The purpose of this procedure is to provide staff with guidelines for updating website content to ensure the Town of Oakville’s websites are accurate, up-to-date, accessible and easy to use, to protect the reputation and brand identity of the town, and to limit the liability of the town and its employees.
This procedure applies to the town’s corporate website, oakville.ca as well as to any other approved town website, social media site or applications.
Content must be approved by appropriate department and follow the recommendations in the town’s Web Publisher Guide including requirements for plain language and accessibility.
Content must be regularly reviewed by content owners and publishers to ensure it is accurate and up-to-date. Out-of-date information must be removed from the site. The website must not be used as a document archive.
If content is adapted from a third party, proper copyright permissions or acknowledgements must be documented.
Departmental content owners create content, including graphics, and seek the necessary content approvals and advice from the Strategy, Policy and Communications department to ensure proposed content adheres to town corporate identity (cid) and web accessibility standards.
Departmental web publishers are responsible for ensuring content meets town editorial, web and accessibility standards before publishing to the website
The web coordinator or her/his delegate from the Strategy, Policy and Communications department is responsible for final review and approvals for publishing to the live site.
Web styles, graphic design, and the look and feel of all town websites must align with the town’s approved corporate identity standards (cid).
While the town will make every effort to ensure the accuracy and completeness of website content, the town does not guarantee the quality, accuracy or completeness of any information of this website. In the event of a discrepancy between content on the website and the information contained in official records of the town, the information contained in official records will be deemed as accurate.
External communications received through oakville.ca, other town web properties or any associated social media site shall in no way be deemed to constitute official legal notice to the town or any of its agencies, officers, employees or representatives.
The town respects the privacy of its web visitors. The town will not sell, trade, rent or otherwise disclose to third parties the personal information provided by web visitors.
A Notice of Collection containing the following information will be provided whenever personal information of this type is collected:
Information on any town web page is the property of the Corporation of the Town of Oakville and is protected by copyright.
The town makes no representation, warranty or guarantee as to the content, accuracy, currency or completeness of any information provided on any town website and is not responsible for any direct, indirect, incidental or consequential damages that may arise, or for the use of or the inability to use any web content or materials contained on any web page.
The town does not make any representation or warranty, expressed or implied, concerning the accuracy, quality, likely results or reliability of the information contained on externally linked websites.
The town will strive to create a consistently high level of usability for our entire audience across all of our websites. The town will work to ensure its content meets or exceeds Level AA compliance of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines 2.0 and any other accessibility requirements as outlines by the Accessibility for Ontarians with Disabilities Act, 2005.
Translation of web content is available on the town’s website through Google Translate.
The town may at its sole discretion permit links from the town’s websites or other web properties.
The town will consider posting external links on its web properties if the link is directed to the website of:
External links will be removed by the town without notice if, but not limited to, any of the following conditions apply:
Notwithstanding the above criteria, the town reserves the right to post, refuse to post or to delete links at any time, without notice.
Requests to add an external link to the town’s website, according to the criteria listed above, should be submitted in writing to the town’s web coordinator for consideration.
The Strategy, Policy and Communications department is responsible for:
Departments and web publishers are responsible for:
The Information Systems department is responsible for:
Members of Council are responsible for:
Notice of collection – sets out the legal authority and purpose for the collection of personal information
Online communications – the exchange of information through the use of the Internet for any purpose (information sharing, marketing, public engagement)
Official record – has the meaning given to it by the MFIPPA, and includes any record of information however recorded including letters, policies, emails
Personal information – means recorded information about an identifiable person as defined by the MFIPPA
Social media – online communities that facilitate two-way sharing of information. Popular examples include Twitter, Facebook, LinkedIn, YouTube
Procedure Number: G-COM-002-001
Parent Policy: G-COM-002
Author: Strategy, Policy and Communications
Effective Date: 2006 Jul 04
Review by Date: 2023
G-COM-002 Online Communications policy
G-COM-002-002 Social Media procedure
A-ISS-001 Information Technology General Use and Practices policy
G-COM-001 Public Notice and Engagement policy
G-COM-001-002 Communications procedure
HR-MNG-008-001 Rzone Procedure
HR-MNG-006 Employee Code of Conduct policy
G-GEN-006 Code of Conduct for Members of Council and Local Board Members policy
Ontario Human Rights Code
Municipal Freedom of Information and Protection of Privacy Act
Access for Ontarians with Disabilities Act (AODA)