No city employee may do any of the following:
(A) Publicly post or publicly display or otherwise intentionally communicate or otherwise intentionally make available to the general public in any manner an individual’s social security number.
(B) Print an individual’s social security number on any card required for the individual to access products or services provided by the city.
(C) Require an individual to transmit his or her social security number over the Internet, unless the connection is secure or the social security number is encrypted.
(D) Print an individual’s social security number 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 of delivery, unless state or federal law requires the social security number to be on the document to be mailed. Notwithstanding any provision in this section to the contrary, social security numbers 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 in connection with any tax administered by the Illinois 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 social security number. A social security number that may permissibly be mailed under this section may 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’s having been opened.
(E) Collect, use, or disclose a social security number from an individual, unless:
(1) Required to do so under state or federal law, rules, or regulations, or the collection use, or disclosure of the social security number is otherwise necessary for the performance of that agency’s duties and responsibilities;
(2) The need and purpose for the social security number is documented before collection of the social security number; and
(3) The social security number collected is relevant to the documented need and purpose.
(F) Require an individual to use his or her social security number to access an Internet website.
(G) Use the social security number for any purpose other than the purpose for which it was collected.
(H) Encode or embed a social security number in or on a card or document, including, but not limited to, using a bar code, chip, magnetic strip, RFID technology, or other technology, in place of removing the social security number as required by this policy.
(Ord. 12-0327-34, passed 3-27-2012)