Before you email or submit information to McLennan County: what the county's privacy policy means for families

McLennan County's policy states that all information the county collects or maintains is subject to the Texas Public Information Act (TGC 552). Translation: information held by the county generally falls under Texas public-records rules - even if you originally shared it through an email or online form. For families, the practical takeaway is simple: pause before you send sensitive details. Once something is in the county's hands, it may be handled under a law designed to make government records available to the public (with exceptions). That doesn't mean everything you send will automatically be released. But treat written submissions as potentially part of a public record, and share only what's truly necessary.

The policy also recognizes that some information may be treated as confidential under Texas law. Specifically, it notes that email addresses of most members of the public who communicate with county departments through the internet are confidential, with exceptions referenced in Texas law. If you're emailing about a loved one, that confidentiality language is reassuring - but it's not a blank check for everything in your message. A good rule of thumb: keep your email focused on the minimum needed to get help (names, dates, and your specific question). Skip extra personal details that don't directly move things forward.

Beyond what you type into an email or form, the county's website collects some information automatically. The policy says McLennan County uses persistent, first-party cookies to track and report visitor information. It also states the county does not use third-party cookies. "Persistent" cookies stay on your device after you leave the site. The county uses them to track visitor information - typically to understand site traffic and how people use online services.

The policy also describes information collected through server logs and log analysis tools. McLennan County collects technical details like your device's hostname or IP address and the HTTP "user-agent" header (which identifies your browser type, version, and operating system). This kind of logging is common on government websites - it helps with analysis and troubleshooting. The key point: even if you keep a form short and avoid sharing extra personal details, your visit still generates technical records tied to your connection and browser.

Want to ask a privacy question before you submit something? Or trying to understand what the policy means for your situation? McLennan County directs you to contact the McLennan County Information Technology Department at 254.757.5164. That's also the right starting point if you're trying to sort out what information the county has from an online submission and what your options are. When you call, be ready to describe what you submitted - email vs. web form, approximate date, and which county page or department you used - so they can route you to the right place.

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• ✓ Keep emails and web forms tightly focused: share only what’s needed to get an answer or complete the request, since county-held information is subject to the Texas Public Information Act.
• ✓ Avoid sending sensitive personal details “just in case.” If a detail isn’t necessary for the county to help you, leave it out.
• ✓ Treat anything you submit online as something you may need to reference later (date sent, which department/page you used), in case you need follow-up.
• ✓ If you’re unsure how confidential something will be, ask first: contact the McLennan County Information Technology Department at 254.757.5164 before sending more information.