Privacy statement

This privacy statement applies to City of Port Phillip.

For information about the broader collection and use of personal information by Council, please refer to our Privacy Policy.


This privacy statement does not apply to other websites we may link to. We recommend you read the privacy statement when you access another site.

Collection and use of personal data

City of Port Phillip only collects or records personal information you choose to provide when contacting us via our website, phone, email, subscription to various eNewsletters, initiatives or programs updates and financial transactions. As part of our commitment to customer service, we may periodically invite you to provide feedback about your experience via a survey. Any survey is voluntary, and you do not have to participate.

Where possible, you have the option of not identifying yourself when entering into a transaction with Council. However, there may be instances where this is not feasible. For example, there is no requirement for an individual to identify themselves if they just want to report an incident (for example a toilet block maintained by Council that requires cleaning). However, if an individual contacts Council because they want a new rubbish bin, we are unable to provide the new bin without knowing the person’s name and address.

Council staff use personal information collected to respond to individuals and discuss their enquiries. Feedback and survey results may also be shared with actioning areas within the organisation to evaluate and improve the customer service experience.

Email addresses and any other contact details you provide will not be added to mailing lists without your consent, unless directly related to the purpose of collection.

Disclosure of personal information

Council will take all necessary measures to prevent unauthorised access to, or disclosure of, your personal information. We use the latest technology to protect our systems and IT infrastructure, including:

  • spam and internet filters
  • application firewall
  • malware detection software
  • multi-factor authentication.

External organisations to which personal information is disclosed include Council’s contracted service providers who perform various services for and on behalf of Council. These contractors have agreed to be bound by the provisions of the Privacy and Data Protection Act 2014 (VIC). Information provided to these contractors is limited to contact details provided by you when contacting us.

We will also ensure that your personal information is not disclosed to other individuals, institutions and authorities outside Council, except if required or authorised by law or explicitly permitted by you. For example, in the event of an investigation into suspected unlawful or improper activity, a law enforcement agency or government agency may exercise its legal authority to inspect the web server's records (for example in relation to hacking or abusive messages) or request information relating to a law enforcement matter.

Access and correction

Requests for access to documents containing personal information and held by Council are handled under the Freedom of Information Act 1982 (VIC). For further details, refer to the Freedom of Information web page.

Collection and use of site visit data

This website uses Google Analytics and Hotjar to help analyse how users use the site.

The tools use 'cookies', which are text files placed on your computer, to collect standard Internet log information and visitor behaviour information in an anonymous form.

The information generated by the cookie about your use of the website (including your IP address) is transmitted to Google and Hotjar. This information is then used to evaluate visitors' use of this website and to compile statistical reports on website activity.

We will never (and will not allow any third party to) use the statistical analytics tool to track or to collect any Personally Identifiable Information of visitors to our site. Google and Hotjar will not associate your IP address with any other data held by either tool. Neither we nor Google nor Hotjar will link, or seek to link, an IP address with the identity of a computer user.

You may refuse the use of cookies by selecting the appropriate settings on your browser or by downloading the Google Analytics Opt-out Browser Add-on, however, please note that if you do this you may not be able to use the full functionality of this website.

By using this website, you consent to the processing of data about you by Google and Hotjar in the manner and for the purposes set out above.

Security of your personal data

This website uses secure transmission facilities when appropriate (for example financial transactions). You should be aware that there are risks in transmitting information across the Internet. If you are concerned about conveying sensitive material to us over the Internet, you can contact us by telephone or mail.

Would you like to know more?

To ask a question or request more information, please contact us.