Workplace Privacy Counsel : San Francisco Employment Privacy Law Lawyer & Attorney : Littler Mendelson Law Firm : Employment Related Privacy Issues

The Fair and Accurate Credit Transactions Act of 2003 (FACTA) is best known for allowing consumers to annually request and obtain one free credit report from each of the nationwide consumer credit reporting companies, as well as creating new compliance obligations designed to reduce identity theft. However, the FACTA also amended the Fair Credit Reporting Act (FCRA) to, among other things, require federal agencies to implement new rules designed to increase the "accuracy" and "integrity" of information that "furnishers" provide to consumer reporting agencies. Consistent with this directive, on July 1, 2009, the Federal Trade Commission (FTC) and several other federal agencies issued a joint Final Rule that imposes additional regulatory requirements on businesses, including employers, that provide consumer information to consumer reporting agencies. The final rule is effective July 1, 2010.

To learn more about the joint Final Rule and its implications for employers, please continue reading Littler's ASAP, The Deadline is Fast Approaching: Effective July 1, 2010, Employers Have New Compliance Obligations Under the Federal Fair Credit Reporting Act, by Rod M. Fliegel and Jennifer L. Mora.

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Identity theft is a booming business. Each year, millions of Americans fall victim to identity theft or have their personal privacy otherwise compromised through unlawful means. Whether it comes in the form of a lost or stolen credit card, or computer hackers accessing social security numbers from employment records, financial institutions, medical records, or government agencies, the costs are staggering. Studies demonstrate that victims spend anywhere from a few hours to, in some cases, literally thousands of hours working to repair damage done by identity theft. Investigations related to identity theft often take months – or sometimes years – to resolve. Reports have estimated that hundreds of billions of dollars per year are lost by businesses worldwide due to identity theft. Individual victims sometimes lose thousands of dollars in wages resolving their cases, and can spend several hundred (sometimes thousands) of dollars in various expenses related to their case.

In an effort to combat ID theft, more than thirty states (including California, New York, Illinois, and Pennsylvania) have enacted laws restricting certain uses and disclosure of social security numbers. The federal judiciary has taken note – and is following suit. Recent revisions to the Federal Rules of Civil Procedure (FRCP) now require attorneys to redact certain personal identifying information of individuals involved in litigation when filing documents in federal court – either electronically or in traditional paper format. 

Revised FRCP 5.2(a) reads:

Unless the court orders otherwise, in an electronic or paper filing with the court that contains an individual’s social-security number, taxpayer-identification number, or birth date, the name of an individual known to be a minor, or a financial-account number, a party or nonparty making the filing may include only:
(1) the last four digits of the social-security number and taxpayer identification number;
(2) the year of the individual’s birth;
(3) the minor’s initials; and
(4) last four digits of the financial-account number.

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In what appears to be an on-going effort to find the right balance between information security and burdens on businesses, Massachusetts’ Office of Consumer Affairs and Business Regulation (OCABR) has materially revised—for a second time—regulations that were initially promulgated in October 2008, and has extended the compliance deadline for a third time. We have discussed the regulations in detail in prior blog posts. Consequently, we will only focus on the most recent revisions, which are described below:

• New Compliance Deadline: The compliance deadline has been extended from January 1, 2010, until March 1, 2010.

• Third-Party Service Providers: While the regulations still require that employers expressly address information security in their contracts with vendors who create or receive personal information on the employer’s behalf, employers now have until March 1, 2012, to negotiate amendments to vendor agreements entered into before the March 1, 2010 compliance deadline. Vendor agreement entered after that date must require that vendors implement and maintain “appropriate security measures to protect [Massachusetts] personal information” in a manner that is consistent with the regulations and applicable federal law.

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Today — January 28, 2009 — is National Data Privacy Day, which, according to a January 2009 Resolution of the House of Representatives, “constitutes an international collaboration and a nationwide and statewide effort to raise awareness about data privacy and the protection of personal information on the Internet.” This reference to “international collaboration” is not precatory. Canada and the 27 Member States of the European Union also are seeking to focus attention on data privacy today by celebrating their own National Data Privacy Day. In light of two recent events that preceded National Data Privacy Day by only one week, HR departments should take note.

On January 22, 2009, Barack Obama’s first full day as President, he outlined, on the Whitehouse.gov website, his plan to enhance the nation’s cybersecurity. Two central planks of that plan will have a direct impact on employers. First, the plan calls on private industry to “secure personal data stored . . . on private systems” and to institute a “common standard for securing such data.” Second, the plan would create national standards for corporate security breach notification. Put simply, federal data protection and security breach notification legislation is on the way; it is just a matter of time. Such legislation most likely would have the beneficial effect of relieving multi-state employers from the burdens of complying with a patchwork of state data protection and security breach notification laws. Federal legislation, however, also would bring the substantial resources and enforcement power of the federal government to an area of the law that has, to date, seen only fledgling enforcement by the states.
 

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New Massachusetts regulations, effective January 1, 2009, are a clarion call for corporate human resources departments to join the war on identity theft. The regulations mandate the development and implementation of a "written, comprehensive information security program" to safeguard the information of Massachusetts employees and consumers. Such a program rarely will be fully effective without the involvement of human resources professionals and in-house employment counsel.

While these regulations apply only to organizations with Massachusetts employees, even employers without a Massachusetts presence should consider implementing a similar program. These regulations likely will be a model for other jurisdictions and could become the standard against which all information security programs are measured. Continue reading. . .

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With the State of Connecticut reeling from a series of massive security breaches that have exposed the personal information of hundreds of thousands of state residents, Connecticut's Governor and General Assembly joined forces in mid-June to make Connecticut only the second state (after Michigan) to mandate that private employers publish a policy on the protection of employee Social Security numbers (SSNs). The new Connecticut law — entitled, "An Act Concerning the Confidentiality of Social Security Numbers" (the "Act"), and effective October 1, 2008 — also imposes on private employers a statutory duty to safeguard, and properly dispose of, personal information more broadly defined. Continue reading. . .

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Misdirected e-mail, lost and stolen laptops, and security flaws in corporate websites, when they expose employee personnel information to unauthorized individuals, are now more than a potential embarrassment; they are a legal compliance challenge, especially for multi-state employers. With Massachusetts recently becoming the 39th state to pass a notice-of-security-breach statute, it is just a matter of time before all fifty states require notice of a security breach. While these statutes share a common thread, their requirements can materially vary, complicating the determination whether an employer has a legal obligation to notify employees and, if so, the steps that the employer must take to discharge its legal responsibilities.

Regrettably, it no longer is a matter of "if", but "when," human resources professionals and in-house counsel will be required to confront this legal compliance challenge. In a 2007 study conducted by the Ponemon Institute, a leading think tank on privacy and data protection, 85% of respondents had suffered a security breach within the previous 24 months, and 81% had been required to notify individuals of the breach. With the centralization and digitization of employees' personal data into computerized human resources information systems (HRIS), security breaches involving personnel information are likely to become increasingly common and involve ever larger numbers of current and former employees, raising the stakes each time a security breach occurs.

Reviewing the provisions of the new Massachusetts notice law with reference to the thirty eight notice statutes which preceded it helps to highlight the most significant similarities and the most salient differences among these laws. With a full view of the variegated, legislative landscape, employers can more readily determine when and how they are required to provide notice.  Click here to download and continue reading full-length Litter Insight publication:  Employers Face New Compliance Challenges As Massachusetts Becomes the 39th State to Enact a Security Breach Notice Law.

 

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On August 3, 2007, Governor Deval Patrick enrolled Massachusetts as the 39^th member in the soon-to-be nationwide club of states with laws requiring notice of a security breach.  While these laws vary — sometimes materially — from one another, they share a common thread: at a minimum, they require employers to notify employees (and customers) when an unauthorized person acquires unencrypted, computerized “personal information,” creating a risk of identity theft.  In all 39 states that have adopted this law, “personal information” includes (again at a minimum) the affected individual’s first name or initial and last name plus social security number, driver’s license number, or credit card, debit card, or financial account number in combination with any required security code. 

Here are five key points for employers to consider as they confront these statutes.

•  Be Prepared.  Responding to a security incident can create a pressure cooker, especially when the personal information of senior corporate executives is among the compromised data.  Identify the members of your incident response team — typically from HR, IT, Legal, and Public Relations — and do a dry run of how your organization would respond if, for example, a payroll database had been stored on a stolen laptop.
• Train  HR Professionals.  In the employment context, a security breach can take many forms — a misdirected e-mail, a CD lost by a courier service, a stolen BlackBerry, or a successful hack are just a few examples.  HR employees and others who work with personal information should  be trained that these types of occurrences, which in the past might not have been taken seriously, now pose compliance risks.  The training should help employees identify a possible security breach, list the type of information which should be reported, and explain to whom the report should be made.
• Determine Your Notice Obligations.  When a breach does occur, consult knowledgeable counsel (whether in-house or outside) to determine the organization’s obligations under all potentially applicable notice laws.  To do so, counsel will need to know all the facts related to the incident, the states of residence of affected employees, and the number of affected employees in each state.  In some circumstances, a security breach may not trigger a legal obligation to notify  — for example, the theft of a hard copy (as opposed to computerized) payroll spreadsheet -- but the employer still may decide to provide notice as an employee relations matter.
• Help Your Employees.  Employees may view themselves as innocent victims when their employer suffers a security breach and  expect their employer to protect them and foot the bill. Providing free access to a credit monitoring service is the most commonly offered form of assistance.  Employers may want to consider a new service offered by MyIDentityIQ, Inc. and National ID Recovery: 1-877-252-9891.  This service not only alerts employees to possible misuse of their personal information (like credit monitoring), it also provides fully managed identity theft recovery services for employees after their personal information has been misused.
• Learn From Your Mistakes.  After the storm subsides, figure out what went wrong, what you did right, and how you can adjust your security incident response plan (or put one in place) to improve your response the next time around.

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