In this age of the Internet, where privacy has become an increasing concern, we take your privacy very seriously. The privacy and security of your personal data (the “Personal Information”) which we collect from you is important to us. It is equally important that you understand how we handle this data.
Personally Identifiable Information (PII) is any information concerning a natural person which, because of name, number, personal mark, or other identifier, can be used to identify such natural person.
Personally Identifiable Information includes a person's:
• Social Security Number (SSN);
• Home address or telephone number;
• Personal email address;
• Internet identification name or password;
• Parent's surname before marriage; and
• Drivers' license number.
Collection of Information
In the course of conducting our business and complying with federal, state, and local government regulations governing such matters as employment, tax, insurance, etc., we must collect Personal Information from you. The nature of the Information collected varies somewhat for each employee, depending on your employment or service responsibilities, your citizenship, the location of the facility where you work, and other factors. We collect Personal Information from you solely for business purposes, including those related directly to your employment or service with Computers for Children, Inc. (hereafter, “the Agency”) DBA Mission: Ignite and those required by governmental agencies.
Data collected may include, without limitation, such things as:
• Your name
• User ID(s)
• Phone numbers
• Email address(es)
• Mailing addresses
• Banking and other financial data
• Government identification numbers (e.g., Social Security Number, driver’s license number)
• Date of birth
• Gender, race, and ethnicity
• Health and disability data
• Family-related data (e.g., marital status)
• Personal and health-related data for you and your family
Anyone who sends unsolicited to the Agency by any means (e.g., mail, email, fax) expressly consents to the storage, destruction, processing, or disclosure of the data, as well as any other reasonable business-related use by the Agency or any government agency of the unsolicited data.
We do monitor employee use of the Internet in order to detect access to inappropriate websites or other misuse of the Agency’s computer network. We also use email filters to block spam and computer viruses. These filters may from time to time block legitimate email messages.
The Agency will not knowingly collect or use Personal Data in any manner not consistent with this Policy, as it may be amended from time to time, and applicable laws.
Because the Personal Information collected by the Agency is necessary for business purposes, you are required to provide it. Your refusal or failure to provide the requested Personal Information may, therefore, disqualify you from employment or service with the Agency or from receipt or enjoyment of certain Agency benefits.
Use of the Information We Collect
The primary purposes for collection, storage, and/or use of your Personal Information include, but are not limited to:
• Human Resources Management. We collect, store, analyze, and share (internally) Personal Information in order to attract, retain, and motivate a highly qualified staff. This includes recruiting, compensation planning, succession planning, reorganization needs, performance assessment, training, employee benefit administration, compliance with applicable legal requirements, and communication with employees and/or their representatives.
• Business Processes and Management. Personal Information is used to run our business operations including, for example, scheduling assignments, managing Agency assets, reporting and/releasing public data (e.g., Annual Reports), writing grants, and populating employee directories. Information may also be used to comply with government regulation.
• Safety and Security Management. We use such Information as appropriate to ensure the safety and protection of employees, assets, resources, and communities.
• Communication and Identification. We use your Personal Information to identify you and to communicate with you.
Disclosure of Data
The Agency acts to protect your Personal Information and ensure that unauthorized individuals do not have access to your Information by using security measures to protect Personal Information. We will not knowingly disclose, sell, or otherwise distribute your Personal Information to any third party without your knowledge and, where appropriate, your express written permission, except under the following circumstances.
• Legal requests and investigations. We may disclose your Personal Information when such disclosure is reasonably necessary (i) to prevent fraud; (ii) to comply with any applicable statute, law, rule, or regulation; or (iii) to comply with a court order.
• Third-party vendors and service providers. We may, from time to time, outsource services, functions, or operations of our business to third-party service providers. When engaging in such outsourcing, it may be necessary for us to disclose your Personal Information to those service providers (e.g., a payroll service, a benefits provider). In some cases, the service providers may collect Personal Information directly from you on our behalf. We will work with any such providers to restrict how the providers may access, use, and disclose your Information.
Security of Your Personal Information
We employ reasonable security measures and technologies, such as password protection, encryption, physical locks, etc., to protect the confidentiality of your Personal Information. Only authorized employees have access to Personal Information. If you are an employee or member with such authorization, it is imperative that you take the appropriate safeguards to protect such Information. Paper and other hard copy containing Personal Information (or any other confidential information) should be secured in a locked location when not in use. Computers and other access points should be secured when not in use by logging out or locking the screen (Window – L). Passwords and user IDs should be guarded and not shared. When no longer necessary for business purposes, paper and hard copies should be immediately destroyed using paper shredders or similar devices. Do not leave copies in unsecured locations waiting to be shredded or otherwise destroyed. Do not make or distribute unauthorized copies of documents or other tangible medium containing personal data. Electronic files containing Personal Information should only be stored on secure computers and not copied or otherwise shared with unauthorized individuals within or outside of the Agency.
The Agency will make reasonable efforts to secure Personal Information stored or transmitted electronically secure from hackers or other persons who are not authorized to access such Information.
Updating and Accessing Your Personal Data
You must promptly inform us when changes occur in the Personal Information you have provided so that we can maintain accurate Information about you. Although you may update or change your Information, we may maintain such Personal Information previously submitted in historical archives.
Any employer that conducts business in New York, and which owns or licenses computerized data that includes private information must disclose any breach of system security following discovery or notification to any New York resident whose private information was (or is reasonably believed to have been) acquired by an unauthorized person. The disclosure generally must be made in the most expedient time possible and without unreasonable delay.
If any New York residents are to be notified, the employer must notify the state attorney general, the department of state, and the division of state police as to the timing, content, and distribution of the notices and approximate number of affected persons. Such notice must be made without delaying notice to affected New York residents.
Most employees can access and change their Personal Information through the Agency’s various electronic access systems (e.g., Microsoft Office 365 and Attendance on Demand). You may also contact the Human Resources Director to submit changes.
If more than 5,000 New York residents are to be notified at one time, the employer must also notify consumer reporting agencies as to the timing, content, and distribution of the notices and approximate number of affected persons. Such notice must be made without delaying notice to affected New York residents.
Employers generally may not:
• Publicly post or display an employee's SSN;
• Visibly print an SSN on any identification badge or card (including any timecard);
• Place an SSN in files with unrestricted access; or
• Communicate an employee's personal identifying information to the general public.
Note: It is presumptive evidence that a violation of the law was knowing if the employer has not put in place any policies or procedures to safeguard against such violation (including procedures to notify relevant employees of these provisions).
AmeriCorps, How CNCS handles your information
Senior Agency Official For Privacy (SAOP) – Dr. Pape Cissé
Chief Privacy Officer – Andrea Simpson
Privacy Program Analyst – Aaron Goldstein