HOPKINSVILLE-CHRISTIAN COUNTY CHAMBER OF COMMERCE
PRIVACY POLICY
Approved by the Executive Committee on 5/8/08
Approved by the Board of Directors on 5/28/08
The Hopkinsville-Christian County Chamber of Commerce is committed to protecting non-public personal information or personally identifiable information we collect for the purpose of operating the Hopkinsville-Christian County Chamber of Commerce.
The purpose of this policy is to document the procedures to be used when non-public personal information or personally identifiable information is collected from those with which we work.
Each of the ways in which the Hopkinsville-Christian County Chamber of Commerce uses non-public personal information or personally identifiable information has a corresponding procedure, and those are outlined in detail within this policy document.
Information Collected As a Result of Employment
It is necessary to collect information such as social security numbers, driver’s license numbers, passport numbers, etc., as a result of employment. It is the policy of the Hopkinsville-Christian County Chamber of Commerce to store those records under lock and key when not in use. These records shall be stored as such until seven years after the employee leaves the employment of the Hopkinsville-Christian County Chamber of Commerce. After seven years, all non-public personal information or personally identifiable information contained in the employee’s file shall be shredded before disposal.
Only the President/C.E.O. and the Bookkeeper shall have access to those records.
Payroll Records
Payroll records contain the social security numbers of employees. It is the policy of the Hopkinsville-Christian County Chamber of Commerce to store all payroll records under lock and key. When the time comes for the records to be disposed of, they shall be shredded prior to disposal. If the information is stored electronically, it shall be password-protected.
Only the President/C.E.O. and the Bookkeeper shall have access to the payroll records.
Information Collected During the Health Insurance Renewal Process
As often as annually, it may be necessary for the insurance carrier of the Hopkinsville-Christian County Chamber of Commerce to gather health information from employees in order to shop for alternative health insurance plans. This information shall be stored under lock and key until it is no longer needed. Once it is no longer needed, it shall be shredded before disposal.
Only the President/C.E.O. and the representative of the insurance carrier shall have access to the health information provided. The Hopkinsville-Christian County Chamber of Commerce is not responsible for any misconduct of the insurance carrier.
Credit Card Information Collected from Others for Payments of Invoices
On a regular basis, employees of the Hopkinsville-Christian County Chamber of Commerce collect credit card numbers from purchasers to process a payment for an invoice. If a credit card number is given to an employee over the telephone, it is the policy of the Hopkinsville-Christian County Chamber of Commerce to destroy all evidence of this credit card number by shredding it after the transaction has been completed. If the credit card number is given to an employee on a membership application or registration form, it is the policy of the Hopkinsville-Christian County Chamber of Commerce to destroy all evidence of this credit card number by shredding it or blacking it out once the transaction has been completed.
Until the transaction can be completed, the credit card number of a purchaser shall never be left unattended or in full view of anyone other than the person the number was provided to.
Information Collected During the Business Retention and Expansion Process
From time to time, non-public personal information or personally identifiable information is shared with the Hopkinsville-Christian County Chamber of Commerce during a business retention and expansion meeting. This information shall be stored under lock and key until it is no longer needed. It shall be shredded prior to disposal. Access shall be granted only to those directly involved in the business development function of the Hopkinsville-Christian County Chamber of Commerce.
Information Collected During the Citizens for Fort Campbell Trip Planning Process
On an annual basis, non-public personal information or personally identifiable information is collected from participants of the Citizens for Fort Campbell Trip is order to allow them access to the Pentagon and other government buildings.
This non-public personal information or personally identifiable information shall be stored under lock and key and shall be shredded prior to disposal. This information shall not be retained from one year to the next.
Only the military affairs staff and those to whom the information is provided in Washington, DC shall have access to this information. The Hopkinsville-Christian County Chamber of Commerce is not responsible for any misconduct of those in Washington DC or with the Clarksville Area Chamber of Commerce or Clarksville-Montgomery County Economic Development Council.
Internet/Website Privacy Policy
The policy pertaining to the internet/website privacy is covered under a separate policy.
Third Party Waivers
Third parties that have access to the non-public information of the Hopkinsville-Christian County Chamber of Commerce, i.e., technology consultants, hardware repair companies, etc. shall be required to sign a waiver prior to having access to the non-public information.
Employee Responsibility
Protecting the non-public information or personally identifiable information of those we serve is of utmost importance and all means available shall be used to protect same information. Hopkinsville-Christian County Chamber of Commerce employees shall for all times and all purposes treat the non-public information of those we serve as strictly confidential and held in trust by employees for the benefit of the Hopkinsville-Christian County Chamber of Commerce. Even if employees have access to certain information that may not necessarily be related to their position, they shall not access the information without permission. Employees shall not reveal or disclose any non-public information unless directed by the President/C.E.O. or Chairman of the Board in writing. Upon termination of employment with the Hopkinsville-Christian County Chamber of Commerce, the employee shall return documents which contain non-public information to the Hopkinsville-Christian County Chamber of Commerce regardless of the media in which the information is stored. Violations of the policy may result in the termination of employment and/or legal proceedings.
