Code of Ordinances

of Union County, Illinois.

Ordinance Chapter: Division II - Social Security Number Policy

This Pol­i­cy does not super­sede any more restric­tive law, rule, or reg­u­la­tion regard­ing the col­lec­tion, use, or dis­clo­sure of Social Secu­ri­ty Num­bers. [NOTE:  This Pol­i­cy is to com­ply with Pub­lic Act 096‑9874 of the State of Illi­nois, cit­ed as the Iden­ti­ty Pro­tec­tion Act, and cod­i­fied as Title 30, Act 5, Sec­tion 1, et seq., as now or here­after amended.]

The Pri­va­cy Pol­i­cy adopt­ed in this Divi­sion and Chap­ter shall be sub­ject to amend­ment from time to time by the Coun­ty Com­mis­sion­ers as the Coun­ty Com­mis­sion­ers shall deem nec­es­sary in its sole dis­cre­tion in order to main­tain the County’s com­pli­ance with the Illi­nois Iden­ti­ty Pro­tec­tion Act as now or here­after amended.

Any per­son who vio­lates any por­tion of this Arti­cle, as now or here­after amend­ed, shall be sub­ject to a fine of not less than One Hun­dred Dol­lars ($100.00) for the first such vio­la­tion and a fine of not less than One Thou­sand Dol­lars ($1,000.00) for each vio­la­tion thereafter.

(A) All offi­cers, employ­ees and agents of the Coun­ty iden­ti­fied as hav­ing access to Social Secu­ri­ty Num­bers in the course of per­form­ing their duties to be trained to pro­tect the con­fi­den­tial­i­ty of all Social Secu­ri­ty Num­bers.  Train­ing shall include instruc­tions on the prop­er han­dling of infor­ma­tion that con­tains Social Secu­ri­ty Num­bers from the time of col­lec­tion through the destruc­tion of the information.

(B) Only employ­ees who are required to use or han­dle infor­ma­tion or doc­u­ments that con­tain Social Secu­ri­ty Num­bers have access to such infor­ma­tion or documents.

(C) Social Secu­ri­ty Num­bers request­ed from an indi­vid­ual shall be pro­vid­ed in a man­ner that makes the Social Secu­ri­ty Num­ber eas­i­ly redact­ed if required to be released as part of a pub­lic records’ request.

(D) When col­lect­ing a Social Secu­ri­ty Num­ber or upon request by the indi­vid­ual, a state­ment of the pur­pose or pur­pos­es for which the Coun­ty is col­lect­ing and using the Social Secu­ri­ty Num­ber be provided.

(E) A writ­ten copy of this Pri­va­cy Pol­i­cy, and any amend­ment there­to, shall be filed with the Coun­ty Com­mis­sion­ers with­in thir­ty (30) days after approval of this Pol­i­cy or any amend­ment thereto.

(F) The Coun­ty shall advise its employ­ees of the exis­tence of the Pol­i­cy and make a copy of this Pol­i­cy avail­able to each employ­ee, and shall also make this Pri­va­cy Pol­i­cy avail­able to any mem­ber of the pub­lic, upon request and at no charge for a sin­gle copy of this Pri­va­cy Pol­i­cy.  If the Coun­ty amends this Pri­va­cy Pol­i­cy, then the Coun­ty shall also advise its employ­ees of the exis­tence of the amend­ed Pol­i­cy and make a copy of the amend­ed Pol­i­cy avail­able to each employee.

Begin­ning imme­di­ate­ly on the effec­tive date of the County’s autho­riz­ing Ordi­nance, no offi­cer or employ­ee of the Coun­ty may 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.

If a fed­er­al law takes effect requir­ing any fed­er­al agency to estab­lish a nation­al unique patient health iden­ti­fi­er pro­gram, the Coun­ty shall fol­low that law.

(A) This pol­i­cy does not apply to the col­lec­tion, use, or dis­clo­sure of a Social Secu­ri­ty Num­ber as required by State or Fed­er­al law, rule, or regulation.

(B) This pol­i­cy does not apply to doc­u­ments that are required to be open to the pub­lic under any State or Fed­er­al law, rule, or reg­u­la­tion, applic­a­ble case law, Supreme Court Rule, or the Con­sti­tu­tion of the State of Illinois.

Notwith­stand­ing any oth­er pro­vi­sion of this pol­i­cy to the con­trary, all offi­cers and employ­ees of the Coun­ty must 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 Social Secu­ri­ty Num­ber.  All offi­cers and employ­ees of the Coun­ty must redact Social Secu­ri­ty Num­bers from the infor­ma­tion or doc­u­ments before allow­ing the pub­lic inspec­tion or copy­ing of the infor­ma­tion or documents.

 (A) No offi­cer or employ­ee of the Coun­ty shall do any of the following:

  1. Pub­licly post or pub­licly dis­play in any man­ner an individual’s Social Secu­ri­ty Number.
  2. Print an individual’s Social Secu­ri­ty Num­ber on any card required for the indi­vid­ual to access prod­ucts or ser­vices pro­vid­ed by the per­son or entity.
  3. 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.
  4. Print an individual’s Social Secu­ri­ty Num­ber on any mate­ri­als that are mailed to the indi­vid­ual, through the Unit­ed States Postal Ser­vice, any pri­vate mail ser­vice, elec­tron­ic mail, or a sim­i­lar method of deliv­ery, unless Illi­nois 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 Illi­nois Unem­ploy­ment Insur­ance Act, any mate­r­i­al mailed 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 hav­ing been opened.

(B) Except as oth­er­wise pro­vid­ed in this pol­i­cy, begin­ning imme­di­ate­ly on the effec­tive date of the County’s autho­riz­ing Ordi­nance, no offi­cer or employ­ee of the Coun­ty shall do any of the following:

  1. Col­lect, use, or dis­close a Social Secu­ri­ty num­ber from an indi­vid­ual, unless (i) 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; (ii) the need and pur­pose for the Social Secu­ri­ty Num­ber is doc­u­ment­ed before col­lec­tion of the Social Secu­ri­ty Num­ber; and (iii) the Social Secu­ri­ty Num­ber col­lect­ed is rel­e­vant to the doc­u­ment­ed need and purpose.
  2. Require an indi­vid­ual to use his or her Social Secu­ri­ty Num­ber to access an Inter­net website.
  3. Use the Social Secu­ri­ty Num­ber for any pur­pose oth­er than the pur­pose for which it was collected.

(C) The pro­hi­bi­tions in sub­sec­tion (B) do not apply in the fol­low­ing circumstances:

  1. The dis­clo­sure of Social Secu­ri­ty Num­bers to agents, employ­ees, con­trac­tors, or sub­con­trac­tors of the Coun­ty or dis­clo­sure 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 offi­cer or employ­ee of the Coun­ty must first receive from the con­trac­tor or sub­con­trac­tor a copy of the contractor’s or subcontractor’s pol­i­cy that sets forth how the require­ments imposed under this Pol­i­cy on the Coun­ty to pro­tect an individual’s Social Secu­ri­ty Num­ber will be achieved.
  2. The dis­clo­sure of Social Secu­ri­ty Num­bers pur­suant to a court order, war­rant, or subpoena.
  3. The col­lec­tion, use, or dis­clo­sure of Social Secu­ri­ty Num­bers in order to ensure the safe­ty of: Coun­ty 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 Coun­ty facility.
  4. The col­lec­tion, use, or dis­clo­sure of Social Secu­ri­ty Num­bers for Inter­nal ver­i­fi­ca­tion or admin­is­tra­tive purposes.
  5. The col­lec­tion or use of Social Secu­ri­ty Num­bers 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.

(D) Any stan­dards of the Coun­ty for the col­lec­tion, use, or dis­clo­sure of Social Secu­ri­ty Num­bers that are stricter than the stan­dards under this Pol­i­cy with respect to the pro­tec­tion of those Social Secu­ri­ty Num­bers, then, in the event of any con­flict with the pro­vi­sions of this Pol­i­cy, the stricter stan­dards adopt­ed by the Coun­ty shall control.

Per­son” means any indi­vid­ual in the employ of the County.

Pol­i­cy” or “Pri­va­cy Pol­i­cy” means this doc­u­ment, as now or here­after amended.

Pub­licly post” or “pub­licly dis­play” means to inten­tion­al­ly com­mu­ni­cate or oth­er­wise inten­tion­al­ly make avail­able to the gen­er­al public.

Social Secu­ri­ty Num­ber” means the nine (9) dig­it num­ber assigned to an indi­vid­ual by the Unit­ed States Social Secu­ri­ty Admin­is­tra­tion for the pur­pos­es autho­rized or required under the Unit­ed States Social Secu­ri­ty Act of August 14, 1935, as amend­ed (Pub­lic Law 74–271).