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HomeMy WebLinkAboutData Subjects Policy 9-1-2015Data Practice Policy for Data Subjects 1 OTTER TAIL COUNTY Data Practices for Data Subjects Issued September 1, 2015 Reviewed Revised Objective Data subjects have certain rights related to a government entity collecting, creating, and keeping government data about them, and this policy is to disseminate data to data subjects in accordance with the Minnesota Government Data Practices Act. Policy Statement Data subjects have the right to inspect and obtain copies of public and private data kept. Scope This policy and procedure provides direction in complying with those portions of the MGDPA that relate to private and public information about data subjects. Statutory References Minnesota Government Data Practices Act Minnesota Statutes Chapter 13 Minnesota Rules, parts 1205.0100 to 1205.2000 Policy Data about You The Government Data Practices Act (Minnesota Statutes, Chapter 13) says that data subjects have certain rights related to a government entity collecting, creating, and keeping government data about them. You are the subject of data when you can be identified from the data. Government data is a term that means all recorded information a government entity has, including paper, email, DVDs, photographs, etc. Classification of Data about You The Government Data Practices Act presumes that all government data are public unless a state or federal law says that the data are not public. Data about you are classified by state law as public, private, or confidential. See below for some examples. Data Practice Policy for Data Subjects 2 1.Public data : We must give public data to anyone who asks; it does not matter who is asking for the data or why. The following is an example of public data about you: Land records such as a warranty deed showing your ownership of real property. _____________________________________________________________________________________ 2.Private data : We cannot give private data to the general public, but you have access to when the data are about you. We can share your private data with you, with someone who has your permission, with our government entity staff who need the data to do their work, and as permitted by law or court order. The following is an example of private data about you: Financial data you provide us to determine your eligibility for various state human services programs. _____________________________________________________________________________________ 3.Confidential data : Confidential data have the most protection. Neither the public nor you can get access even when the confidential date are about you. We can share confidential data about you with our government entity staff who need the data to do their work and to others as permitted by law or court order. We cannot give you access to confidential data. The following is an example of confidential data about you: Law enforcement data regarding alleged criminal acts is confidential while an investigation is on-going. _____________________________________________________________________________________ Your Rights under the Government Data Practices Act This government entity must keep all government data in a way that makes it easy for you to access data about you. Also, we can collect and keep only those data about you that we need for administering and managing programs that are permitted by law. As a data subject, you have the following rights. Access to Your Data You have the right to look at (inspect), free of charge, public and private data that we keep about you. You also have the right to get copies of public and private data about you. The Government Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies. Also, if you ask, we will tell you whether we keep data about you and whether the data are public, private, or confidential. As a parent, you have the right to look at and get copies of public and private data about your minor children (under the age of 18). As a legally appointed guardian, you have the right to look at and get copies of public and private data about an individual for whom you are appointed guardian. Minors have the right to ask this government entity not to give data about them to their parent or guardian. If you are a minor, we will tell you that you have this right. We may ask you to put your request in writing and to include the reasons that we should deny your parents access to the data. We will make the Data Practice Policy for Data Subjects 3 final decision about your request based on your best interests. Note : Minors do not have this right if the data in question are educational data maintained by an educational agency or institution. When We Collect Data from You When we ask you to provide data about yourself that are not public, we must give you a notice. The notice is sometimes called a Tennessen warning. The notice controls what we do with the data that we collect from you. Usually, we can use and release the data only in the ways described in the notice. We will ask for your written permission if we need to use or release private data about you in a different way, or if you ask us to release the data to another person. This permission is called informed consent. If you want us to release data to another person, you must use the consent form we provide. Protecting your Data The Government Data Practices Act requires us to protect your data. We have established appropriate safeguards to ensure that your data are safe. In the unfortunate event that we determine a security breach has occurred and an unauthorized person has gained access to your data, we will notify you as required by law. When your Data are Inaccurate and/or Incomplete You have the right to challenge the accuracy and/or completeness of public and private data about you. You also have the right to appeal our decision. If you are a minor, your parent or guardian has the right to challenge data about you. How to Make a Request for Your Data To look at data, or request copies of data that this government entity keeps about you, your minor children or an individual for who you have been appointed legal guardian, make a written request to the appropriate individual listed in the Data Practices Contacts on page 6. You may make your request by U.S. mail, electronic mail, fax or in person, using the data request form on page 9. If you choose not to use the data request form your request should include: that you are making a request, under the Government Data Practices Act (Minnesota Statutes, Chapter 13,), as a data subject, for data about you; whether you would like to inspect the data, have copies of the data, or both; a clear description of the data you would like to inspect or have copied; and identifying information that proves you are the data subject, or data subject’s parent/guardian. This government entity requires proof of your identity before we can respond to your request for data. If you are requesting data about your minor child, you must show proof that you are the minor’s parent. If you are a guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity located on page 10. How We Respond to a Data Request Once you make your request, we will work to process your request. If it is not clear what data you are requesting, we will ask you for clarification. Data Practice Policy for Data Subjects 4 If we do not have the data, we will notify you in writing within 10 business days. If we have the data, but the data are confidential or private data that are not about you, we will notify you within 10 business days and state which specific law says you cannot access the data. If we have the data, and the data are public or private data about you, we will respond to your request within 10 business days, by doing one of the following: o arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or o provide you with copies of the data within 10 business days. You may choose to pick up your copies, or we will mail or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic format. After we have provided you with access to data about you, we do not have to show you the data again for 6 months unless there is a dispute or we collect or create new data about you. If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask. The Government Data Practices Act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement. (For example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request.) If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time. In addition, we are not required under the Government Data Practices Act to respond to questions that are not specific request for data.