Sign up for rates email invoices

1. Applications need to be submitted by one of the current owners as listed on the rates invoice.
2. Applications must be received by our online portal.
3. One invoice per property will be issued.
4. One email address per ratepayer is permitted.
5. The unique ID provided on the rates invoice is a personalised code which is unique to the ratepayer/property combination.
6. The emailing of the invoice will be activated for the next available rates instalment invoice. Any registrations or email address changes that occur within the month prior to receiving the rates invoice may not be included until the following instalment invoice.
7. Invercargill City Council cannot accept responsibility for invoices that cannot be delivered because of an invalid email address.
8. If the email is unable to be sent, a hard copy will be mailed to the last known postal address.
9. Invoices will only be emailed to verified email addresses.
10. Please advise of any change/cancellation of email address. It is your responsibility to keep the electronic address current.
11. Email authorisation may be cancelled at any time at the discretion of the Council.
12. This authorisation covers rates invoices, annual assessment notices, property valuation notices and insertions only. Please continue to keep your current postal address updated with Council.
13. By ticking the box named “Opt in for other email messages from Invercargill City Council”, the email address used upon registration will be used as a point of contact by Council.
14. You acknowledge that nothing in these terms affects your liability as a ratepayer to pay rates and penalties under the Local Government Rating Act (2002).
15. Information in this form is collated and used to send your rates invoices, annual assessment notices and property valuation notices. Invercargill City Council may use and disclose this information in accordance with the provisions of the LGRA (2002).

1. Introduction

1.1 The Invercargill City Council (referred to in this Rates Privacy Policy as we, our or us) has established an online registration system. This system allows ratepayers (referred to in this Rates Privacy Policy as you or your) to receive rates documentation (specifically rates invoices, annual assessment notices and property valuation notices) for the rating unit for which they are the ratepayer via email (instead of by post) (Rates Online Service). You may register for our Rates Service through our website.

1.2 We take our responsibilities under the Privacy Act 2020 (Privacy Act) seriously. This Rates Privacy Policy describes how we collect, store, use and disclose personal information in connection with the Rates Online Service.

1.3 The information in this Rates Privacy Policy only applies to personal and other information we collect, use and/or hold in connection with the Rates Online Service, and does not apply to any of our websites generally or to our other online services.

1.4 We may change this Rates Privacy Policy from time to time. We will give you notice of changes on our website. You should check this Rates Privacy Policy from time to time to check for any amendments. If you continue to use the Rates Online Service after the amendment, you will be considered to have accepted the amended Rates Privacy Policy.

1.5 This Rates Privacy Policy explains the following in connection with the Rates Online Service:

1. how we collect personal information;
2. what kind of personal information we collect;
3. how we use personal information;
4. how we protect and store personal information;
5. our use of cookies and log files;
6. how you can access/amend your personal information; and
7. who you can contact for further information.

In respect of ratepayers who are not individuals (for example a company or other body corporate), this Rates Privacy Policy will apply to any personal information that we may collect, receive or use in connection with that ratepayer’s registration for, and/or use of, the Rates Online Service.

2. How we collect personal information

2.1 We collect personal information about you, or from you, in connection with the Rates Online Service in the following ways:

1. through your registration, access to and use of the Rates Online Service, including when any updates are made to your Rates Online account;
2. when you contact us (eg through our customer service representatives) with a query or request in relation to the Rates Online Service;
3. from any other person you authorise to provide us with personal information, or who you authorise us to contact for personal information; and
4. from our existing records, databases and/or systems, which may contain information that we hold about, or in connection with, you from time to time.

3. What kind of personal information we collect

3.1 We collect the personal information:

1. submitted by you, or on your behalf, or which you authorise others to provide to us, in connection with your registration and/or use of the Rates Service; or
2. that is provided to us through our customer service representatives.

This includes:

1. contact details (eg email address);
2. the unique ID and assessment number that appears on the rates invoice identifying the rating unit for which you are the ratepayer or an authorised representative of the ratepayer;
3. online rates invoice account information (eg email address, password);
4. any other personal information you may provide or which may be provided on your behalf (or that you authorise others to provide) to us from time to time in relation to the Rates Online Service; and
5. records of your communications with us.

3.2 We automatically log some information which is, or may be, personal information when you use the Rates Online Service, including:

1. when you last accessed the Rates Online Service; and
2. information relating to your use of the Rates Online Service.

3.3 If we do not receive from you, or on your behalf, the information we request from you from time to time, the services and information you are able to access through the Rates Online Service may be limited and we may not be able to provide you with all of the services, information or products that you request from us.

4. How we use personal information

4.1 We may use personal information that we collect about you or that you provide to us in the following ways:

1. to make the Rates Online Service available to you;
2. to process and respond to your enquiries, requests, or other communications from you in relation to our Rates Online Service;
3. to update any information that we currently hold about, or in connection with, you in our existing records, databases or systems (eg change of address);
4. for any specific purpose which we notify you of at the time the personal information is collected or for which we have consent;
5. to assist us with analysing the use of the Rates Online Service, and further developing and improving the Rates Online Service; and
6. for our administrative purposes and any other purposes permitted by, or required to comply with, any applicable law.

4.2 We may disclose personal information:

1. to our agents, service providers (including our hosting providers) and any other relevant third parties to the extent necessary to make the Rates Online Service available to you, or in connection with any of the purposes set out in paragraph 4.1 above;
2. if we are requested to do so in the course of legal proceedings or other investigations; or
3. with authorisation from the individual concerned or where we are otherwise required to do so by applicable law, including by way of example only to comply with our obligations under the Local Government Official Information and Meetings Act 1987.

5. How we protect and store personal information

5.1 Personal information may be stored by us or by our service providers on our behalf. We have entered into appropriate arrangements requiring our hosting provider to keep the hosted information secure and confidential. We have done everything reasonably within our power to prevent unauthorised use or disclosure of that information.

5.2 We have implemented reasonable measures designed to keep personal information safe and secure, and protected against loss, another misuse, and unauthorised access, use, modification, or disclosure.

6. Use of cookies and log files

6.1 We use cookies and analytics tools in connection with the Rates Online Service:

1. for session authentication purposes; and
2. to collect information about how you use the Rates Online Service, such as to store information about your preferences.

6.2 A cookie is a small data file that the website sends to your device, which may be stored for later retrieval by the website. Some cookies we use last only for the duration of your website session and expire when you close your browser. Other cookies are used to remember you when you return to use the Rates Online Service and will last for longer.

6.3 If cookies are rejected, the Rates Online Service may still be used, but the ability to use some of its features or functionality may be limited.

6.4 In addition to using cookies, we use Google Analytics (a service that provides aggregated reports on website activity) to further understand how the Rates Online Service can be improved. Google Analytics relies on the use of cookies. For details on what information is collected via these cookies, and how it is stored and used, see Google’s privacy policy.

6.5 We may use non-personalised statistics about the use of the Rates Online Service to monitor site traffic, to analyse trends, to gather demographic information about our user base as a whole, to improve the Rates Online Service and to improve user experience. These anonymised and/or amalgamated statistics do not comprise of personal information.