The Corporation of the Town of Oakville (the town) supports the use of electronic messages to enhance communications with the community and to promote or advertise the town and its programs and services. Recognizing the primary purpose of electronic messages sent by the town is to promote excellent customer service and to be accountable as a governmental authority, this procedure establishes guidelines and standards to highlight the town’s commitment to complying with Canada’s Anti-Spam Legislation.
This procedure applies to electronic messages used to promote or advertise the town and its goods, services or initiatives by Town Council and town employees as well as by volunteers, agents, contractors (personnel) or any individual representing or performing any function on behalf of the town. Due to the nature of municipal government operations, the town has implied consent to send electronic communications to its recipients and will use an unsubscribe function when promoting or advertising the town and its programs, services and initiatives.
This procedure does not apply to:
Criteria for sending an electronic message promoting or advertising the town and its programs, services and initiatives:
Electronic message is any message sent by any means of telecommunication, including email, text, sound, voice or image.
Express consent may be written or oral. Written consent is acceptable if it can be verified, which may include: (opt-in) checking a box on a web page, or filling out a consent form to receive electronic messages at the point of purchase or service. If oral, consent may be verifiable by a third party, there is an audio recording of the consent, or the sender keeps a record confirming the date oral consent was provided by the recipient.
Implied consent is generally found where there is an existing business or non-business relationship, the recipient has disclosed their electronic address to the sender, or the recipient conspicuously published their electronic address.
Existing business relationship is generally where there has been a purchase, barter or contract; or where there has been an inquiry or application in relation to a purchase, barter or contract.
Existing non-business relationship is generally where there has been a donation, gift, volunteer work, attendance at a meeting or membership in a club, association or voluntary organization.
Departments are responsible for:
Information Systems is responsible for:
Procedure Number: G-COM-001-006
Parent Policy: G-COM-001
Author: Strategy, Policy and Communications
Effective Date: 2015 Nov 16
Review by Date: 2020
Canada’s Anti-Spam Legislation
Canadian Radio-television and Telecommunications Commission (CRTC) regulations
Municipal Freedom of Information and Protection of Privacy Act
Personal Information Protection and Electronic Documents Act
G-COM-001-001 Public Engagement procedure
G-COM-001-002 Communications procedure
G-COM-001-003 Translation and Interpretation procedure
G-COM-001-004 Corporate Gift procedure
G-COM-001-005 Customer Service Standards procedure
HR-MNG-006 Employee Code of Conduct policy
G-GEN-006 Code of Conduct for Members of Council and Local Board Members policy
A-ISS-001 Information Technology General Use and Practices Policy
Records and Retention By-law