|Privacy Protection PolicyStatement of Purpose:
Our Company is committed to maintaining the confidentiality of social security numbers it collects with respect to employees. Effective October 1, 2008, it is the policy of the Company to protect the confidentiality of social security numbers obtained in the ordinary course of its business. Our Company restricts access to information or documents containing social security numbers to employees who have a legitimate business reason to access such information or documents. No employee of the Company community shall knowingly obtain, store, transfer, use, disclose, or dispose of a social security number that the Company obtains or possesses except in accordance with this policy. Each department having access to records containing social security numbers shall determine which personnel within their departments have a legitimate reason in the ordinary course of business to have access to such social security numbers. Personnel using records containing social security numbers must take appropriate steps to secure such records when not in immediate use.
1. Authorized collection and use of social security numbers. This Policy does not prohibit the use of social security numbers where the use is authorized or required by state or federal statute, rule, regulation, or court order or rule, or pursuant to legal discovery or process.
Other legitimate reasons for collecting a social security number include, but are not limited to:
2. Prohibited use or display of social security numbers.
Documents containing all or more than four sequential digits of a social security number, that are sent through the mail, shall not reveal the number through the envelope window or otherwise be visible from outside the envelope or package.
3. Employee Identification Numbers. Social Security numbers shall not be used as the principle employee time records number.
4. Computer Transmission. No more than four sequential digits of a social security number shall be used or transmitted on the Internet or on a computer system or network unless the connection is secure or the transmission is encrypted.
5. Storage. All documents containing social security numbers shall be stored in a physically secure manner. Social security numbers shall not be stored on computers or other electronic devices that are not secured against unauthorized access.
6. Laptop Computers. All laptop computers which transported off the premises of the Company may not contain social security numbers, protected health information, individualized credit information or tax identification. Social security numbers shall not be stored on computers or other electronic devices that are not secured against unauthorized access.
7. Disposal. Documents containing social security numbers will be retained in accordance with the requirements of state and federal laws and the Company’s record retention policy. At such time as documents containing social security numbers may be disposed of, such disposal shall be accomplished in a manner that protects the confidentiality of the social security numbers, such as shredding.