Privacy Impact Assessment for the Childcare Tuition Assistance Program

On this page:

• I. Data in the System
• II. Access to the Data
• III. Attributes of the Data
• IV. Maintenance of Administrative Controls

I. Data in the System

1. Generally describe what data/information will be collected in the system.

   Data consists of eligible employee's name, SSN, grade, office address and phone, home address and phone, income, children, and childcare provider.

2. What are the sources and types of the information in the system?

   Sources and types of information consists of information provided by the employee on the program application (OPM Form and information provbided by childcare providers.

3. How will the data be used by the Agency?

   The records are used to determine the eligibility for and amount of childcare subsidies to be paid to the employees' childcare providers.

4. Why is the information being collected? (Purpose)

   To determine a client's eligibility for the EPA childcare subsidy program.

II. Access to the Data

1. Who will have access to the data/information in the system (internal and external parties)? If contractors, are the Federal Acquisition Regulations (FAR) clauses included in the contract (24.104 Contract clauses; 52.224-1 Privacy Act Notification; and 52.224-2 Privacy Act)?

   Those who have access to the data are the contractor employees of the Federal Employees Education and Assistance Fund (FEEA) working on the childcare program and the EPA childcare coordinator. FAR clauses are in the contract.

2. What controls are in place to prevent the misuse of data by those having authorized access?

   FEEA, the contractor, apply standard rules of conduct.

3. Do other systems share data or have access to data/information in this system? If yes, explain who will be responsible for protecting the privacy rights of the individuals affected by the interface? (i.e., System Administrators, System Developers, System Managers)

   No.

4. Will other agencies, state or local governments share data/information or have access to data in this system? (Includes any entity external to EPA.)

   No.

5. Do individuals have the opportunity to decline to provide information or to consent to particular uses of the information? If yes, how is notice given to the individual? (Privacy policies must clearly explain where the collection or sharing of certain information may be optional and provide users a mechanism to assert any preference to withhold information or prohibit secondary use.)

   This is a voluntary program. Clients are assured of confidentiality in all publications.

III. Attributes of the Data

1. Explain how the use of the data is both relevant and necessary to the purpose for which the system is being designed.

   Yes. Data is used to determine how much childcare subsidy an employee can receive.

2. If data are being consolidated, what controls are in place to protect the data from unauthorized access or use? Explain.

   No. Data is not consolidated.

3. If processes are being consolidated, are the proper controls remaining in place to protect the data and prevent unauthorized access? Explain.

   No.

4. How will data be retrieved? Can it be retrieved by personal identifier? If yes, explain. (A personal identifier is a name, Social Security Number, or other identifying symbol assigned to an individual, i.e. any identifier unique to an individual.)

   Yes, it can be retrieved by employee's name or SSN.

5. Is the Web privacy policy machine readable? Where is the policy stated? (Machine readable technology enables visitors to easily identify privacy policies and make an informed choice about whether to conduct business with that site.)

   N/A Public does not have access to this database.

IV. Maintenance of Administrative Controls

1. Has a record control schedule been issued for the records in the system? If so, provide the schedule number. What are the retention periods for records in this system? What are the procedures for eliminating the records at the end of the retention period? (You may check with the record liaison officer (RLO) for your AA-ship, Tammy Boulware (Headquarters Records Officer) or Judy Hutt, Agency Privacy Act Officer, to determine if there is a retention schedule for the subject records.)

   Schedule: EPA 49. Three years. Paper records are shredded and computer files archived.

2. While the data are retained in the system, what are the requirements for determining if the data are still sufficiently accurate, relevant, timely, and complete to ensure fairness in making determinations?

   The data comes from the individuals who supply the information in their application for benefits.

3. Will this system provide the capability to identify, locate, and monitor individuals? If yes, explain.

   Yes.

4. Does the system use any persistent tracking technologies?

   No.

5. Under which System of Records (SOR) notice does the system operate? Provide the name of the system and its SOR number if applicable. For reference, please view this list of Agency SORs. (A SOR is any collection of records under the control of the Agency in which the data is retrieved by a personal identifier. The Privacy Act Officer will determine if a SOR is necessary for your system.)Top of Page

   SOR 118 EPA 49 Employee Counseling and Assistance Program Records.