DPA Privacy Policy

The Department of Personnel Administration strictly adheres to the following policy to ensure the privacy of all individuals on whom we collect or maintain personal information:

We only collect personal information we need to carry out DPA's official responsibilities in personnel administration, including but not limited to payroll and benefits.

• Whenever we request personal information, we specify what it will be used for and under what legal authority we're requesting it. We will not use it for any other purpose without the written permission of the person it pertains to, unless required by law.
• We do not disclose any personal information in a manner that links it to the individual to whom it pertains unless such disclosure is permitted by the Information Practices Act, Civil Code Section 1798.24. (To read a list of permitted disclosures, visit www.leginfo.ca.gov, click on Civil Code, and scroll down to Section 1798.24.)
• We collect and maintain our electronic and paper files in a manner that protects against loss or unauthorized access, use, modification, or disclosure. For DPA staff, access is limited to personnel who, as part of their job, have an official need for that information.
• Any contractors granted access to personal data collected or maintained by DPA must meet strict standards set by law and this department to guarantee the privacy of that data. Such access is limited to specified personnel under contract to deliver services or benefits as part of DPA's official responsibilities.
• Any personal or confidential data stored or accessed on a portable electronic device is encrypted to prevent any unauthorized access or disclosure.
• If DPA has reason to believe unencrypted personally identifying data that we collect or maintain has been disclosed to an unauthorized party, we will promptly notify the data subject of this possible privacy breach. (For notice purposes, "personally identifying data" consists of name plus one or more of the following: Social Security number; driver's license or State ID number; or financial account number.)
• To see DPA records containing personal information about you or request corrections to these records, please contact DPA's Privacy Officer.
• Your request should include as much information as possible to assist us in identifying your records. If you're legally entitled to inspect these records, we'll provide access within 30 days after receiving your request, or 60 days if the records are inactive. DPA may charge you ten cents per page if you request copies. For more information about your right to inspect records containing your personal information, refer to Civil Code Section 1798 et seq.
  • Note: It's a misdemeanor to request personal information from a State agency under false pretenses, resulting in a fine up to $5,000 and/or one year in prison. (Civil Code Section 1798.56)

For more information about DPA's Privacy Policy, contact DPA's Privacy Officer.

Updated August 6, 2007 at 10:38 AM.