improve our service, and who have agreed to privacy restrictions similar to the ones in our Privacy Policy by signing data protection agreements or making similar commitments. Our service providers perform payment processing, customer support ticketing, network data transmission, security and other similar services. While Polk County processes all UPI in the United States, our service providers may process data outside of the United States.

For security purposes
Polk County may share your username, usage information and device information associated with your account to investigate or respond to a security incident that affects or compromises the security of the service.

For legal disclosure
Polk County strives for transparency in complying with legal process and legal obligations. Unless prevented from doing so by law or court order, or in rare, exigent circumstances, we make a reasonable effort to notify users of any legally compelled or required disclosure of their information.

Polk County may disclose UPI or other information we collect about you in accordance with Florida’s Public Records Law, or when we believe in good faith that disclosure is necessary to comply with our legal obligations, to protect our property or rights or those of third parties or the public at large.

Aggregate, non-personally identifying information
We share certain aggregated, non-personally identifying information with others about how our users, collectively, use our service, or how our users respond to our other offerings.

We do not sell your User Personal Information for monetary or other consideration.

Cookies
Polk County uses cookies to make interactions with our service easy and meaningful. Cookies are small text files that websites often store on computer hard drives or mobile devices of visitors. We use cookies and similar technologies to keep you logged in, remember your preferences and provide information for future development of Polk County services. For security purposes, we use cookies to identify a device. By using our website or service, you agree that we can place these types of cookies on your computer or device. If you disable your browser or device’s ability to accept these cookies, you will not be able to log in or use Polk County’s services.

Tracking and analytics
We use third-party analytics and service providers to help us evaluate our users’ use of Polk County’s services, compile statistical reports on activity and improve our content and service performance. We only use these third-party analytics providers on certain areas of our website, and they are limited in the type of UPI they can collect and the purpose for which they can process the information.

Some browsers have incorporated “Do Not Track” (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. Polk County responds to browser DNT signals and follows the W3C standard for responding to DNT signals.

How Polk County secures your information
Polk County takes all measures reasonably necessary to protect User Personal Information from unauthorized access, alteration or destruction; maintain data accuracy; and help ensure the appropriate use of UPI.

Transmission of data on the service is encrypted using SSH, HTTPS (TLS) and sensitive content is encrypted at rest.

No method of transmission, or method of electronic storage, is 100% secure; therefore, we cannot guarantee its security.
Changes to our Privacy Policy
Although most changes are likely to be minor, Polk County may change our Privacy Policy from time to time. We will provide notification to users of material changes to this Privacy Policy through our website at least 30 days prior to the change taking effect by posting a notice on our home page or sending email to the primary email address specified in your Account.

Questions
Questions about the Privacy Policy should be sent to support@polk-county.net.

Services that Polk County provides to you are subject to the following Terms of Service. Polk County reserves the right to update the Terms of Service at any time without notice to you.

Definitions
• The “Agreement” refers, collectively, to all the terms, conditions, notices contained or referenced in the “Terms of Service” or the “Terms” and all other operating rules, policies (including the Privacy Policy) and procedures that we may publish from time to time on the website.
• “Polk County,” “We,” and “Us” refer to Polk County, a political subdivision of the State of Florida, as well as its affiliates, directors, subsidiaries, contractors, licensors, officers, agents and employees.
• “The user,” “you,” and “your” refer to the individual person, company or organization that has visited or is using the website or service; that accesses or uses any part of the account; or that directs the use of the account in the performance of its functions. A user must be at least 13 years of age.
• The “service” refers to the applications, software, products and services provided by Polk County.
• The “website” refers to Polk County’s website located at polk-county.net, and all content, services and products provided by Polk County at or through the website. It also refers to Polk County-owned subdomains of polk-county.net. Occasionally, websites owned by Polk County may provide different or additional terms of service. If those additional terms conflict with this Agreement, the more specific terms apply to the relevant page or service.
• An “account” represents your legal relationship with Polk County. A “user account” represents an individual user’s authorization to log in to and use the service and serves as a user’s identity.
• “Content” refers to content featured or displayed through the website, including without limitation code, text, data, articles, images, photographs, graphics, software, applications, packages, designs, features and other materials that are available on the website or otherwise available through the service. “Content” also includes services. “User-Generated Content” is content, written or otherwise, created or uploaded by our users. “Your Content” is content that you create or own.

Account Terms
• You must be age 13 or older to use this service. If we learn of any user under the age of 13, we will terminate that user’s account immediately.
• You must be a human to create an account. Accounts registered by “bots” or other automated methods are not permitted.
• You must provide your name, a valid email address and any other information requested to complete the registration process.
• Your login may only be used by one person, i.e., a single login may not be shared by multiple people.
• You are responsible for maintaining the security of your account and password. Polk County cannot and will not be liable for any loss or damage from your failure to comply with this security obligation.
• You are responsible for all activity that occurs under your account.
• You may not use the service for any illegal or unauthorized purpose. You must not, in the use of the service, violate any laws in your jurisdiction, including but not limited to copyright or trademark laws.
• You understand that Polk County uses third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage and related technology required to run the service.
• You must not modify, adapt or hack the service or modify another website so as to falsely imply that it is associated with the service, Polk County or any other Polk County service.
• You agree not to reproduce, duplicate, copy, sell, resell or exploit any portion of the service, use of the service, or access to the service without the express written permission by Polk County.
• You understand that the technical processing and transmission of the service, including your content, may be transferred unencrypted and involve (a) transmissions over various networks; and (b) changes to conform and adapt to technical requirements of connecting networks or devices.
• You must not upload, post, host or transmit unsolicited email, SMS/MMS or “spam” messages.
• You must not transmit any worms or viruses or any code of a destructive nature.
• You understand that the service, including your content, may be disclosed in accordance with Florida’s Public Records Law.

SMS/MMS Terms
• When opted-in, you will receive text messages (SMS/MMS) to the mobile number(s) provided.
• The types of SMS/MMS messages may include emergency alerts or shift notifications related to the service.
• Message frequency will vary.
• Message and data rates may apply for any messages sent to you from us and to us from you. If you have any questions about your text plan or data plan, please contact your wireless provider.
• You can opt out of receiving SMS/MMS messages at any time through the service or by texting “STOP” to “POLKFL”. After you text “STOP” to us, we will send you an SMS reply to confirm that you have been unsubscribed. After this, you will no longer receive SMS/MMS messages from us. If you want to join again, just sign up as you did the first time or text “START” and we will start sending SMS/MMS messages to you again.
• For service support or assistance, text “HELP” to “POLKFL” or email support@polk-county.net.
• Carriers are not liable for delayed or undelivered messages.
• If you have any questions regarding privacy, please read our Privacy Policy.
• You understand that the service, including your content, may be disclosed in accordance with Florida’s Public Records Law.

Acceptable Use
Your use of the website and service must not violate any applicable laws, including copyright or trademark laws, export control or sanctions laws or other laws in your jurisdiction. You are responsible for making sure that your use of the service is in compliance with laws and any applicable regulations.

User-Generated Content and Responsibility for User-Generated Content
You may create or upload user-generated content while using the service. You are solely responsible for the content of, and for any harm resulting from, any user-generated content that you post, upload, link to or otherwise make available via the service, regardless of the form of that content. We are not responsible for any public display or misuse of your user-generated content.

Polk County May Remove Content
We do not pre-screen user-generated content, but we have the right (though not the obligation) to refuse or remove any user-generated content that, in our sole discretion, violates any Polk County terms or policies.

Intellectual Property Notice
Polk County’s Rights to Content
Polk County and our licensors, vendors, agents and/or our content providers retain ownership of all intellectual property rights of any kind related to the website and service. We reserve all rights that are not expressly granted to you under this Agreement or by law. The look and feel of the website and service is copyright © Polk County. All rights reserved.

Cancellation and Termination
Account Cancellation
It is your responsibility to properly cancel your account with Polk County. You can cancel your account at any time. We are not able to cancel accounts in response to an email or phone request.

Upon Cancellation
We will retain and use your information as necessary to comply with our legal obligations, resolve disputes and enforce our agreements.

Polk County May Terminate
Polk County, in its sole discretion, has the right to suspend or terminate your account and refuse any and all current or future use of the service, or any other Polk County service, for any reason at any time. Such termination of the service will result in the deactivation or deletion of your account or your access to your account, and the forfeiture and relinquishment of all content in your account. Polk County reserves the right to refuse service to anyone for any reason at any time.

Survival
All provisions of this Agreement which, by their nature, should survive termination will survive termination, including, without limitation: ownership provisions, warranty disclaimers, indemnity and limitations of liability.

Modifications to the Service
Polk County reserves the right at any time and from time to time to modify or discontinue, temporarily or permanently, the service (or any part thereof) with or without notice.

Polk County shall not be liable to you or to any third party for any modification, suspension or discontinuance of the service.

Limitation of Liability
You understand and agree that we will not be liable to you or any third party for any costs, claims, expenses, loss of profits, use, goodwill, or data, or for any incidental, indirect, special, consequential or exemplary damages, however arising, that result from:
• The use, disclosure or display of your user-generated content;
• Your use or inability to use the service;
• Any modification, suspension or discontinuance of the service;
• The service generally or the software or systems that make the service available;
• Unauthorized access to or alterations of your transmissions or data;
• Statements or conduct of any third party on the service;
• Any other user interactions that you input or receive through your use of the service; or
• Any other matter relating to the service.

Our liability is limited whether or not we have been informed of the possibility of such damages, and even if a remedy set forth in this Agreement is found to have failed of its essential purpose. We will have no liability for any failure or delay due to matters beyond our reasonable control.

Changes to These Terms
We reserve the right, at our sole discretion, to amend the Terms of Service at any time and will update the Terms of Service in the event of any such amendments. We will notify our users of material changes to this Agreement at least 30 days prior to the change taking effect by posting a notice on our website. For non-material modifications, your continued use of the website or service constitutes agreement to our revisions of the Terms of Service.

We reserve the right at any time and from time to time to modify or discontinue, temporarily or permanently, the website or service with or without notice.

Questions
Questions about the Terms of Service should be sent to support@polk-county.net.

To better serve its residents, Polk County may use digital engagement tools and websites, including social media platforms, to provide information in more places and more ways than were historically and traditionally available.

All content, including but not limited to text, comments, responses, posts, videos, live-video streams, writings, materials, documents, photographs, graphics, or other information of any kind that is created, posted, shared, distributed, or transmitted through any online medium—are public and are subject to disclosure, pursuant to Chapter 119, Florida Statutes and county public records policies.

This policy defines a social media platform as publicly accessible websites or applications for consuming and sharing audio, video, still-photo or written communication between the public and the county. Polk County’s social media platforms may include, but are not limited to: Facebook, X (Twitter), YouTube, Instagram, Nextdoor, LinkedIn and emergency notification services.

By posting or commenting on any social media platform used by the county, you elect to participate and take personal responsibility for your comments, your username, and any information you provide on a county site. This policy’s standards apply to all Polk County social media sites, accounts and platforms. This policy may be amended from time to time at the sole discretion of the county.

To protect your privacy and the privacy of others, please do not include sensitive personally identifiable information, such as licenses and social security numbers. County hosted platforms and websites should not be considered secure.

Practical and legal considerations may sometimes constrain, prevent or prohibit discussion by the county of certain topics, including, but not limited to, litigation, pending investigations and other topics through various media, including, but not limited to, social media.

Any references or links to a specific entity, product, service or organization posted by individuals on the county’s social media sites should not be considered an endorsement by the county, its employees, its departments, its agents or officers.

Polk County is not responsible for content that appears on links to external sites nor is Polk County responsible for and does not guarantee the authenticity, accuracy, appropriateness or security of any link, external website or its content.

Limited Public Forum
All social media platforms used by Polk County are designated as Limited Public Forums and are not traditional or open public forums. The county welcomes a person’s right to express opinions and encourages posters to keep comments relevant to the topic in question.

Posting on any Polk County social media platform by any visitor, follower, subscriber or fan, constitutes acceptance of the Terms of Use described in this policy. We encourage you to submit comments that are on topic; please address your comments to the specific topic(s) discussed.

Terms and Conditions
Members of the public who post, comment or otherwise submit content to a county social media site agree they have read, understand and explicitly agree to this policy, Terms and Conditions:

• I am submitting content voluntarily and on my own behalf.
• The content I post reflects my own original thoughts or work.
• I understand that the county has the right to re-post or share any content, photos or videos that I submit on any county social media site.
• I have read and understand this policy, including the right of the county to remove, or archive content as described in the county’s policy, and as may be required or allowed by law.
• I understand that any content I provide may be considered a “public record” under Florida law.
• I understand and agree that under Florida’s public records laws, the county social media sites are not proper vehicles for making requests for public information or public records under state law and any such requests should be made to the appropriate custodian of the records.
• I also understand that the views and comments expressed on this site only reflect those of the comment’s author, and do not necessarily reflect the official views of the county, its elected and appointed officers and employees, or its divisions and agencies.
• I understand and agree that my and others’ comments are subject archiving and that my comments and others’ comments are subject to removal in whole or in part from this site if my or their comments contain:

o Comments not directly on the topic raised for discussion, including random or unintelligible comments;
o Obscene, indecent, or profane language, or pornographic images, depictions or videos;
o Direct threats, or those that clearly promote violence;
o Content that promotes discrimination based on race, color, creed, sex, sexual orientation, national origin, ethnicity, age, disability or gender identity;
o The solicitation, promotion or endorsement of specific commercial services, products or entities;
o Links to any site or content posted by automatic software programs (i.e. “bots,” or their functional equivalent);
o Posts or comments which contain any external links to known malware sites or other dangerous content;
o The promotion or encouragement of any illegal activity;
o Any confidential or exempt information in violation of state or federal law, sensitive personally identifiable information or sensitive personal information that, if released, violates federal or state law;
o The promotion or endorsement of a political campaign or candidate;
o Information that compromises the public safety or security of the public or security systems;
o Information that directly interferes or compromises ongoing investigations, public safety tactics, or the safety of public safety officers; and/or
o Appear to violate the intellectual property right of the county or a third party under federal or state law.

Moderation of Content
Polk County’s social media platforms are intended to be “family friendly.” We reserve the right to remove (hide) inappropriate content and/or block anyone who repeatedly posts inappropriate material as determined by the county.

Posts that are deemed to be inappropriate by a social media platform may be removed or hidden. This occurs outside of Polk County’s control.

Any post that violates Polk County’s Terms of Use Agreement or disclaimer will be documented for records retention purposes and may be removed from public view. The comment maker may then be notified that he or she has violated this policy and/or the Terms of Use, specifying any and all provisions of this policy and/or Terms of Use that were violated.

When a post or comment has been removed, anyone aggrieved other than a county employee, agent or officer may seek to have the Communications Director reconsider the decision to edit or remove a comment. The aggrieved must provide the Communications Director a written request stating the reason or reasons why the comments do not fall within those limitations established in this policy or offer other bases to establish a right to publish the comments or other communications on the county’s social media sites.

The Communications Director, or other appropriate official, must render a written decision on the request within three business days (excluding official county holidays) of receipt of the request noting the basis for the decision. The decision of the Communications Director or other appropriate official will be the final administrative decision of the county.

When content is removed because it is a potential security breach or may contain a virus, the notice under this section is not required, but the person responsible for the post may appeal the decision by contacting the county.

Denial of Access
Polk County reserves the right to deny access to any Polk County social media site for any individual found in violation of our Terms of Use, at any time and without prior notice. We will notify users found in violation of our Terms of Use.

Questions
Questions about this policy or Terms of Use, should be directed to the Communications Division at (863) 534-6090.