At the Orange County Property Appraiser’s Office (OCPAFL), we value your privacy and are committed to protecting any personal information shared with us through our website or other official channels. This Privacy Policy outlines how we collect, use, store, and safeguard your information, in compliance with Florida’s public records laws and relevant data protection regulations. By using our services or website, you agree to the terms described in this policy. Whether you’re filing an exemption, searching a property, or contacting our office, we want to ensure your data is handled with care, transparency, and integrity.
🔍 Introduction to Our Privacy Commitment
In today’s digital environment, privacy is more important than ever. As a public agency serving the citizens of Orange County, the Orange County Property Appraiser’s Office is committed to safeguarding your personal information. We recognize that users of our website and public services may provide details such as names, addresses, email addresses, and other identifying data. Our goal is to be transparent about how we collect and use this information. While most property records in Florida are considered public under the Sunshine Law, we have strict internal policies for managing sensitive user information. This Privacy Policy serves as our formal declaration to protect your data wherever legally permissible and to make you aware of your rights regarding public records, opt-outs, and data requests. Our team is constantly reviewing our data security procedures to ensure your trust is well-placed in every interaction you have with us—online or in person.
Our Privacy Philosophy
- Transparency: We clearly explain what information we collect and why.
- Accountability: We ensure compliance with legal requirements and internal policies.
- Security: We protect data against unauthorized access or misuse.
Compliance with Florida Sunshine Laws
Florida’s Government-in-the-Sunshine law mandates many records be public, but we recognize certain exemptions to protect vulnerable individuals. This policy guides how we manage those exceptions.
🗃️ Information We Collect
We collect two main types of data: personally identifiable information (PII) voluntarily submitted by users and non-personal data collected automatically through our website. Personally identifiable information may include your name, address, phone number, email address, or parcel ID, usually gathered when filing exemptions, submitting forms, or communicating via our contact tools. Non-personal data includes browser type, IP address, geolocation data, pages visited, and access times, which we use for analytics and website optimization. We may also collect metadata from digital communications to improve service quality. Information is only collected when necessary to fulfill a lawful purpose or to improve your user experience. Our systems are designed to avoid collecting more data than necessary, and data collected is stored securely. This transparency allows you to understand what data we collect, why we collect it, and how we use it—all of which are essential to ensuring a trustworthy and accountable government service.
Personally Identifiable Information (PII)
- Name, mailing address, phone number, and email
- Property information like parcel ID, exemption applications
- Information provided voluntarily through forms or correspondence
Non-Personal Information
- Browser type, IP address, device information
- Usage data for improving website performance and security
How We Collect Information
- Online forms and submissions
- In-person visits and phone inquiries
- Automated tools like cookies and analytics software
🛡️ How We Use Your Information
Your information is used solely for official purposes, such as processing exemption applications, responding to public inquiries, updating property records, and conducting property assessments. In addition, non-personal usage data helps us enhance the user experience by analyzing traffic patterns, improving website functionality, and ensuring system security. We do not sell, trade, or rent personal information to third parties. However, as a Florida government agency, we must comply with public records requests unless specific exemptions apply. For example, if you’re a protected individual—such as law enforcement personnel—you may request that certain information be withheld from disclosure. Internally, we enforce access controls and role-based data permissions to ensure that only authorized staff may access sensitive data. We also use encryption and audit trails to protect your data throughout its lifecycle. Our intention is to use your information to provide you with the most accurate, fair, and efficient property-related services available.
Primary Uses
- Processing exemptions and assessment records
- Responding to inquiries and public records requests
- Maintaining and updating property ownership data
Website Analytics and Improvements
- Monitoring traffic trends
- Identifying technical issues
- Enhancing user experience and website security
Data Sharing and Disclosure
- No sale or rental of personal data
- Disclosure only as required by law or public records requests
- Protection for exempt individuals under Florida statutes
📤 Public Records and Disclosure Policy
Florida’s Government-in-the-Sunshine laws mandate transparency by requiring most governmental records to be open for public inspection and copying. Therefore, much of the data submitted to our office—including property ownership, parcel information, exemption statuses, and assessment values—is subject to public disclosure. However, we strictly adhere to Florida Statutes Section 119.071, which outlines specific exemptions for certain individuals, including judges, prosecutors, law enforcement officers, and victims of crimes. These protected groups may request to have their identifying information shielded from public access. While we support open government, we also understand the need for privacy in specific cases. If your data is protected by law, you may file a Public Records Exemption Request through our office or the Florida Department of State. We do not share your data with outside agencies unless legally required or in response to a valid subpoena or court order. Our disclosure practices prioritize both legal compliance and individual safety.
What Records Are Public
- Property ownership and assessed values
- Exemption status and parcel information
- Sales history and legal descriptions
Exemptions from Public Disclosure
- Law enforcement officers, judges, and other protected classes
- Victims of domestic violence or other sensitive situations
- How to submit a Public Records Exemption Request
🔐 Data Security Practices
Protecting your information is a top priority at the Orange County Property Appraiser’s Office. We employ a comprehensive security framework that includes encryption, secure socket layer (SSL) connections, regular vulnerability scanning, firewalls, and role-based access control. All electronic submissions are transmitted over secure channels, and our internal databases are safeguarded using industry-standard cybersecurity practices. Staff members undergo regular security training to recognize threats such as phishing, malware, and unauthorized data access. We also implement continuous monitoring and intrusion detection systems to prevent breaches and ensure early detection of potential risks. Any physical records that contain personal data are stored in secure, access-controlled environments. We are also exploring the implementation of multi-factor authentication (MFA) for certain online transactions to add an extra layer of protection. Our objective is to maintain the integrity and confidentiality of your personal data at every stage—from submission to storage to authorized use.
Technical Safeguards
- SSL encryption on web pages
- Firewalls and intrusion detection systems
- Regular vulnerability scans and security audits
Administrative Controls
- Staff training on data privacy and security
- Access limited by job role
- Incident response procedures
- Physical Security
- Controlled access to offices and records storage
- Secure disposal of sensitive materials
⚖️ User Rights and Choices
As a resident interacting with a public agency in the State of Florida, you have specific rights regarding your personal data. First, you may request to inspect, correct, or remove certain personal information from your property records if you meet legal criteria. If you fall under a protected class—such as law enforcement or judicial officers—you may request your identifying information be exempt from public records. Additionally, you may opt not to provide personal details through online forms; however, doing so may limit our ability to serve you effectively. If you are concerned about how your data is used, we invite you to contact our office to request a records review or data update. Our Privacy Coordinator will guide you through your rights and help you navigate Florida’s open records framework. Our office remains committed to respecting your privacy preferences while fulfilling our statutory obligations transparently and lawfully.
Inspection and Correction
- Request access to your records
- Correct inaccurate or outdated information
Exemption Requests
- Apply for privacy protections if you qualify
- Understand limitations of public records laws
Opting Out
- Limit information you provide online (with service implications)
- Contact us to discuss your privacy preferences
🌐 Third-Party Links and External Websites
Our website may contain links to third-party websites, including other governmental agencies, partner organizations, or utility services. While we strive to link only to reputable and secure websites, we do not control the content, functionality, or privacy practices of these external sites. Once you leave www.ocpafl.org, any data you submit is subject to that site’s privacy policy, not ours. We encourage users to read the privacy statements of any external website before providing personal information. OCPAFL disclaims any liability for the misuse of data by third-party services, and we do not endorse or take responsibility for the accuracy, legality, or appropriateness of their content. If you encounter any broken or suspicious links on our website, please notify us immediately. While our site aims to provide helpful and trustworthy resources, your vigilance and awareness when navigating external websites will help protect your data and maintain your online safety.
Responsibility for External Sites
- We do not control third-party privacy policies
- Users should review those policies before sharing data
- Report broken or suspicious links to us
Examples of Linked Resources
- Government partner agencies
- Utility companies
- Property-related services
📝 Updates to This Privacy Policy
We periodically review and update our Privacy Policy to reflect changes in laws, regulations, or internal practices. If we make significant updates, we will post a notification on our homepage or notify users via email when applicable. We encourage visitors to review this policy regularly so they remain informed about how their information is being used and protected. All updates take effect immediately upon posting, unless otherwise stated. Continued use of our website and services following policy changes constitutes acceptance of those updates. If you have any questions or need clarification on any part of this policy, please contact us directly. Transparency and accountability are core to our operations, and we are happy to provide additional details to help you better understand how your privacy is handled at the Orange County Property Appraiser’s Office.
How Updates Are Communicated
- Notifications on our website
- Email alerts for registered users (when applicable)
Your Continued Use
- Implies acceptance of the updated policy
- Encouraged to review periodically
📞 Contact Us Regarding Privacy
If you have questions or concerns about your privacy or how your data is used by the Orange County Property Appraiser’s Office, we encourage you to contact us. Our Privacy Officer or Records Custodian can assist with:
Public Records Exemption Requests
Questions about information we store
Inquiries related to data security
Reporting a potential data issue
Contact Details:
Orange County Property Appraiser
200 S. Orange Ave., Suite 1700
Orlando, FL 32801
📧 Email: privacy@ocpafl.org
📞 Phone: (407) 836-5044