The Columbia County Property Appraiser is committed to protecting the privacy and personal information of all users who access its online services and resources. This Privacy Policy outlines how information is collected, used, and safeguarded when you interact with our website and digital tools. Transparency and trust are central to our approach, ensuring that homeowners, business owners, and visitors can navigate property records, exemption applications, and online resources with confidence.
This policy details the types of information we may collect—whether provided voluntarily by users or gathered automatically—how it is stored and secured, and the ways it may be used to improve services, communicate updates, or comply with legal requirements. By using our website, you agree to the practices described herein, and we encourage all users to review this policy regularly to stay informed about how their data is handled.
Our goal is to provide a safe, reliable, and user-friendly online experience while respecting privacy rights and maintaining compliance with applicable laws and regulations.
Information We Collect
Understanding what information is collected when you use our services is a key part of maintaining transparency and protecting user privacy. The Columbia County Property Appraiser website collects data in two primary ways: information you provide voluntarily and information gathered automatically as you navigate the site. This section explains each type of data, why it may be collected, and how it helps us improve services while ensuring your privacy is respected.
Data You Provide Voluntarily
Voluntary information includes any data you choose to submit through our website. Examples include:
- Contact Forms: Name, email address, phone number, and message content when submitting inquiries.
- Exemption or Filing Assistance Requests: Information provided to receive guidance on Homestead, Senior, Veterans, or other property exemptions.
- Feedback and Surveys: Responses to satisfaction surveys or website feedback forms.
This data is used solely to respond to requests, provide requested services, or improve the user experience. We do not share voluntary personal information with third parties for marketing purposes.
Automatically Collected Information
Some information is collected automatically when you visit our website to enhance functionality and ensure security. This may include:
- IP Addresses and Browser Type: Helps identify technical issues and optimize the website for different devices.
- Pages Visited and Time Spent on the Site: Provides insight into user behavior to improve navigation and content relevance.
- Cookies and Tracking Technologies: Used to remember user preferences, maintain session information, and analyze traffic patterns.
Automatically collected information is generally aggregated and anonymized, ensuring that individual users cannot be personally identified. This data helps maintain a secure, efficient, and user-friendly online environment.
How We Use Your Information
The Columbia County Property Appraiser website collects both voluntary and automatically generated information to provide a better, more secure, and efficient experience for all users. Your data is used thoughtfully and responsibly, ensuring that any personal or technical information collected serves specific purposes related to service delivery, communication, and compliance with legal obligations.
For Service Improvements
Information collected from users is utilized to enhance website functionality, usability, and overall service quality. By analyzing patterns such as frequently visited pages, search queries, and feedback submissions, we can:
- Identify areas of the site that may require updates or improvements.
- Optimize online tools, such as the property search and tax estimator, for a smoother user experience.
- Ensure content is relevant, accurate, and accessible to residents, business owners, and professionals in Columbia County.
Aggregated and anonymized data is primarily used for these improvements, ensuring individual users remain private.
Communication & Notifications
Information you provide voluntarily, such as email addresses or phone numbers, may be used to:
- Respond to inquiries or requests submitted through contact forms.
- Send updates regarding exemption applications, filing deadlines, or system notifications.
- Provide announcements about new tools, services, or procedural changes relevant to property appraisal and taxation in Columbia County.
Communication is always related to services offered by the Property Appraiser’s Office or to facilitate your use of online resources. Your information will never be sold or shared for marketing purposes.
Legal and Compliance Purposes
The Property Appraiser’s Office may use collected information to comply with local, state, and federal laws, including:
- Maintaining accurate public property records.
- Ensuring proper assessment and taxation in accordance with Florida statutes.
- Responding to lawful requests for information from governmental or legal authorities.
In these instances, data handling is strictly regulated and used only to meet statutory obligations, protect public interests, and support transparency and accountability in property taxation.
Data Protection and Security Measures
Protecting the personal and technical information of users is a top priority for the Columbia County Property Appraiser. The website and its associated tools employ a range of security measures to safeguard data from unauthorized access, misuse, or disclosure. These measures are designed to ensure that both voluntary and automatically collected information remains secure while maintaining accessibility for legitimate users and purposes.
Encryption and Secure Access
All sensitive data transmitted through the website is protected using industry-standard encryption protocols, such as HTTPS and SSL/TLS. This ensures that information, including contact form submissions, exemption applications, or property inquiries, is securely transmitted and cannot be intercepted by unauthorized parties.
Secure access extends to internal portals and administrative tools, where multi-factor authentication (MFA) and strong password policies are implemented to prevent unauthorized logins. Encryption is continuously updated to meet current best practices and maintain compliance with federal and state data security standards.
Internal Access Restrictions
Access to user data within the Property Appraiser’s systems is strictly controlled and limited to authorized personnel who require it to perform official duties. This includes staff responsible for processing exemptions, maintaining property records, or responding to inquiries.
Internal access policies include:
- Role-based permissions to ensure employees only see the information necessary for their responsibilities.
- Regular audits to monitor and verify proper access and usage.
- Training for staff on privacy best practices, data handling, and compliance with Florida law.
These measures reduce the risk of accidental or unauthorized exposure of personal or sensitive information.
Additional Security Practices
Beyond encryption and access controls, additional safeguards are in place to protect data integrity and confidentiality:
- Regular Security Updates: Software, plugins, and systems are updated to patch vulnerabilities.
- Firewalls and Intrusion Detection: Systems are monitored for suspicious activity and unauthorized access attempts.
- Data Backups: Regularly scheduled backups ensure that information can be restored in the event of system failures or data loss.
- Monitoring and Incident Response: Any potential security incidents are promptly investigated, mitigated, and reported according to policy.
By combining these technical, procedural, and administrative safeguards, the Columbia County Property Appraiser demonstrates a commitment to protecting user data, ensuring that all property information and personal details remain secure and reliable.
Opt-Out Preferences
The Columbia County Property Appraiser website respects user preferences regarding the collection and use of personal information. Users have the right to limit certain types of data usage, particularly when it comes to communications, analytics, or non-essential services. Providing clear options for opting out ensures that residents, business owners, and other visitors maintain control over their personal information while still accessing essential property-related resources.
How to Limit the Use of Your Data
Users can manage their data preferences in several ways:
- Opting Out of Communications: If you prefer not to receive notifications, updates, or informational emails, you can unsubscribe directly through links provided in email communications or contact the Property Appraiser’s Office to adjust your communication settings.
- Browser-Based Controls: Many web browsers allow users to limit cookies, block tracking technologies, or delete stored site data. Adjusting these settings can reduce the collection of automatically generated information.
- Direct Requests to the Property Appraiser’s Office: For specific requests regarding the restriction of personal data usage—such as limiting disclosure in aggregated reports or opting out of certain data-sharing practices—you can contact the office via phone, email, or written request.
By exercising these options, users can control how their information is collected, used, or shared, while still maintaining access to essential services like property searches, exemption applications, and tax estimation tools.
Sharing & Third-Party Services
The Columbia County Property Appraiser is committed to protecting user information while providing valuable services through its website. While most data is used internally to enhance services, some information may be shared under specific circumstances or with trusted third-party service providers. This section explains when and why information might be shared, and how third-party tools and services interact with user data.
When and Why We Share Information
Information may be shared in limited situations, including:
- Legal Compliance: To comply with federal, state, or local laws, regulations, or legal processes.
- Public Record Requirements: Certain property information is part of the public record and may be disclosed as required under Florida’s public records laws.
- Service Support: When necessary to facilitate specific requests or services submitted by users, such as exemption applications or property record inquiries.
All shared information is handled responsibly and only to fulfill official duties or legal obligations. Personal data is never sold or used for marketing purposes.
Third-Party Tools and Services
The website may use trusted third-party tools to improve functionality, enhance analytics, or provide specialized services. Examples include:
- Mapping and GIS Tools: For interactive parcel maps and property visualization.
- Form Processing Services: To handle submissions of exemption applications, contact forms, or feedback.
- Analytics and Performance Monitoring: To assess site usage, optimize user experience, and ensure reliable operation.
These third-party services may have their own privacy practices. While we carefully select and monitor these providers, users are encouraged to review the privacy policies of any third-party services accessed through the Property Appraiser website.
Your Rights & Data Control Options
The Columbia County Property Appraiser values transparency and empowers users to maintain control over their personal information. You have the right to access, review, update, or request the deletion of the data collected about you. These rights ensure that your information is accurate, relevant, and handled according to your preferences while maintaining compliance with applicable laws.
Requesting Data Access or Deletion
Users can request access to the personal information the Property Appraiser’s Office has collected. This includes details submitted through contact forms, exemption applications, or other online interactions. Requests can be made by:
- Submitting a formal inquiry via the contact form, email, or postal mail.
- Specifying the type of data you wish to access or have removed.
- Receiving confirmation of data access, or notification if certain information cannot be deleted due to legal or administrative requirements.
All requests are processed in a timely manner, ensuring compliance with privacy regulations while maintaining essential operational needs.
Updating Your Personal Information
To keep records accurate, users should update personal information when there are changes to:
- Name or contact details (phone, email, mailing address)
- Residency status or ownership information
- Exemption eligibility or property-related documentation
Updates can be made directly through the Property Appraiser’s online portals, or by contacting the office via phone, email, or in person. Regular updates help prevent errors in property records, exemption processing, and communication.
Changes to This Privacy Policy
The Columbia County Property Appraiser is committed to transparency and user trust, and part of that commitment involves keeping our Privacy Policy current. As technology, legal requirements, and internal practices evolve, we may update this policy to reflect new procedures for data collection, storage, security, or usage. These updates ensure that the information we maintain about users is handled responsibly and in compliance with Florida laws, industry standards, and best practices for online privacy. Users are encouraged to review the policy periodically to understand how their data is protected and how updates may affect their interaction with our website and services.
Notification of Updates
Whenever significant changes are made to the Privacy Policy, users will be notified through prominent notices on the website. Such notifications may include:
- A banner or pop-up alerting visitors to the update.
- Summary of key changes in data collection, usage, or third-party sharing practices.
- Instructions or recommendations for users on how to adjust their privacy settings or opt-out preferences if applicable.
Minor updates, such as editorial clarifications or adjustments to reflect routine operational changes, may not trigger notifications but are implemented immediately to maintain compliance and data protection standards. Users are encouraged to check the Privacy Policy regularly to ensure they are aware of the most current practices.
Date of Last Revision
Each version of the Privacy Policy includes a clearly stated “Last Revised” date at the top of the document. This date indicates the most recent update and serves as a reference point for users to determine whether they are reviewing the latest version. Tracking the revision history helps users understand the evolution of data handling practices, assess any changes that may affect their privacy, and maintain confidence in the website’s commitment to security and transparency.
Contact Us for Privacy Concerns
The Columbia County Property Appraiser is committed to addressing any questions or concerns regarding the collection, use, or protection of personal information. Users who have inquiries about their data, need assistance managing privacy settings, or wish to exercise their rights under this Privacy Policy are encouraged to contact the office directly. Providing clear and accessible contact options ensures that all users can receive timely guidance and support regarding privacy matters.
How to Reach the Columbia County Property Appraiser
Users can contact the Property Appraiser’s Office for privacy-related concerns through multiple channels:
- Phone: Call the office during business hours to speak with a representative about privacy questions or data access requests.
- Email: Send detailed inquiries regarding personal information, data access, or opt-out preferences to the official office email address.
- Mail: Submit written requests or concerns via postal mail to the office’s administrative address. Include your contact information and a clear description of the privacy issue.
- In-Person: Visit the main office in Lake City to discuss privacy concerns directly with staff, including requests for data access, corrections, or deletion.
All requests are handled in accordance with Florida law and the office’s internal procedures to ensure timely, secure, and accurate responses. Users are encouraged to provide as much information as possible to facilitate efficient resolution of privacy inquiries.