Privacy Policy – Holmes County Property Appraiser

Privacy Policy for the Holmes County Property Appraiser details our firm commitment to you and your data. This document is the official Holmes County property appraiser privacy policy and acts as the Holmes County appraisal office privacy notice. We explain our methods for collecting, using, and securing your information. Our dedication to property data privacy Holmes County is a top priority. This privacy statement Holmes County property appraiser clarifies our complete data handling policy Holmes County property office. It covers all aspects of Holmes County real estate data protection, from basic ownership details to specific Holmes County GIS & parcel data privacy. We know the importance of Holmes County property records confidentiality and have established procedures to protect your data. This policy outlines how we manage information associated with our appraisal duties, ensuring transparency. Our goal is to build your trust by being clear about how we protect the sensitive data connected to your property and our public service mission.

This Holmes County personal information policy clarifies your rights regarding the data held by our office. The privacy practices Holmes County assessor follows are outlined here, demonstrating our commitment to Holmes County assessor office data protection. We follow strict data privacy guidelines Holmes County property office for all appraisal activities. Our Holmes County property appraisal confidentiality rules are designed to safeguard your information. This includes sensitive Holmes County property tax data privacy and other personal details. We manage property information privacy Holmes County with secure systems. This document also addresses the Holmes County public records privacy policy, explaining the balance between public access and personal protection. We maintain strong real estate records confidentiality Holmes County through our Holmes County property database privacy practices. The integrity of our Holmes County appraisal services privacy and the security of Holmes County property tax information privacy are fundamental to our work.

Information We Collect

The information we collect helps support the functionality, security, and usability of this website. When visitors browse or interact with the site, certain technical details, optional form submissions, and basic usage data may be gathered to ensure a smooth browsing experience. This section outlines the types of information that may be collected, why it’s collected, and how it supports the services provided through the Glades County Property Appraiser website.

Data You Provide Voluntarily

We collect data that you willingly submit to our office. This happens through various interactions required for the accurate assessment of property. When you file for an exemption, update your mailing address, or communicate with our staff, you are supplying data directly to us.

This type of data includes personal identifiers and property-specific details. We need this to perform our statutory duties. Examples of voluntarily supplied data are listed below.

• Contact Details: Your full name, mailing address, email address, and phone number. This is necessary for official correspondence about your property assessment and exemptions.
• Exemption Applications: Data submitted for homestead, agricultural, or other exemptions. This can include Social Security numbers, disability documentation, or income statements as required by Florida Statute.
• Property Declarations: Forms you complete detailing tangible personal property or changes to real property, such as new construction or demolition.
• Correspondence: Any letters, emails, or notes from phone calls where you provide details relevant to your property’s valuation or ownership status.
• Change of Ownership Forms: Documents like deeds or wills that you provide to update our property ownership records.

The collection of this data is governed by state law. We only request what is necessary to maintain an equitable and accurate tax roll for Holmes County. Your cooperation in supplying correct data helps our office function correctly.

Examples of Forms and Submissions

To give a clearer picture, here are some specific forms where you provide data:

1. DR-501, Homestead Exemption Application: This form collects names, addresses, Social Security numbers, and driver’s license numbers to verify eligibility.
2. DR-416, Tangible Personal Property Tax Return: Businesses use this form to report property like equipment and furniture, including its cost and acquisition date.
3. Address Change Request Form: A simple form you submit to redirect your official notices to a new mailing address.

Each form clearly states the purpose of the data collection. Our staff is trained to handle these documents with care, upholding our Holmes County property appraisal confidentiality rules.

Automatically Collected Information

When you visit the Holmes County Property Appraiser website, our systems automatically gather certain technical data. This is standard practice for most websites and helps us operate our online services effectively. This data is generally anonymous and not tied to your personal identity unless you log into a specific service.

This collection helps us understand how our website is used. We can then make improvements for a better user experience. It also aids in maintaining the security and stability of our digital infrastructure.

The types of automatically collected data include:

• Log Data: Our web servers record details about your visit. This includes your Internet Protocol (IP) address, the type of browser you used (e.g., Chrome, Firefox), the pages you visited on our site, and the time and date of your visit.
• Device Information: We may collect data about the device you are using, such as its operating system and screen resolution. This helps us ensure our website displays correctly on different devices.
• Cookies: Our website may use cookies, which are small text files stored on your device. They help the site remember your preferences, like search settings, and improve your visit. You can control cookie settings in your browser.

This technical data is separate from the property records database. It is used exclusively for website administration and analytics. This process is part of our commitment to Holmes County GIS & parcel data privacy and overall digital security.

Website Analytics and Usage Data

We use analytics tools to study traffic patterns on our website. This helps us see which pages are most popular and which features are used most often. For instance, we can see how many users access the property search tool versus the exemption forms page.

This aggregated data does not identify individual users. It provides broad insights that guide our efforts to make public records more accessible and our website easier to use. The privacy practices Holmes County assessor follows extend to our digital presence, ensuring that even anonymous data is handled responsibly.

How We Use Your Information

The data we collect serves specific, defined purposes directly related to our official duties as the Holmes County Property Appraiser. We do not use your data for commercial purposes, nor do we sell it to third parties. Every use is grounded in state law and our public service mission.

Our primary function is to identify and appraise all property within Holmes County for ad valorem tax purposes. The data you provide and the data we gather are fundamental to creating a fair and equitable tax roll. The proper use of this data is central to our data handling policy Holmes County property office.

For Service Improvements

We continuously work to make our services better for the public. The data we collect is a key resource in this effort. By analyzing how you interact with our office and website, we can identify areas for improvement.

For example, website usage statistics might show that users have trouble finding a specific form. We can use that insight to redesign the website’s menu or add a prominent link. This makes it easier for everyone to access public services. This is a practical application of our Holmes County assessor office data protection principles.

Feedback you provide directly, whether through email or in person, is also used. If multiple property owners ask the same question, we may create a new section on our website to address it. This proactive approach helps us serve the community more efficiently.

Communication & Notifications

Your contact data is vital for official communications. We are required by law to send certain notices to property owners. Without accurate contact details, you might miss important deadlines or updates about your property’s status.

These communications include:

• Truth in Millage (TRIM) Notices: Sent annually, this notice shows your property’s assessed value, any exemptions applied, and proposed property taxes.
• Exemption Status Updates: We may contact you if we need more documentation for an exemption application or to notify you of its approval or denial.
• Requests for Information: In some cases, we may need to contact you to clarify details about your property, such as recent construction or a change in use.

Maintaining accurate communication channels is a core part of our Holmes County property tax information privacy commitment. We use your contact data only for these official purposes.

Legal and Compliance Purposes

Our office operates under the authority of the Florida Constitution and Florida Statutes. The collection and use of property data are mandated by these laws. We use your data to comply with our legal obligations.

These obligations include:

1. Maintaining the Tax Roll: We must create and maintain an annual real and tangible personal property tax roll. This roll includes owner names, property descriptions, and assessed values.
2. Defending Valuations: If a property owner appeals their assessment to the Value Adjustment Board (VAB), we must use property data to explain and defend our valuation.
3. Public Records Law: Under Florida’s Sunshine Law (Chapter 119, F.S.), most of the records we maintain are public. We must make this data available for inspection upon request, subject to certain statutory exemptions.

Our Holmes County public records privacy policy is carefully balanced with these legal requirements. We protect confidential data while providing the public access mandated by law.

Data Protection and Security Measures

Protecting the data entrusted to us is a responsibility we take very seriously. We have implemented a multi-layered security strategy to safeguard both digital and physical records. This approach is designed to prevent unauthorized access, use, or disclosure of your data.

Our commitment to Holmes County real estate data protection involves technical controls, strict internal policies, and ongoing staff training. We regularly review and update our security practices to address new threats and challenges.

Encryption and Secure Access

Digital data is protected using modern security technologies. When you access our website or online services, the connection is secured using Transport Layer Security (TLS) encryption. This is the same technology used by banks to protect online transactions. It creates a secure, private channel between your browser and our servers.

All sensitive data stored on our servers is also encrypted at rest. This means that even if someone gained physical access to the hardware, the data would be unreadable without the proper decryption keys. This is a cornerstone of our data privacy guidelines Holmes County property office.

Access to our internal network is protected by firewalls and other intrusion detection systems. These systems monitor network traffic for suspicious activity and block potential threats before they can reach our data.

Internal Access Restrictions

Not all employees have access to all data. We operate on a principle of least privilege. This means staff members are only given access to the data and systems they absolutely need to perform their job duties.

For example, a field appraiser may only have access to property characteristic data for their assigned area. They would not have access to sensitive exemption application details unless it was directly relevant to their work. Access levels are defined by job role and enforced through technical controls.

Here is a breakdown of typical access levels:

All access to sensitive data is logged and audited. This creates a trail of accountability and helps us ensure that our Holmes County property database privacy practices are being followed.

Additional Security Practices

Our security program extends beyond just digital protections. We also secure physical records and our facilities.

• Physical Security: Our office is secured with access controls. Sensitive documents are stored in locked cabinets or secure file rooms. After hours, the building is monitored by an alarm system.
• Employee Training: All employees receive regular training on data security and privacy. This training covers topics like identifying phishing scams, proper handling of confidential documents, and understanding the legal requirements of public records laws.
• Data Retention Policies: We follow state-approved retention schedules for all records. Data is kept only as long as legally required and is securely destroyed when it is no longer needed.
• Disaster Recovery: Our digital data is backed up regularly to a secure, off-site location. This ensures we can restore our systems and continue operations in the event of a fire, flood, or other disaster.

These combined practices create a strong security posture. They demonstrate our deep commitment to Holmes County property records confidentiality and the protection of your data.

Opt-Out Preferences

While most property records are public under Florida law, there are specific provisions that allow certain individuals to request confidentiality for their personal data. This is often referred to as an “opt-out” or a public records exemption. These exemptions are narrowly defined in the Florida Statutes.

Our office strictly follows these statutes. We provide a clear process for eligible individuals to request this protection. Understanding your options is a key part of property information privacy Holmes County.

How to Limit the Use of Your Data

If you believe you qualify for a public records exemption, you must submit a formal written request to our office. The request must specify the statutory basis for the exemption. Eligibility is typically limited to individuals in certain high-risk professions.

The process generally works as follows:

1. Determine Eligibility: Review Florida Statute 119.071 to see if your profession is listed. Common examples include law enforcement officers, firefighters, judges, and prosecutors.
2. Obtain the Correct Form: Our office can provide the necessary “Request for Confidentiality” form. You can also find it on our website.
3. Complete and Submit the Form: Fill out the form completely and accurately. You will need to provide proof of your eligible position.
4. Office Review: Our staff will review your request and supporting documents to verify your eligibility.
5. Record Redaction: If your request is approved, we will redact your personal data from records made available to the general public. This typically includes the owner’s name and mailing address.

It is important to understand that this does not remove your data from the tax roll itself. It only removes it from public-facing views, such as our website’s property search. Other government agencies with a legal need will still have access to the complete record. This is a critical aspect of our real estate records confidentiality Holmes County procedures.

Sharing & Third-Party Services

We do not sell your personal data. We only share it when legally required or necessary to perform our official duties. All sharing is done in accordance with Florida law and our strict data handling policy Holmes County property office.

Transparency about data sharing is important for building trust. This section explains when and why data might be shared with other entities.

When and Why We Share Information

Data sharing primarily occurs between government agencies as part of the property tax cycle. This is a necessary and routine part of how local government functions.

• Holmes County Tax Collector: We provide the certified tax roll to the Tax Collector each year. They use this data to generate and mail property tax bills.
• Holmes County Clerk of Court: The Clerk of Court records deeds and other official records. We receive data from them to update property ownership.
• Value Adjustment Board (VAB): If you appeal your property assessment, we share relevant property data with the VAB so they can hear your case.
• Florida Department of Revenue: We submit our tax roll and other data to the Department of Revenue for review and approval, as required by state law.
• Public Records Requests: As a government agency, we must respond to public records requests from citizens, journalists, or commercial entities, providing any non-exempt data.

This sharing is governed by inter-agency agreements and state law, ensuring the data is used only for its intended official purpose. The integrity of Holmes County property tax data privacy is maintained throughout this process.

Third-Party Tools and Services

To provide modern and efficient services, we may use tools from third-party vendors. For example, our website might be hosted by a third-party company, or we might use a specialized software for property appraisal.

We carefully vet all our vendors for their security and privacy practices. We have contractual agreements in place that require them to protect any data they may handle on our behalf. These vendors are prohibited from using our data for their own purposes.

Examples of third-party services include:

• Website Hosting Provider: The company that operates the servers where our website resides.
• Geographic Information System (GIS) Vendor: The software company that provides our online mapping platform.
• Email Service Provider: The service we use to send official email notifications.

Our use of these services is consistent with our commitment to Holmes County appraisal services privacy. We remain the custodian of your data, and we are ultimately responsible for its protection.

Your Rights & Data Control Options

As a property owner in Holmes County, you have specific rights regarding the data we maintain. We are committed to making it easy for you to exercise these rights. Our Holmes County personal information policy is designed to empower you with control over your data, within the framework of Florida’s public records laws.

Knowing your rights is the first step. This section outlines how you can access, correct, or request the deletion of your data.

Requesting Data Access or Deletion

You have the right to inspect and copy any public records we hold. This includes the data on your own property. You can visit our office during business hours to review your property record card and other related documents.

To request copies of records, you can submit a public records request. This can be done in person, over the phone, or by email. We will provide the requested records in a timely manner. A small fee may be charged for copies, as permitted by state law.

The right to deletion is very limited for government records. Because we are legally required to maintain a historical record of property ownership and valuation, we generally cannot delete data from the tax roll. Data is purged only according to the state’s official retention schedules. For example, old exemption applications are destroyed after a set number of years.

Updating Your Personal Information

It is very important that we have accurate data. If you find an error in your property record, you have the right to request a correction. We want our records to be as accurate as possible.

Common corrections include:

• Mailing Address Changes: If you move or change your mailing address, please notify us immediately to ensure you receive your TRIM notice and tax bill.
• Name Changes: If your name changes due to marriage, divorce, or other legal action, provide us with a copy of the relevant legal document so we can update our records.
• Errors in Property Characteristics: If you believe our record of your property’s square footage, number of bathrooms, or other physical feature is incorrect, contact our office. We may schedule a field inspection to verify the details.

To request an update, you can contact our office directly. For many changes, a simple form or written request is all that is needed. This proactive management of your data helps us fulfill our duty to maintain an accurate tax roll.

Changes to This Privacy Policy

The laws, technologies, and practices related to data privacy can change over time. To keep up, we may need to update this policy. We are committed to keeping you aware of how we protect your data.

Any modifications to this policy will be made with the same commitment to clarity and transparency that guides our current practices. We will not make changes that weaken the protection of your data.

Notification of Updates

When we make significant changes to this privacy policy, we will post a notice on our website’s homepage. This will alert regular visitors to the update. We encourage you to review this policy periodically to stay current on our practices.

The policy posted on our website will always be the most current version. The date of the last revision will be clearly marked, so you can easily see if it has changed since your last visit. See our Disclaimer for important legal information

Contact Us for Privacy Concerns

If you have any questions or concerns about this policy or how we handle your data, we encourage you to contact us directly. Our staff is available to discuss your concerns and provide clarification. Open communication is a key part of our commitment to public trust and data protection.

We take all privacy-related inquiries seriously. Your feedback helps us ensure that our policies and practices are meeting the needs of the community we serve.

How to Reach the Holmes County Property Appraiser

You can contact our office through several methods. For the quickest response, please use the phone number or visit us in person during business hours. Written correspondence can be sent to our mailing address.

Official Contact Details

Office Name: Holmes County Property Appraiser

Physical Address:
201 N. Oklahoma St., Suite 103
Bonifay, FL 32425

Mailing Address:
P.O. Box 477
Bonifay, FL 32425

Phone Number: (850) 547-1113

Official Website: holmespa.com (not a clickable link)

Business Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Closed on weekends and public holidays.

Frequently Asked Questions

This section explains our commitment to your privacy. The Holmes County Property Appraiser privacy policy outlines how we handle your data. We collect property information to perform our official duties. Protecting your personal data is a top priority. Our practices ensure that we manage property records confidentiality with care. We follow all state laws regarding public records and data security. You can find clear answers here about our data handling policy and your rights.

What is the Holmes County Property Appraiser privacy policy?

Our privacy policy details how we collect, use, and protect your information. We gather data like property ownership, sales history, and building characteristics to create fair property assessments. This policy explains which data becomes public record under Florida law. It also describes our procedures for securing sensitive personal details that are not subject to public disclosure. Our goal is to maintain transparency while protecting your data according to state statutes. We are committed to responsible data stewardship for all Holmes County property owners.

How are Holmes County property records kept confidential?

We protect property records confidentiality by following Florida Statutes. Most property data is public record by law. Some personal details may be exempt from public view if you qualify for a legal exemption, for example, if you are a law enforcement officer. To request this protection, you must submit a formal request to our office. We use secure systems to safeguard all data we maintain. This prevents unauthorized access to both public and exempt information stored in our property database.

Can I make my Holmes County property data private?

You may be able to make some personal information on your property records private. Florida law allows certain individuals, like judges and police officers, to request confidentiality for their home address and other details. This does not make the entire property record private, but it redacts specific personal data from public view. You must file an official exemption form with our office to start this process. General property characteristics and assessment values remain public information for tax transparency.

What does the data handling policy for the Holmes County property office cover?

Our data handling policy covers the complete lifecycle of your information. This starts with how we collect property details through deeds, permits, and inspections. Next, it defines how we use this data for property appraisal and tax roll creation. The policy also specifies our security measures, like encrypted databases and access controls, to protect against misuse. Finally, it outlines our data retention schedule and the legal framework for public records requests, ensuring we operate with full transparency and accountability.

How does the Holmes County assessor office ensure data protection?

The Holmes County Property Appraiser’s office ensures data protection through a combination of technology and strict procedures. We store all digital records on secure servers with limited staff access. Our team receives training on state public records laws and privacy practices. We regularly review our systems to prevent security breaches. Any sensitive personal information collected for exemptions is handled separately from general property data. These actions help us maintain the integrity and security of all Holmes County real estate data.