A. Neither the village nor any person may:
1. Publicly post or publicly display in any manner an individual's SSN.
2. Print an individual's SSN on any card required for the individual to access products or services provided by the person or entity.
3. Require an individual to transmit an SSN over the internet unless the connection is secure or the SSN is encrypted.
4. 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 of delivery, unless state or federal law requires the SSN to be on the document to be mailed. Notwithstanding the foregoing, SSNs may be included in applications and forms sent by mail, including, but not limited to: a) any material mailed in connection with the administration of the unemployment insurance act; b) any material mailed in connection with any tax administered by the department of revenue; and c) 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. An SSN that is permissibly mailed pursuant to this subsection A4 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.
B. Except as otherwise provided in subsection C of this section or unless otherwise provided in the act, neither the village nor any person may:
1. Collect, use, or disclose an SSN from an individual, unless: a) 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 village's duties and responsibilities; b) the need and purpose for the SSN is documented before collection of the SSN; and c) the SSN collected is relevant to the documented need and purpose.
2. Require an individual to use his or her SSN to access an internet website.
3. Use the SSN for any purpose other than the purpose for which it was collected.
C. The prohibitions in subsection B of this section do not apply in the following circumstances:
1. The disclosure of SSNs to agents, employees, contractors, or subcontractors of a governmental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors, or subcontractors if disclosure is necessary in order for the entity to perform its duties and responsibilities; and, if disclosing to a contractor or subcontractor, prior to such disclosure, the governmental entity first receives from the contractor or subcontractor a copy of the contractor's or subcontractor's policy that sets forth how the requirements imposed under this act on a governmental entity to protect an individual's SSN will be achieved.
2. The disclosure of SSNs pursuant to a court order, warrant, or subpoena.
3. The collection, use, or disclosure of SSNs in order to ensure the safety of: state and local government employees; persons committed to correctional facilities, local jails, and other law enforcement facilities or retention centers; wards of the state; and all persons working in or visiting a state or local government agency facility.
4. The collection, use, or disclosure of SSNs for internal verification or administrative purposes.
5. The disclosure of SSNs by a state agency to the village for the collection of delinquent child support or of any state debt or to the village to assist with an investigation or the prevention of fraud.
6. The collection or use of SSNs to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal fair credit reporting act, to undertake any permissible purpose that is enumerated under the federal Gramm Leach Bliley act, or to locate a missing person, a lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit. (Ord. 14-07, 4-28-2014)