Privacy Policy and Disclaimer

This policy and disclaimer outline how your information may be collected, used, and safeguarded. By accessing the City of Bend website, you acknowledge that you have read, understand, and accept these terms.

The City of Bend website may be used for authorized purposes only. The City may monitor and audit usage of this system. Use of this system constitutes consent to such monitoring and auditing. Unauthorized attempts to upload information and/or change information are strictly prohibited and are subject to prosecution under appliable state or federal laws.

When you visit our website and browse, read pages, or download information, we gather and store certain information about your visit:

• The Internet Protocol (IP) Address and domain name used.
• The type of browser and operating system you used.
• The date and time you visited this site.
• The web pages or services you accessed at this site.
• The website you visited prior to coming to this website.

This information is analyzed to determine how our website is being used so that we may continually improve the site’s usefulness to the public. This information does not identify you personally.

We will only collect personal information about you if you voluntarily provide it to us. The personal information you volunteer is limited to what is required to assist you in doing business with the city via the website.

The City of Bend offers online services to enhance services and to make them more convenient and accessible. If during your visit to the City of Bend website you access online services, we will collect additional information related directly to the service you are accessing. We will limit the information requested to only the information we need to conduct the service. Except as may be required or provided by law, we will not use the information you provide us for any other purpose without your permission.

If during your visit to our website, you participate in a survey, send an email, or perform some other transaction online, the following additional information will be collected:

• Information volunteered in response to a survey.
• The email address, and contents of the email, for those who communicate via email.
• Information volunteered through an online form or transaction for any other purpose.

We collect and retain personal information for the following purposes:

• To process your requests for services, products, or further information.
• To communicate with you regarding services or products that you have requested.
• To identify you if you have a question or concern about the service or product that you have requested.
• To route your request to another agency for appropriate action.
• To enhance website services and any business function processing.
• To meet legal and regulatory requirements.

We will not share or sell personal information to third-party organizations unless required to do by law.

A cookie is a small text file created by a Web server and stored on your computer hard drive. Cookies save unique information that the Web server can access while you are browsing our website. Typically, cookies save information such as your websites preferences, the date you last looked at a specific page, or a random number used to identify your Web session. Cookies help us measure how many visitors come to our website and how many of these visitors are new or returning.

Cookies placed on your computer by our Web management tools are written so they can only be used by our Web tools, and they only retrieve specific information. We do not gather information from you, from other cookie files, or access any other information on your computer.

Most Web browsers allow you to deny or accept the cookie feature (refer to your browser’s help function for details). You can control the use of cookies on your computer, and even eliminate them. However, eliminating cookie use may interfere with the function of some City of Bend website services.

All information you provide and we collect at this site becomes public record that may be subject to inspection and copying by the public, unless an exemption in law exists.

The City of Bend is a governmental agency and therefore subject to the state laws regarding retention and disclosure of public records. These laws, commonly known as the Public Records Act are found in Oregon Revised Statutes (ORS) Chapter 192.  These laws exist to ensure that the government conducts its business in a manner open to the public and provides the public the right to access most records, documents, and information used and possessed by all governmental entities. All information collected at this site becomes public record unless an exemption in law exists.

Although the Public Records Act favors disclosure of records, there are exemptions or exceptions to disclosure of certain types of records and personal information under both state and federal law. Information that is exempt from disclosure may be identified as such. Note that in the event of a conflict between this Privacy Policy and state or federal law governing disclosure of record, the state or federal law will control.

The City of Bend makes every effort to protect the personal information of those who visit the City’s official website. The city has put in place administrative, technical, and physical controls to safeguard and secure the information we collect online to prevent unauthorized access and ensure the correct use of information.

Secure Transmission

This website uses the industry standard encryption software Secure Socket Layer (SSL) to enable secure transmission of data. The URL in your browser will change to “HTTPS” instead of “HTTP” when this security feature is invoked. Your browser may also display a lock or key symbol on its task bar to indicate invoked secure transmission. If these indicators are not present, information may be susceptible to interception by other parties. Most internet email communication is not considered secure. If you are communicating sensitive information, consider sending it by postal mail or contacting the city by phone.

Online Payments

The City of Bend contracts with third-party services to provide secure electronic payment options for various processes and business functions. Each of these third-party services is obligated to protect the privacy of individuals and ensure an industry standard level of security. Users are encouraged to read the privacy statements for the particular sites that allow for the online payments.

The City of Bend website has links to other websites. These include links to websites operated by other government agencies, non-commercial organizations and, at times, private businesses. When you link to another site, you are no longer on the City of Bend website and this Privacy Policy will not apply. When you leave our site, we encourage you to read the privacy statement of each website that you visit before you provide any personal information.

Most of the content of the City’s public website is generated by City staff, including text, images, videos, audio clips, etc. If you feel that there is any unlawful content or infringement of a third party, please email web@bendoregon.gov.

The City of Bend uses SeeClickFix under the title “Bend Works”, an online and mobile service request system, to power its mobile app and reporting forms. SeeClickFix is an application that allows community members to report non-emergency issues to the city. SeeClickFix can be used via the Web on a desktop computer, laptop, mobile phone, or tablet or via a mobile device using the Bend Works mobile app.

SeeClickFix is a public application. Your username and the service request information you enter will be visible to the public unless you submit it as private. Requests submitted as private will only be visible to the submitter and to the City. The City will not disclose requests submitted as private unless required to do so by law, including the Oregon public records law. You may choose a username that will not reveal your identity, however email address associated with your username may be subject to disclosure under the public records law.

When enabled by the organizer, City of Bend AI meeting tools may capture audio, video, screen sharing, and transcribed speech to provide features such as recaps, AI generated summaries, action items, and highlights. Participants are notified at the start of a meeting if recording or transcription is active. Recaps and summaries are shared with internal City participants and become City records subject to retention and disclosure requirements. External attendees receive access to recordings or transcripts only if the organizer explicitly shares them.

City meeting materials, including recordings, transcripts, chat, and AI generated recap content, are public records and may be disclosed upon request unless an exemption applies. Records are retained in accordance with Oregon law and approved retention schedules, and public records requests are handled by the City Recorder as custodian of the City’s public records.

The City applies access, governance, security, and retention controls to meeting data consistent with Oregon law and City policy. Meeting data is stored within the City of Bend’s information systems and is not used to train or improve any AI models. Attendees should avoid sharing sensitive personal information that is not necessary for the meeting purpose. If you do not wish to be recorded, please leave the meeting and contact the organizer to discuss alternatives, such as receiving meeting notes or arranging a separate meeting without AI features. For privacy or access questions, or to request records, contact the meeting organizer or the City Recorder.

This Privacy Policy may change from time to time at the discretion of the City of Bend. Continued use of this website after the changes have been made constitutes the user’s acceptance of the changes.