Village of Bartonville

Parks & Recreation and Municipal Services Portal Privacy Policy

Effective Date: October 29, 2026
Last Updated: October 29, 2026

1. Introduction

The Village of Bartonville, Illinois (“Village,” “we,” “us,” or “our”) respects the privacy of individuals who use its online services and municipal payment systems.

This Privacy Policy explains how personal information is collected, used, maintained, protected, and disclosed through the Village of Bartonville Parks & Recreation and Municipal Services Portal (“Portal”).

The Portal supports online resident services and internal municipal operations, including registration, reservations, document submission, point-of-sale transactions, and payment processing for Village departments.

These services may include:

• Parks and Recreation program registration
• Pavilion, facility, and recreational space reservations
• Rental agreements, permits, and associated applications
• Village administrative fees and payments
• Bartonville Police Department fees and other authorized transactions
• Other municipal services designated by the Village

This Privacy Policy applies to both public-facing Portal services and authorized Village employees’ use of its administrative and point-of-sale functions.

The Village is committed to handling information responsibly, maintaining reasonable security measures, and complying with applicable Illinois and federal law.

2. Information We Collect

The Village may collect information necessary to provide services, complete transactions, maintain accurate municipal records, and fulfill legal obligations.

A. Personal and Contact Information

Depending on the service requested, information may include:

• First and last name
• Residential or mailing address
• Email address
• Telephone number
• Account username and authentication information
• Emergency contact information
• Parent or legal guardian information
• Participant names and ages or dates of birth when required for registration

B. Registration and Reservation Information

When using Parks and Recreation services, we may collect:

• Program and activity registrations
• Facility and pavilion reservation details
• Event dates, times, and attendance information
• Rental agreements and acknowledgments
• Permit applications
• Insurance certificates and related documentation
• Vendor information associated with reserved events
• Special accommodation requests voluntarily provided by users
• Other information necessary to administer the requested service

C. Payment and Transaction Information

When making payments online or through an authorized Village employee, information may include:

• Customer or payer name
• Transaction amount
• Payment date and time
• Service or department associated with the payment
• Receipt and transaction numbers
• Payment method
• Payment status, refunds, and adjustments
• Limited payment card details, such as card brand and last four digits, when supplied by the payment processor

Credit and debit card transactions are processed through authorized third-party payment processing services.

The Portal is not intended to store complete payment card numbers, card security codes (CVV/CVC), or sensitive card authentication data in its application database.

Payment information may be handled by the payment processor as necessary to authorize, settle, refund, or investigate transactions.

D. Police Department and Other Municipal Transactions

The Portal may process authorized payments associated with the Bartonville Police Department and other municipal departments.

Depending on the transaction, the Village may collect:

• Payer identification and contact information
• Payment amount and method
• Applicable fee or service category
• Citation, reference, permit, or administrative transaction numbers
• Relevant transaction descriptions
• Payment confirmations and receipts

The Portal’s payment functionality does not, by itself, constitute a system for maintaining criminal investigative files or comprehensive law-enforcement records.

Information associated with Police Department transactions may be subject to additional confidentiality requirements, disclosure restrictions, and records-management obligations under applicable law.

The Village will handle these records according to their nature, applicable legal requirements, and authorized departmental procedures.

E. Technical and Website Usage Information

When visitors access the Portal, certain technical information may be collected automatically, including:

• Internet Protocol (IP) address
• Browser type and version
• Device type and operating system
• Date and time of access
• Pages accessed and relevant system activity
• Login attempts and security-related events
• Session identifiers and necessary cookies

This information may be used to operate the Portal, maintain security, diagnose technical issues, and prevent unauthorized access.

3. How We Use Information

The Village uses collected information for legitimate municipal purposes, including:

1. Creating and administering user accounts.
2. Processing registrations and reservations.
3. Processing payments, refunds, and other authorized financial transactions.
4. Issuing receipts and payment confirmations.
5. Maintaining transaction histories and municipal accounting records.
6. Administering permits, agreements, and supporting documentation.
7. Communicating with residents regarding requested services.
8. Providing customer assistance.
9. Supporting internal auditing, reconciliation, and financial reporting.
10. Investigating suspected fraud, unauthorized transactions, or security incidents.
11. Meeting legal, regulatory, and public records requirements.
12. Improving Portal functionality, accessibility, reliability, and security.

The Village will use information only for authorized governmental, administrative, operational, or legal purposes.

Personal information collected through the Portal will not be sold to third parties or used by the Village for unrelated commercial advertising.

4. Payment Processing and Financial Security

The Village recognizes the importance of protecting financial transaction information.

The Portal may integrate with a third-party payment processor to handle electronic payments.

Payment processors may collect and process financial information according to their own privacy policies, contractual obligations, and applicable payment card industry requirements.

The Village’s intended payment security practices include:

• Using encrypted connections for payment-related communications.
• Limiting payment information retained within the Portal.
• Restricting access to financial transactions according to authorized job responsibilities.
• Maintaining transaction and administrative audit records.
• Separating payment authorization functions from Village financial reporting where appropriate.
• Prohibiting storage of payment card security codes after authorization.
• Protecting payment information from unauthorized access, disclosure, or modification.

Staff-operated point-of-sale transactions, including payments received by cash, check, or electronic payment, may be associated with customer accounts or municipal transaction records to support receipts, refunds, reconciliation, and auditing.

The Village does not guarantee that any electronic system is completely free from security risks.

5. Sharing and Disclosure of Information

The Village does not sell personal information.

Information may be disclosed when reasonably necessary for authorized municipal operations or when required or permitted by law.

A. Authorized Village Personnel

Information may be accessible to Village employees, officials, and authorized representatives who require it to perform assigned responsibilities.

Access should be limited according to job responsibilities and operational needs.

B. Service Providers

Information may be shared with vendors supporting Portal operations, such as:

• Payment processing providers
• Website and application hosting providers
• Technology support and maintenance contractors
• Email and notification delivery providers
• Other contractors performing authorized services for the Village

Service providers are expected to protect information according to applicable contractual obligations and legal requirements.

C. Governmental and Legal Requirements

Information may be disclosed:

• To comply with applicable laws, regulations, subpoenas, or court orders.
• To respond to lawful public records requests.
• To conduct authorized audits or investigations.
• To fulfill legitimate municipal responsibilities.
• To assist appropriate governmental or law-enforcement authorities when legally authorized.

The Village will evaluate applicable confidentiality requirements before releasing information.

6. Illinois Freedom of Information Act

As an Illinois municipality, the Village of Bartonville is subject to the Illinois Freedom of Information Act (FOIA), 5 ILCS 140.

Certain information submitted to or generated by the Portal may constitute public records under Illinois law.

As a result, some records may be available for public inspection or disclosure in response to a lawful FOIA request.

However, Illinois law provides exemptions and protections for certain categories of information, including private information, certain personal information, legally confidential records, and qualifying law-enforcement information.

When responding to records requests, the Village will evaluate applicable disclosure requirements and exemptions and redact or withhold information where required or authorized by law.

Information submitted through the Portal should not be assumed to be confidential solely because it was submitted through an online account or payment system.

The Village will protect information from improper disclosure consistent with applicable law.

7. Data Retention and Records Management

Information collected through the Portal may be retained as necessary to:

• Provide municipal services.
• Maintain accurate financial and transaction histories.
• Support customer service and dispute resolution.
• Comply with auditing and accounting requirements.
• Maintain legally required municipal records.
• Satisfy litigation holds, investigations, and other legal obligations.

Records subject to the Illinois Local Records Act, 50 ILCS 205, will be retained and disposed of according to applicable law and authorized records-retention schedules.

Deleting a Portal user account or requesting removal of information does not necessarily result in deletion of associated municipal records.

Certain financial, reservation, permit, and administrative records may be required to remain in Village custody after an account is closed.

Records will be disposed of securely when disposal is authorized and appropriate.

8. Information Security

The Village is committed to maintaining reasonable administrative, technical, and physical safeguards appropriate to the information maintained by the Portal.

Security measures may include:

• Encrypted communications
• Account authentication
• Role-based administrative permissions
• Access controls for sensitive functions
• Audit logging
• Security updates and system maintenance
• Monitoring for unauthorized activity
• Security incident response procedures
• Appropriate vendor security requirements

Authorized users and employees are responsible for protecting their account credentials and using the system in accordance with Village policies.

Users should not share passwords or submit sensitive financial information through unsecured email or unrelated communication channels.

Despite reasonable safeguards, no internet-based service can guarantee absolute security.

9. Cookies and Session Management

The Portal may use cookies and similar technologies necessary for normal operation, including:

• Maintaining authenticated user sessions
• Remembering appropriate session settings
• Supporting registration and checkout processes
• Protecting against unauthorized requests
• Supporting website security and performance

Disabling necessary cookies may prevent certain Portal functions from operating correctly.

The Village does not use information collected through the Portal for the purpose of selling user browsing behavior to advertisers.

If optional analytics or tracking technologies are implemented, the Village will review their use and update this Policy as appropriate.

10. Children’s and Minors’ Information

Certain Parks and Recreation programs may serve children and minors.

Where registration requires information about a minor, the Village may collect information reasonably necessary for program administration, eligibility, safety, and communication.

Accounts and registrations involving minors should be created or authorized by a parent or legal guardian when required by the applicable program or law.

The Village will not knowingly request more personal information about children than reasonably necessary for the service being provided.

Information relating to minors will be handled according to applicable privacy, public records, and records-retention requirements.

11. Uploaded Documents

Certain municipal services may require or permit users or authorized employees to upload supporting documents.

Examples include:

• Proof of insurance
• Rental agreements
• Permit applications
• Vendor documentation
• Supporting registration materials
• Other documents required for an authorized municipal purpose

Uploaded documents may contain personal or sensitive information.

Users should provide only the information requested for the applicable service and avoid including Social Security numbers, complete payment card information, or other unnecessary sensitive identifiers.

Uploaded documents may be reviewed by authorized Village personnel, retained as municipal records, and disclosed when legally required or permitted.

12. Account Access, Corrections, and Requests

Registered users may be able to view or update certain account information through the Portal.

Individuals may contact the Village to request assistance with:

• Correcting inaccurate contact information
• Updating account details
• Resetting account credentials
• Reviewing available transaction information
• Requesting account deactivation
• Inquiring about the handling of personal information

The Village may require reasonable identity verification before making account changes or releasing protected information.

Requests to modify or delete official municipal records will be evaluated according to applicable recordkeeping, privacy, and retention laws.

Not all records are eligible for deletion or modification upon request.

13. Email and Electronic Communications

The Portal may send electronic communications related to municipal services.

These may include:

• Account registration and verification messages
• Password reset instructions
• Reservation confirmations
• Payment receipts
• Application status updates
• Permit or document reminders
• Changes to registered programs or scheduled facilities
• Important service-related notifications

Certain operational communications may be necessary for the administration of a requested service.

The Village will not use Portal account information to send unrelated commercial advertising on behalf of third parties.

Users are responsible for maintaining accurate contact information.

14. Security Incidents and Data Breach Notifications

The Village will respond to suspected or confirmed unauthorized access, acquisition, disclosure, or compromise of personal information according to applicable law and established incident response procedures.

When a security incident triggers notification requirements under the Illinois Personal Information Protection Act, 815 ILCS 530, or another applicable law, the Village will provide legally required notifications to affected individuals and governmental authorities.

Notifications will be made within the timeframes and under the conditions required by law.

The Village may take additional steps to investigate incidents, reduce potential harm, restore services, and improve security.

15. Third-Party Websites and Services

The Portal may contain links to websites or services operated by third parties, including payment processing providers.

The Village does not control all privacy or security practices of independently operated third-party websites.

Users should review the applicable privacy policies and terms of those services.

This Privacy Policy governs information handled through the Village’s Portal and does not automatically apply to unrelated third-party services.

16. Public-Facing and Internal Administrative Functions

The Portal supports both public-facing activities and administrative functions available to authorized Village personnel.

Public users may access appropriate registration, reservation, account, and payment features.

Authorized employees may access additional functions, including:

• Point-of-sale transactions
• Manual reservations and registrations
• Customer assistance and account administration
• Payment reconciliation and reporting
• Permit and document review
• Department-specific financial transactions
• Authorized Police Department payment processing
• Audit and administrative records

Administrative access is intended to be limited to personnel with appropriate permissions and legitimate job responsibilities.

Employee use of the Portal is subject to applicable Village policies, procedures, and legal requirements.

17. Changes to This Privacy Policy

The Village may update this Privacy Policy to reflect changes in:

• Applicable laws or regulations
• Municipal services
• Portal features
• Payment processing arrangements
• Information security practices
• Records-management requirements

Updated versions will be posted through the Portal with a revised effective or last-updated date.

Continued use of the Portal after an update does not waive any rights or protections available under applicable law.

18. Contact Information

Questions or concerns regarding this Privacy Policy, personal information, or the operation of the Portal may be directed to:

Village of Bartonville
Attn: Village Clerk
5912 S. Adams Street
Bartonville, Illinois 61607

Phone: (309) 633-2053
Email: clerk@bartonville.org
Website: https://www.bartonville.org

Requests for public records should be submitted according to the Village’s established Freedom of Information Act procedures.

19. Governing Law

This Privacy Policy is governed by applicable laws of the State of Illinois and the United States.

Nothing in this Privacy Policy is intended to waive, limit, or modify any legal immunity, statutory obligation, public records requirement, or other protection applicable to the Village of Bartonville as a municipal government.

If any provision conflicts with applicable law, the governing law will control.