Privacy Policy

Introduction

The Shaker Heights Police Department ("SHPD," "we," "us," or "our") is committed to protecting the privacy of individuals who use our Police Report Request System. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our online records request service.

Information We Collect

When you submit a police report request, we collect the following information:

• Personal Information: Full name, date of birth, email address, phone number, and mailing address
• Incident Information: Case number (if known), incident date, incident location, and description of the incident
• Request Details: Type of report requested, delivery method preference, and any additional notes
• Video Request Information: If requesting video evidence, details about the type of video (dashcam, body camera, surveillance, etc.)

How We Use Your Information

We use the information we collect to:

• Process and fulfill your police report request
• Verify your identity and eligibility to receive requested records
• Communicate with you about your request status
• Send email notifications regarding your request
• Comply with legal obligations and law enforcement purposes
• Improve our services and user experience

Information Sharing and Disclosure

We may share your information in the following circumstances:

• Within the Department: With authorized SHPD personnel who need access to process your request
• Legal Requirements: When required by law, subpoena, court order, or other legal process
• Public Records: As required under Ohio Public Records Law (Ohio Revised Code Section 149.43)
• Government Agencies: With other government agencies when necessary for law enforcement purposes

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure, encrypted connections (HTTPS) for all data transmission
• Access controls limiting data access to authorized personnel only
• Regular security assessments and updates
• Secure data storage with appropriate backup procedures

Data Retention

We retain your request information for a period consistent with Ohio records retention requirements and departmental policies. Request records are typically retained for a minimum of three (3) years after the request is completed, unless a longer retention period is required by law.

Your Rights

Under applicable law, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request information about how your data is being used
• File a complaint with the appropriate regulatory authority

Cookies and Tracking

Our website uses essential cookies to maintain your session and provide core functionality. We do not use tracking cookies for advertising purposes. Session cookies are automatically deleted when you close your browser.

Children's Privacy

Our service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: