According to "An Act Concerning the Confidentiality of Social Security Numbers" (Public Act No. 08-167), effective October 1, 2008, employers in Connecticut must safeguard their employees' personal information from misuse by a third party and "destroy, erase, or make unreadable" personal information on computer files and documents prior to the disposal of such files.
Personal information is defined in the statute as "information capable of being associated with a particular individual through one or more identifiers, including, but not limited to, a social security number, a driver's license number, a state identification card number, an account number, a credit or debit card number, a passport number, an alien registration number, or a health insurance identification number."
Most employers collect social security numbers in the course of their business and, in response to this act, must create and publicly display a privacy protection policy. Posting the policy on the company's website meets this publication requirement. The privacy protection policy must:
Protect the confidentiality of social security numbers;
Prohibit unlawful disclosure of social security numbers; and
Limit access to social security numbers.
The obligations of employers under this new legislation is not limited to just employees. It applies to the personal information that the company has in its possession of any person.
Employers who violate the provisions of the statute may be subject to a $500 civil penalty for each violation, up to a maximum of $500,000 for each event, though "event" is not defined. Penalties only apply to intentional violations of the statute.
Contact Instant HR Solutions today and we'll help you implement the policies and procedures you need to ensure compliance with this new legislation.
New laws governing the confidentiality of social security numbers affect Connecticut employers - To learn more about this author, visit Allison Grace's Website.
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Allison Grace
(Visit Allison's Website)
Allison Grace, CEBS, CCP, CMS, is
President and Founder of Instant HR
Solutions and a human resources
professional with more than eighteen years
of experience. As a consultant, Allison
has worked with companies in various
industries including hedge funds,
technology, oil and gas development,
recruiting and accounting.
As a human resources professional, she has
conducted human resource audits and
established benefits plans, compensation
programs, performance review processes,
and employment-related policies and
procedures. Working within the hedge fund
industry, Allison has managed deferred
compensation plans with assets in excess
of $70m, and transitioned them to become
409A compliant.
Prior to her consulting work, Allison
worked in technology, advertising,
publishing, retail, insurance and
non-profit firms and held Director and
Vice President level human resources
leadership positions with such companies
as Register.com, Food Marketing Institute,
and The Thomson Corporation. Allison's
global human resources expertise includes
working with employees in the United
States, United Kingdom, Canada, France,
Germany, Eastern Europe and Africa.
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