It is the policy of LOYOLA to protect the confidentiality of social security numbers obtained and
used in the course of business from its employees. All executives, managers, and employees
are expected to adhere to this policy. Any employee violating the provisions of this policy will be
disciplined up to and including termination.
Collection of Social Security Numbers
Social security numbers will be collected from employees as required in order to meet federal
and/or state and Company reporting requirements. These purposes include but are not limited to:
- conduct employment background checks
- conduct driving record history checks
- verify eligibility for employment
- withhold federal and state taxes from payroll
- comply with state new-hiring reporting
- facilitate enrollment in benefit plans
- facilitate coverage for automobile insurance
Social security numbers may also be collected from independent contractors who do not have an
employer identification number (EIN). Social security numbers obtained from independent
contractors will be subject to the same provisions of this policy as those for employees.
Use of Social Security Numbers
With the exception of the above-referenced reasons, no social security number will be used to
conduct Company business. Social security numbers will not be used for the following purposes:
identification badges, timesheets, employee roster, employee identification records, computer
passwords, Company account records, licenses, agreements or contracts.
Social security numbers will not be used in open computer transmissions, Company distributions,
or through the Company intranet except where such transmission of information is by secure
connection or is encrypted.
Storage and Access to Social Security Numbers
All documents containing social security numbers will be stored in locked secured areas.
All computer applications containing social security numbers will be maintained on authorized-access computer stations only.
Only persons who have a legitimate business reason will have access to social security numbers.
Those granted access must take all necessary precautions to ensure the integrity of records at all times.
Destruction of Social Security Numbers
Records that include social security numbers will be maintained in accordance with federal and state laws.
When the retention period has expired and such documents are released for destruction, the records will be destroyed by shredding.
|
