Meeting Procedures Policy
6 August 2020
Comments are invited on a proposed new policy to replace Policy 4.2.3 - Council Briefings, Meetings and Forums - Format, Procedure and Maximum Duration.
Comments are invited until: 9am Monday 31 August 2020.
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Acknowledgement of Country
We acknowledge the Traditional Owners of the land, the Whadjuk people of the Noongar nation and pay our respects to Elders past and present.
The land on which we live, meet and thrive as a community always was and always will be Noongar land.
Contact Us
Have questions or want to learn more about a project, contact us below:
| Phone | (08) 9273 6000 |
|---|---|
| Website | www.vincent.wa.gov.au |
| In writing | 244 Vincent Street (cnr Loftus Street) |
Privacy Policy
Privacy statement
This site is owned and operated by the City of Vincent using software licensed from Social Pinpoint.
We are committed to protecting your privacy. The City of Vincent handles personal information in accordance with the Information Privacy Principles (IPPs), which guide the collection, use, disclosure and storage of personal information by Western Australian public sector bodies. We are also preparing for the introduction of the Privacy and Responsible Information Sharing Act, which will formalise privacy obligations across the WA public sector.
This privacy statement explains how we collect and manage your personal information when you use Imagine Vincent, our community engagement website.
You should also refer to:
- Our broader Privacy Management Policy for information on how the City handles personal information across all services; and
- Social Pinpoint’s Privacy Policy for details on how our technology provider may access or process your information.
We may update this privacy statement from time to time. We encourage you to check this website regularly regularly to stay informed about how your information is handled.
What personal information we collect
We only collect personal information when it is necessary for a consultation or when you choose to provide it. You can browse most project information anonymously.
If you comment publicly (e.g. in a forum), your username will be visible to others. We encourage you to use a pseudonym or anonymous username if you don’t want to be identified.
For some consultations, such as planning matters when required by legislation, we may ask for identifying information as part of formal submission requirements.
If you choose to sign up (register) on Imagine Vincent, you will be asked to enter a username, email address and postcode.
On some surveys, you may also be asked to enter demographic information such as age, gender and suburb. This helps us understand who we’re reaching and let’s us know if we have achieved diverse community representation through our consultation.
Why we collect your information
We collect personal information to:
- Support meaningful community engagement on services, projects and plans
- Communicate with you about relevant consultations or updates (where you have consented)
- Ensure the integrity of the consultation process (e.g. prevent duplicate responses)
- Help analyse feedback and prepare reports for internal use and Council consideration
- Improve our engagement approaches and the functionality of this website.
We may also use aggregated feedback (with identifying details removed) for internal reviews, reporting to Council, or published in consultation summaries.
How will use the information
Your personal information may be used to:
- Administer your account (if you have registered)
- Respond to your enquiries
- Analyse engagement outcomes and prepare consultation reports
- Attribute quotes or content you post publicly to your chosen username
- Provide feedback to relevant business areas within the City responsible for the subject matter
- Send you information if you have agreed to receive updates.
In some cases, we may engage third-party research consultants to assist in analysing community feedback. These consultants:
- Receive only the minimum information required to perform their work
- Do not receive your name or contact details
- Must handle data in line with this Privacy Statement and the City’s requirements.
While the City of Vincent takes measures to protect the anonymity of survey respondents, we ask that you help us reduce the risk of inappropriate information access and exposure by not including other information in your survey response that could possibly identify you or others.
How we protect your privacy
We take reasonable steps to protect your personal information from misuse, loss and unauthorised access. However, you should avoid including any identifying information in survey responses unless required, as we may not always be able to redact such details in full when publishing feedback summaries.
We recommend you do not include personal information about others in your comments.
Website analytics and visit data
We use standard web analytics tools to collect non-identifying information when you visit this site, including
- Your IP address
- Date and time of visit
- Pages viewed
- Referral source
- Browser and operating system details
- General geographic location (e.g. suburb or city).
This data helps us understand how the site is used and improve functionality. We do not attempt to identify individual users unless it’s required to investigate misuse or a breach of law.
Moderation
We monitor contributions to protect the integrity of the consultation process. This includes:
- Detecting spam or abusive content
- Ensuring fair participation by checking for multiple responses from the same individual or group.
Content that breaches our moderation policy may be removed.
External links
This website may contain links to other websites. The links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of linked websites and we suggest you review the privacy policies of those websites before using them.
Access and correction
You can request access to, or correction of your personal information at any time by contacting us via email at mail@vincent.wa.gov.au
For further information about our privacy policy and related information practices, or to access or correct your personal information, or make a complaint, please contact us on mail@vincent.wa.gov.au
Updated May 2025
Terms of Use
The following Terms and Conditions govern the use of Imagine Vincent (“the site”). The software platform is owned by Social Pinpoint Pty Ltd and operated by City of Vincent.
By accessing and using this site, you are choosing to accept and comply with the Terms presented throughout this agreement as well as the Privacy Policy and Moderation Policy. These Terms apply to all visitors and users of this site. Linked sites, affiliated services or third party content or software have their own Terms that you must comply with. If you disagree with any of the Terms presented in this agreement, you may discontinue using the site immediately.
If you are under 18 years old, please ensure that your parent or guardian understands and accepts these Terms and Conditions (including the Privacy Policy and Moderation Policy).
What are the conditions with a user’s account?
While using the site, you must not violate any applicable laws and regulations. It is our duty to protect the confidentiality of content you provide on our site in accordance with our Privacy Policy. When you create an account with us, you must always provide us with accurate information. Failure to provide accurate information violates the Terms, which may result in immediate termination of your account on our service. You are responsible for protecting your own password you use for this site and for any activities done under that password. Unauthorised use of your password or account must be immediately reported to us. In some cases, we or our agents may require access to your user accounts to respond to technical issues.
We are not responsible for the content on the site that has been provided by the users of the site. Any content posted by you is subject to the rules of our Moderation Policy. Your contribution to the site may be edited, removed or not published if we consider it inappropriate (refer to Moderation Policy). Contributors should also be aware that their posts may remain online indefinitely. Where practical, you may choose not to identify yourself, deal with us on an anonymous basis or use a pseudonym.
What do we require from our users?
You must understand and agree that, without limitation:
- all information, data, images and other materials are the sole responsibility of the person from whom the content originated;
- you are prohibited from advertising or offering to sell or buy any goods and services
- you cannot transmit Content that contains software viruses or programs designed to change or destroy the functionality of any computer software or hardware; or
- you cannot collect or store personal data about other users of the site
- you cannot impersonate any person or entity, including without limitation to a City of Vincent representative
- you cannot interrupt or interfere with the site or servers or networks connected to the site
- you cannot attempt to gain unauthorised access to the site or other use accounts
Can your account be suspended or terminated?
We may terminate or suspend access to your site and/or account immediately, without prior notice, including without limitation if you breach the Terms. We may immediately deactivate or delete your account and all the related files and information in your account. After your account has been terminated, the content you have posted may also remain indefinitely on the site.
If you want to terminate your own account, please send an email to mail@vincent.wa.gov.au.
Governing Law
These Terms shall be governed in accordance with the laws of Western Australia, Australia, without regards to its conflict of law provisions.
Indemnification
City of Vincent, its subsidiaries, affiliates, officers, agents, licensors and other partners are not responsible for any loss, liability, claim, or demand, including legal fees, made by any third party due to or arising from a breach of this agreement and/or any breach of your representations and warranties set forth above.
What content do we own?
This website contains the copyrighted material, trademarks, patents, trade secrets and other proprietary information (“Intellectual Property”) of City of Vincent and its suppliers and licensors. City of Vincent owns and retains all proprietary rights in the intellectual property. All intellectual property in the content of this site including without limitation to text, software, source code, pages, documents and online graphics, photographs, sounds, audio, video and other interactive features are owned by or licensed to us.
Any original content that you submit or post on our site may be made available to the public and allows users to share your content (with the end user acknowledging your contribution) under the Creative Commons Attribution-ShareAlike 4.0 Australian License.
Except for Intellectual Property which is in the public domain or for which you have been given written permission, you may not copy, alter, transmit, sell, distribute any of the Intellectual Property on this site.
We are not responsible for your communications or dealings, including payment and delivery of goods or services, with a third party found via our website. Any loss or damage incurred from those communications or dealings are solely between the user and the third party.
Disclaimer and Warranties
Users must agree that you use of the site is at your own risk. We make no warranty that the site will meet your requirements or be uninterrupted or error-free. Any material that the user downloads through the site is done at their own risk and are responsible for any damages to their computer system or loss of data.
What happens if these Terms change?
We reserve the right, at our sole discretion, to modify or replace these Terms at any time without notice. The most recent version of the Terms can be seen on this page. By continuing to access or use our site after those revisions become effective, you agree and will comply to the revised terms. If you do not agree to the revised terms, please discontinue using our site.
Contact Us
If you have any questions about these Terms, please contact us at mail@vincent.wa.gov.au
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