R-40-11 Res Adopting Identity Protection PolicyRESOLUTION NO.
A RESOLUTION ADOPTING AN IDENTITY PROTECTION POLICY
WHEREAS, the Village of Lemont desires to adopt an Identity Protection Policy
pursuant to the Illinois Identity Protection Act (5 ILCS 179/1, et. seq.); and
WHEREAS, the President and Board of Trustees find that adopting the attached Village
of Lemont Identity Protection Policy is in the interest of the public health, safety and welfare of
the residents of Lemont;
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD
OF TRUSTEES as follows:
SECTION 1: That the Village of Lemont Identity Protection Policy, attached as Exhibit
A hereto is hereby adopted.
SECTION 2: This Resolution shall be in full force and effect from and after its passage
as provided by law.
SECTION 3: The Village Clerk of the Village of Lemont shall certify to the adoption of
this Resolution and cause the same to be published in pamphlet form.
PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF LEMONT, COUNTIES OF COOK, WILL AND DUPAGE,
ILLINOIS on this 13 day of q/ , 2011.
PRESIDENT AND VILLAGE BOARD MEMBERS:
AYES: NAYS: ABSENT: ABSTAIN
Debby Blatzer V
Paul Chialdikas
Clifford Miklos v
Ron Stapleton
Rick Sniegowski
Jeanette Virgilio
CHARLENE M. SMOLLEN
Village Clerk
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;V-N. K. REAVES
President
VILLAGE OF LEMONT
IDENTITY - PROTECTION POLICY
The Village of Lemont adopts this Identity- Protection Policy pursuant to the Identity Protection
Act. 5 ILCS 179/1 et seq. The Identity Protection Act requires each local and State government
agency to draft, approve, and implement an Identity- Protection Policy to ensure the
confidentiality and integrity of Social Security numbers agencies collect, maintain, and use. It is
important to safeguard Social Security numbers (SSNs) against unauthorized access because
SSNs can be used to facilitate identity theft. One way to better protect SSNs is to limit the
widespread dissemination of those numbers. The Identity Protection Act was passed in part to
require local and State government agencies to assess their personal information collection
practices, and make necessary changes to those practices to ensure confidentiality.
Social Security Number Protections Pursuant to Law
Whenever an individual is asked to provide this Office with a SSN, Village of Lemont shall
provide that individual with a statement of the purpose or purposes for which the Village of
Lemont is collecting and using the Social Security number. The Village of Lemont shall also
provide the statement of purpose upon request. That Statement of Purpose is attached to this
Policy.
The Village of Lemont shall not:
1) Publicly post or publicly display in any manner an individual's Social Security number.
"Publicly post" or "publicly display" means to intentionally communicate or otherwise
intentionally make available to the general public.
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 a 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 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. 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 Social Security number. A
Social Security number 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.
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In addition, the Village of Lemont shall not':
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 the Village of Lemont'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.
Requirement to Redact Social Security Numbers
The Village of Lemont 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 Social Security number. The Village of Lemont shall redact social
security numbers from the information or documents before allowing the public inspection or
copying of the information or documents.
When collecting Social Security numbers, the Village of Lemont 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. "Redact" means to alter or truncate data so that no more than five sequential digits of a
Social Security number are accessible as part of personal information.
These prohibitions do not apply in the following circumstances:
(1) The disclosure of Social Security numbers 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 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 Act on a governmental entity 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: 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 Social Security numbers for internal verification or administrative
purposes.
(5) The disclosure of Social Security numbers by a State agency to any entity for the collection of delinquent
child support or of any State debt or to a governmental agency to assist with an investigation or the prevention
of fraud.
(6) 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.
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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 shall be trained to protect the
confidentiality of SSNs.
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What does the Village of Lemont do with your Social Security Number?
Statement of Purpose for Collection of Social Security Numbers
Identity- Protection Policy
The Identity Protection Act, 5 ILCS 179/1 et seq., requires each local and State government
agency to draft, 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 is being provided to you because you have
been asked by the Village of Lemont to provide your SSN or because you requested a copy of
this statement.
Why do we 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; and /or
• Other:
What do we do with your Social Security number?
• We will only use your SSN for the purpose for which it was collected.
• We will not:
o Sell, lease, loan, trade, or rent your SSN to a third party for any purpose;
o Publicly post or publicly display your SSN;
o Print your SSN on any card required for you to access our services;
o Require you to transmit your SSN over the Internet, unless the connection is secure or
your SSN is encrypted; or
o 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 of your SSN.
Questions or Complaints about this Statement of Purpose
Write to the Village of Lemont:
[CONTACT INFORMATION]
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