Indian Prairie Public Library District (Library) adopts this Identity Protection Policy pursuant to the Identity Protection Act, 5 ILCS 179/1 et seq.
Social Security Number Protection
Whenever an individual is asked to provide the Library with a SSN, the Library shall provide that individual with a statement of the purpose or purposes for which the Library is collecting and using the SSN. The Library shall also provide the statement of purpose upon request (Appendix A).
The library shall not:
- Intentionally publicly post, publicly display, or communicate in any manner an individual’s SSN.
- Print an individual’s SSN on any card required for the individual to access products or services provided by the person or entity.
- Require an individual to transmit a SSN over the Internet, unless the communication is secure or the SSN in encrypted.
- Print an individual’s SSN on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method delivery, unless State or Federal law requires the SSN to be on the document to be mailed. SSNs may be included in applications and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the SSN. A SSN that is permissibly mailed will not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened.
In addition, the Library shall not:
- Collect, use, or disclose a SSN from any individual unless:
- Required to do so under State or Federal law, rules or regulations, or the collection, use or disclosure of the SSN is otherwise necessary for the performance of the Library’s duties and responsibilities;
- The need and purpose for the SSN number is documented before collection of the SSN; and
- The SSN collected is relevant to the documented need and purpose.
- Require an individual to use his or her SSN to access an Internet website.
- Use the SSN for any purpose other than the purpose for which it was collected.
Requirement to Redact Social Security Numbers
The library shall comply with the provisions of any other State law with respect to allowing the public inspection and copying of information or documents containing all or any portion of an individual’s SSN. The library shall redact SSN’s from the information or documents before allowing the public inspection or copying of the information or document. When collecting SSNs, the Library shall request each SSN in a manner that makes the SSN easily redacted if required to be released as part of a public records request.
Employee Access to Social Security Numbers
Only employees who are required to use or handle information or documents that contain SSNs will have access. All employees who have access to SSNs are trained to protect the confidentiality of SSNs.
Appendix A: Statement of Purpose for Collection of Social Security Numbers
The Identity Protection Act, 5 ILCS 179/1 et seq., requires each unit of local government to approve and implement an Identity Protection Policy that includes a statement of the purpose or purposes for which the agency is collecting and using an individual’s Social Security Number (SSN). This statement of purpose if being provided to you because you have been asked by the Library to provide your SSN or because you requested a copy of this statement.
Why does the library collect your Social Security Number?
You are being asked for your SSN for one or more of the following reasons:
- Complaint mediation or investigation;
- Crime victim compensation;
- Vendor services, such as executing contracts and/or billing;
- Law enforcement investigation;
- Child support collection;
- Internal verification;
- Administrative services
What does the library do with Your Social Security Number?
- We will only use your SSN for the purpose(s) for which it was collected;
- We will not:
- Sell, lease, loan, trade, or rent your SSN to a third party for any purpose;
- Publicly post or publicly display your SSN;
- Print your SSN on any card required for you to access our services;
- Require you to transmit your SSN over the Internet, unless the connection is secure or your SSN is encrypted; or
- Print your SSN on any materials that are mailed to you, unless State or Federal law requires that number to be on documents mailed to you, or unless we are confirming the accuracy to your SSN.
Questions or Complaints about this Statement of Purpose
Write to the Library, Attn: Executive Director
