Shelby county assessor Privacy Policy clarify exactly how we handle your personal data when you visit our official portals. Our data collection practices focus on gathering specific visitor details to maintain and improve public services for all residents. When you view property records or submit official documents, your collected data is treated with strict respect. We automatically capture website usage data, such as browser details and usage patterns, to ensure the site functions correctly for every user. This data processing helps us to know how residents interact with assessment tools without compromising identities. You maintain full control over what you share, and our practices ensure your data is only used to support essential county functions.
Shelby county assessor establishes clear privacy practices designed to defend your user privacy and define your privacy rights. We enforce strict data protection and security standards across all platforms, utilizing advanced security measures and reliable safeguards to prevent unauthorized entry. Our team carefully limits analytics data exposure and manages third party interactions closely. You retain specific privacy controls and privacy choices regarding your details on our website. If you need to submit access requests or update your records, our management team will help you complete the proper steps. You can always contact the Shelby County Assessor office directly for assistance regarding how your data is handled and protected.
Data We Collect
We may collect certain information when you visit our website, submit inquiries, or use available tools and resources. This information helps improve website performance, respond to user requests, maintain security, and provide a better experience. The types of data collected can include information you provide directly as well as technical details generated during website use.
Data You Give Voluntarily
You provide certain details directly when using our digital tools. Submitting a homestead exemption application requires your name, property address, and contact details. Registering for notifications means you share an email address. We only ask for details strictly necessary for processing your request. This ensures the Shelby county assessor can accurately update property records without storing unnecessary personal facts. Voluntary submissions stay encrypted from the moment you click submit.
Automatically Collected Data
Our servers capture technical details the moment your device connects to our site. We record IP addresses, browser types, and operating system versions. This data helps identify traffic patterns and resolve technical errors quickly. We do not link these technical logs to your personal identity. Our system deletes raw log files on a regular schedule to minimize stored data volume. Automated tracking strictly monitors system health rather than personal behavior.
How We Use Your Data
The information we collect is used to operate and improve the website, respond to inquiries, maintain security, and enhance user experience. Data may also help us analyze website performance, identify technical issues, and ensure that visitors can access accurate property related information and resources efficiently.
For Service Improvements
We analyze user interactions to refine website navigation and tool functionality. Tracking which pages load slowest helps our IT team optimize server response times. Aggregated data reveals which assessment features residents use most frequently. These insights direct our development resources toward fixing actual user pain points. As a result, the public portal becomes easier to navigate with every update. System upgrades happen directly based on this collected performance data.
Communication and Notifications
Residents opt into alerts regarding their property assessments and tax deadlines. We use your email address to send reminders about the May 1st personal property assessment deadline. The system transmits these alerts directly to your inbox without sharing your address with outside vendors. You can subscribe to specific notification types based on your needs. This direct communication keeps property owners informed of critical dates. Opting out of these alerts requires a single click.
Legal and Compliance Purposes
The county must retain certain records to comply with Tennessee state laws. Property tax appeals and exemption filings stay on file for legally mandated periods. We use this data to verify property ownership and calculate accurate tax rates. Auditors review these records to ensure our office follows state tax codes. This retention protects both the county and the taxpayer during legal disputes. Records remain sealed until legally requested by authorized personnel.
Data Protection and Security Measures
We use reasonable administrative, technical, and security measures to help protect information from unauthorized access, disclosure, alteration, or misuse. While no online system can guarantee complete security, we regularly monitor and maintain safeguards designed to support the confidentiality and integrity of the data handled through the website.
Encryption and Secure Access
All data transmitted between your browser and our servers uses strong encryption protocols. Secure Socket Layer technology scrambles your details during submission. This means intercepted traffic appears as unreadable code to outside parties. Our login portals require multi factor verification for employees entering internal databases. These barriers stop cybercriminals from stealing sensitive resident details. The encryption standards meet federal security requirements.
Internal Access Restrictions
Staff members only view the data necessary for their specific job functions. A clerk processing homestead exemptions cannot view unrelated tax payment records. We enforce role based access controls across every computer system in our office. Managers audit these access logs monthly to detect unusual activity. This strict compartmentalization limits the risk of internal data leaks. Employees face immediate disciplinary action for violating access protocols.
Additional Security Practices
Our IT department runs automated security scans on a weekly basis. These scans identify software vulnerabilities before hackers can exploit them. Firewalls block suspicious traffic from reaching our internal network. Employees undergo mandatory cybersecurity training to recognize phishing emails. These combined efforts create a resilient defense system for public data. Regular penetration testing verifies the strength of our firewalls.
Opt Out Preferences
Visitors may choose to limit or disable certain types of data collection through browser settings or device controls. Some features of the website may not function properly if these preferences are restricted. Users can manage cookies, tracking options, and other settings at any time based on their comfort level.
How to Limit the Use of Your Data
You can opt out of marketing or non critical communications at any time. Every email we send contains an unsubscribe link at the bottom. Clicking this link instantly removes your address from our mailing list. You can disable browser cookies through your internet settings. Disabling cookies prevents our analytics tools from tracking your return visits. These choices remain active until you change them.
- Click the unsubscribe link in county emails.
- Turn off cookies in your web browser privacy settings.
- Submit a formal opt out request via mail to our office.
- Decline optional data sharing prompts on our forms.
Sharing and Third Party Services
Information may be shared with trusted service providers that help operate the website, such as hosting, analytics, or technical support tools. These third parties are required to handle data responsibly and are not allowed to use it for unrelated purposes. No personal details are sold or shared beyond what is necessary to maintain and improve website services.
When and Why We Share Data
We do not sell your personal details to marketing firms. Data is shared only when required by law or to complete a requested service. For instance, property appraisal details might go to a title company if you authorize the release. Law enforcement agencies can request specific records during active investigations. We review every third party request carefully before releasing any resident data. Authorized releases require a signature from the resident or a court order.
Third Party Tools and Services
We contract a few external vendors to host our website and manage payment processing. These vendors must sign strict data protection agreements before touching any county data. They cannot use your details for their own purposes. We audit these vendors to confirm they maintain proper security standards. This oversight ensures external partners respect your privacy. Vendor contracts include clauses for immediate termination upon security breaches.
Comparison of Data Access Levels
Different users experience different levels of data visibility on our platforms. The table below shows what data each type of user can see. This structure keeps sensitive details hidden from public view.
| User Type | Data Visible | Access Duration |
|---|---|---|
| Public Visitor | Property address, owner name, assessed value | Unlimited |
| Registered User | Own property records, saved forms | Session based |
| County Staff | Personal details, tax history, exemption status | Permanent |
| IT Administrator | System logs, IP addresses, error reports | 90 Days |
Your Rights and Data Control Options
Users have the ability to access, review, or request updates to their personal information where applicable. Depending on local rules, you may also request deletion or restriction of certain data. These options are provided to give users more control over how their information is handled while using the website and its services.
Requesting Data Access or Deletion
You can ask for a copy of all personal data we hold about you. Submitting an access request triggers a formal review by our data management team. We compile the requested records and provide them within thirty days. You can request the deletion of non essential personal details from our marketing systems. We cannot delete legally required property tax records. The law mandates the retention of these specific property documents.
Updating Your Personal Details
Keeping your contact details current ensures you receive critical tax notices. You can update your mailing address or email by submitting a change of address form. Our staff verifies the new details against county property records before finalizing the update. This process prevents unauthorized people from redirecting your mail. Accurate records guarantee you never miss a tax deadline. Submit updates as soon as your contact details change.
Real World Data Request Scenario
A homeowner named John wanted to verify the data the county held about his recent homestead exemption application. He emailed the assessor office asking for a complete data access report. He provided his property address and parcel number to verify his identity. Within two weeks, the office sent John a secure link to view his submitted forms, IP addresses used during submission, and internal review notes. This transparency allowed John to confirm his details were accurate and secure.
Changes to This Privacy Policy
This privacy policy may be updated from time to time to reflect changes in services, legal requirements, or website practices. Any updates will take effect once they are posted on this page. Users are encouraged to review this section periodically to stay informed about how information is managed.
Notification of Updates
We publish a prominent alert on the homepage whenever we revise our privacy policy. Users receive an email notification if they are subscribed to our update list. We provide a summary of the changes alongside the updated document. This transparency ensures residents to know how new practices impact their data. We encourage feedback during the thirty day public comment period before changes become official. Constructive feedback often shapes the final wording of the document.
Date of Last Revision
This document reflects the most current data handling standards. Our team reviews the policy quarterly to ensure ongoing compliance with Tennessee regulations. The last review occurred on June 21, 2026. Future updates will feature the exact date of the revision at the top of the page. Checking this date helps residents know they are reading the most recent rules. The quarterly review process keeps our standards aligned with state mandates.
Property Appraisal Steps in Shelby County
The appraisal process follows a strict sequence to ensure fair property valuations. This sequence applies to every residential and commercial property in the county.
- Data collectors measure the physical dimensions of your property.
- Appraisers compare your property to recent sales in your neighborhood.
- The system calculates the assessed value based on current market rates.
- The office mails a notice of assessment to the property owner.
- Residents have a set period to file an appeal if they disagree.
Contact Us for Privacy Concerns
If you have questions or concerns about this privacy policy or how your information is handled, you can reach out through the provided contact details. The support team is available to assist with privacy related requests, clarify data practices, and help resolve any issues related to your information.
How to Reach the Shelby County Assessor Office
Residents can contact our main office during standard business hours. The staff answers questions regarding data access, privacy policies, and property assessments. You can visit us in person to submit physical documents.
- Official website: https://www.shelbycountytrustee.com/
- Phone: (901) 222-0200
- Address: 157 Poplar Ave, 2nd floor, Memphis, TN 38103
- Hours: Monday – Friday 8:00am – 4:30pm