08-001 Collection and Dissemination of Social Security #'s Rev. 12-29-10VILLAGE OF NORTH PALM BEACH
ADMINISTRATIVE POLICY
NUMBER: 08-001
SUBJECT: COLLECTION &
DISSEMINATION OF SOCIAL
SECURITY NUMBERS
DATE: JANUARY 09, 2008
REVISED: DECEMBER 29, 2010
COLLECTION AND DISSEMINATION OF SOCIAL SECURITY NUMBERS
POLICY 1.1. Generally, social security numbers held by the Village of North Palm Beach are
confidential and exempt from disclosure pursuant to Section 119.071(5)(x)(5), Florida Statutes.
POLICY 1.2. The Village of North Palm Beach collects social security numbers for the
following reasons: classification of accounts; identification and verification; credit worthiness;
billing and payments; data collection; reconciliation; tracking; benefit processing; and tax
reporting. Social security numbers are also used as a unique, numeric identifier and may be used
for search purposes.
POLICY 1.3. Social security numbers may be disclosed to another agency or governmental entity
if disclosure is necessary for the receiving agency to perform its duties and responsibilities.
As defined in Section 119.011(2), Florida Statutes, "Agency" means any state, county, district,
authority, or municipal officer, department, division, board, bureau, commission, or other
separate unit of government created or established by law including, for the purposes of this
chapter, the Commission on Ethics, the Public Service Commission, and the Office of Public
Counsel, and any other public or private agency, person, partnership, corporation, or business
entity acting on behalf of any public agency.
POLICY 1.4. The Village of North Palm Beach may not deny a "commercial entity" engaged in
the performance of a "commercial activity" access to social security numbers provided the
numbers will be used only in the performance of a "commercial activity." The commercial entity
must make a written request for the social security number(s), which meets all of the following
four (4) requirements:
1. It must contain the following written declaration signed by a person:
"Under penalties of perjury, I declare that I have read the foregoing request for
social security numbers and that the facts as stated in it are true."
2. It must be legibly signed by an authorized officer, employee, or agent of the commercial entity.
3. It must contain the commercial entity's name, business mailing and location addresses
and telephone numbers.
4. It must contain a statement of the specific purposes for which the social security numbers
are needed and how the social security numbers will be used in the performance of a
"commercial activity."
Administrative Policy for Collection and Dissemination of Social Security Numbers
As defined in Section 119.071(5)(a)7.a.(I), Florida Statutes, "Commercial activity" means the
provision of a lawful product or service by a commercial entity. Commercial activity includes
verification of the accuracy of personal information received by a commercial entity in the
normal course of its business; use for insurance purposes; use in identifying and preventing
fraud; use in matching, verifying, or retrieving information; and use in research activities. It
does not include the display or bulk sale of social security numbers to the public or the
distribution of such numbers to any customer that is not identifiable by the commercial entity.
As defined in Section 119.071(5)(a)7.a.(II,) Florida Statutes, "Commercial entity" means any
corporation, partnership, limited partnership, proprietorship, sole proprietorship, firm, enterprise,
franchise, or association that performs a commercial activity in this state.
POLICY 1.5. All Departments of the Village of North Palm Beach that collect an individual's
social security number shall provide that individual with a copy of the written statement required
by Section 119.071(5)(a)2(a), Florida Statutes. (See attached Notice.)
Ji~lrny Knight, Village Mana
Village of North Palm Beach
Page 2 of 2
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NOTICE
COLLECTION AND IJSE OF YOiJR SOCIAL SECURITY NUMBER
BY THE VILLAGE OF NORTH PALM BEACH, FLORIDA
PURSUANT TO SECTION 119.071(5)(a)3., FLORIDA STATUTES, THE VILLAGE OF NORTH
PALM BEACH IS PROVIDING YOU WITH THE FOLLOWING STATEMENT AS A RESULT OF
THE VILLAGE'S REQUEST FOR YOUR SOCIAL SECURITY NUMBER. YOUR SOCIAL
SECURITY NUMBER IS BEING COLLECTED BY THE VILLAGE OF NORTH PALM BEACH
EITHER BECAUSE SUCH REQUEST IS SPECIFICALLY AUTHORIZED BY LAW OR ITS USE IS
IMPERATIVE TO THE PERFORMANCE OF THE VILLAGE'S DUTIES AND RESPONSIBILITIES
UNDER LAW. YOUR SOCIAL SECURITY NUMBER WILL NOT BE USED FOR ANY PURPOSE
OTHER THAN AS PROVIDED BELOW:
THE OOILLAGE OF NORTH PALM BEACH, FLORIDA
COLLECTS YOUR SOCIAL SECURITY NUMBER FOR THE FOLLOWING PURPOSES:
Use of Authorized Statute or
Social Security Numbers or Mandated Regulation
Medical Insurance Authorized Florida Public Records Act, F.S. §119.071(5)(a)6.b
and Physical Forms
Employment Tax Reporting Mandated Internal Revenue Code §§1441-1443, 3402(f)(2)(A),
6109 and 6051(a)(2)
Background Screening/Checks Mandated/ Immigration Reform and Control Act of 1986, 8 U.S.C. §1324a;
and Identification Authorized Florida Department of Law Enforcement, F.S. §943.0542;
Florida Public Records, F.S. §119.071(5)(a)2.a.(II)
Workers Compensation Claims Mandated Florida Workers Compensation, F.S. §440.185(2)(b)
Unemployment Reports Mandated Florida Unemployment Compensation, F.S. §443.091(1)(g)
Health Benefits Enrollment Authorized Florida Public Records, F.S. §119.071(5)(a)6.f
and Processing
Retirement Plan Contributions Authorized Florida Public Records, F.S. §119.071(5)(a)6.g
Purchasing Mandated Internal Revenue Code §§3402(f)(2)(A), 6109 and 6051(a)(2)
(Vendor is an Individual)