Develop, document, and disseminate to organization-defined personnel or roles:
one or more,Organization-level,Mission/business process-level,System-level personally identifiable information processing and transparency policy that:
Addresses purpose, scope, roles, responsibilities, management commitment, coordination among organizational entities, and compliance; and
Is consistent with applicable laws, executive orders, directives, regulations, policies, standards, and guidelines; and
Procedures to facilitate the implementation of the personally identifiable information processing and transparency policy and the associated personally identifiable information processing and transparency controls;
Designate an organization-defined official to manage the development, documentation, and dissemination of the personally identifiable information processing and transparency policy and procedures; and
Review and update the current personally identifiable information processing and transparency:
Policy organization-defined frequency and following organization-defined events; and
Procedures organization-defined frequency and following organization-defined events.
Determine and document the organization-defined authority that permits the organization-defined processing of personally identifiable information; and
Restrict the organization-defined processing of personally identifiable information to only that which is authorized.
The processing of personally identifiable information is an operation or set of operations that the information system or organization performs with respect to personally identifiable information across the information life cycle. Processing includes but is not limited to creation, collection, use, processing, storage, maintenance, dissemination, disclosure, and disposal. Processing operations also include logging, generation, and transformation, as well as analysis techniques, such as data mining. Organizations may be subject to laws, executive orders, directives, regulations, or policies that establish the organization?s authority and thereby limit certain types of processing of personally identifiable information or establish other requirements related to the processing. Organizational personnel consult with the senior agency official for privacy and legal counsel regarding such authority, particularly if the organization is subject to multiple jurisdictions or sources of authority. For organizations whose processing is not determined according to legal authorities, the organization?s policies and determinations govern how they process personally identifiable information. While processing of personally identifiable information may be legally permissible, privacy risks may still arise. Privacy risk assessments can identify the privacy risks associated with the authorized processing of personally identifiable information and support solutions to manage such risks. Organizations consider applicable requirements and organizational policies to determine how to document this authority. For federal agencies, the authority to process personally identifiable information is documented in privacy policies and notices, system of records notices, privacy impact assessments, [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) statements, computer matching agreements and notices, contracts, information sharing agreements, memoranda of understanding, and other documentation. Organizations take steps to ensure that personally identifiable information is only processed for authorized purposes, including training organizational personnel on the authorized processing of personally identifiable information and monitoring and auditing organizational use of personally identifiable information.
Identify and document the organization-defined purpose(s) for processing personally identifiable information;
Describe the purpose(s) in the public privacy notices and policies of the organization;
Restrict the organization-defined processing of personally identifiable information to only that which is compatible with the identified purpose(s); and
Monitor changes in processing personally identifiable information and implement organization-defined mechanisms to ensure that any changes are made in accordance with organization-defined requirements.
Identifying and documenting the purpose for processing provides organizations with a basis for understanding why personally identifiable information may be processed. The term "process" includes every step of the information life cycle, including creation, collection, use, processing, storage, maintenance, dissemination, disclosure, and disposal. Identifying and documenting the purpose of processing is a prerequisite to enabling owners and operators of the system and individuals whose information is processed by the system to understand how the information will be processed. This enables individuals to make informed decisions about their engagement with information systems and organizations and to manage their privacy interests. Once the specific processing purpose has been identified, the purpose is described in the organization?s privacy notices, policies, and any related privacy compliance documentation, including privacy impact assessments, system of records notices, [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) statements, computer matching notices, and other applicable Federal Register notices. Organizations take steps to help ensure that personally identifiable information is processed only for identified purposes, including training organizational personnel and monitoring and auditing organizational processing of personally identifiable information. Organizations monitor for changes in personally identifiable information processing. Organizational personnel consult with the senior agency official for privacy and legal counsel to ensure that any new purposes that arise from changes in processing are compatible with the purpose for which the information was collected, or if the new purpose is not compatible, implement mechanisms in accordance with defined requirements to allow for the new processing, if appropriate. Mechanisms may include obtaining consent from individuals, revising privacy policies, or other measures to manage privacy risks that arise from changes in personally identifiable information processing purposes.
Implement organization-defined tools or mechanisms for individuals to consent to the processing of their personally identifiable information prior to its collection that facilitate individuals? informed decision-making.
Consent allows individuals to participate in making decisions about the processing of their information and transfers some of the risk that arises from the processing of personally identifiable information from the organization to an individual. Consent may be required by applicable laws, executive orders, directives, regulations, policies, standards, or guidelines. Otherwise, when selecting consent as a control, organizations consider whether individuals can be reasonably expected to understand and accept the privacy risks that arise from their authorization. Organizations consider whether other controls may more effectively mitigate privacy risk either alone or in conjunction with consent. Organizations also consider any demographic or contextual factors that may influence the understanding or behavior of individuals with respect to the processing carried out by the system or organization. When soliciting consent from individuals, organizations consider the appropriate mechanism for obtaining consent, including the type of consent (e.g., opt-in, opt-out), how to properly authenticate and identity proof individuals and how to obtain consent through electronic means. In addition, organizations consider providing a mechanism for individuals to revoke consent once it has been provided, as appropriate. Finally, organizations consider usability factors to help individuals understand the risks being accepted when providing consent, including the use of plain language and avoiding technical jargon.
Provide notice to individuals about the processing of personally identifiable information that:
Is available to individuals upon first interacting with an organization, and subsequently at organization-defined frequency;
Is clear and easy-to-understand, expressing information about personally identifiable information processing in plain language;
Identifies the authority that authorizes the processing of personally identifiable information;
Identifies the purposes for which personally identifiable information is to be processed; and
Includes organization-defined information.
Privacy notices help inform individuals about how their personally identifiable information is being processed by the system or organization. Organizations use privacy notices to inform individuals about how, under what authority, and for what purpose their personally identifiable information is processed, as well as other information such as choices individuals might have with respect to that processing and other parties with whom information is shared. Laws, executive orders, directives, regulations, or policies may require that privacy notices include specific elements or be provided in specific formats. Federal agency personnel consult with the senior agency official for privacy and legal counsel regarding when and where to provide privacy notices, as well as elements to include in privacy notices and required formats. In circumstances where laws or government-wide policies do not require privacy notices, organizational policies and determinations may require privacy notices and may serve as a source of the elements to include in privacy notices. Privacy risk assessments identify the privacy risks associated with the processing of personally identifiable information and may help organizations determine appropriate elements to include in a privacy notice to manage such risks. To help individuals understand how their information is being processed, organizations write materials in plain language and avoid technical jargon.
For systems that process information that will be maintained in a Privacy Act system of records:
Draft system of records notices in accordance with OMB guidance and submit new and significantly modified system of records notices to the OMB and appropriate congressional committees for advance review;
Publish system of records notices in the Federal Register; and
Keep system of records notices accurate, up-to-date, and scoped in accordance with policy.
The [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) requires that federal agencies publish a system of records notice in the Federal Register upon the establishment and/or modification of a [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) system of records. As a general matter, a system of records notice is required when an agency maintains a group of any records under the control of the agency from which information is retrieved by the name of an individual or by some identifying number, symbol, or other identifier. The notice describes the existence and character of the system and identifies the system of records, the purpose(s) of the system, the authority for maintenance of the records, the categories of records maintained in the system, the categories of individuals about whom records are maintained, the routine uses to which the records are subject, and additional details about the system as described in [OMB A-108](#3671ff20-c17c-44d6-8a88-7de203fa74aa).
Apply organization-defined processing conditions for specific categories of personally identifiable information.
Organizations apply any conditions or protections that may be necessary for specific categories of personally identifiable information. These conditions may be required by laws, executive orders, directives, regulations, policies, standards, or guidelines. The requirements may also come from the results of privacy risk assessments that factor in contextual changes that may result in an organizational determination that a particular category of personally identifiable information is particularly sensitive or raises particular privacy risks. Organizations consult with the senior agency official for privacy and legal counsel regarding any protections that may be necessary.
When a system or organization processes information for the purpose of conducting a matching program:
Obtain approval from the Data Integrity Board to conduct the matching program;
Develop and enter into a computer matching agreement;
Publish a matching notice in the Federal Register;
Independently verify the information produced by the matching program before taking adverse action against an individual, if required; and
Provide individuals with notice and an opportunity to contest the findings before taking adverse action against an individual.
The [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) establishes requirements for federal and non-federal agencies if they engage in a matching program. In general, a matching program is a computerized comparison of records from two or more automated [PRIVACT](#18e71fec-c6fd-475a-925a-5d8495cf8455) systems of records or an automated system of records and automated records maintained by a non-federal agency (or agent thereof). A matching program either pertains to federal benefit programs or federal personnel or payroll records. A federal benefit match is performed to determine or verify eligibility for payments under federal benefit programs or to recoup payments or delinquent debts under federal benefit programs. A matching program involves not just the matching activity itself but also the investigative follow-up and ultimate action, if any.