[Federal Register Volume 85, Number 105 (Monday, June 1, 2020)]
[Notices]
[Pages 33208-33210]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-11639]
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POSTAL SERVICE
Privacy Acy; Modified System of Records
AGENCY: Postal Service\TM\.
ACTION: Notice of a modified system of records.
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SUMMARY: The United States Postal Service\TM\ (USPS\TM\) is proposing
to revise a Customer Privacy Act Systems of Records. These updates are
being made to facilitate the implementation of web-based conferencing
applications.
DATES: These revisions will become effective without further notice on
July 1, 2020, unless comments received on or before that date result in
a contrary determination.
ADDRESSES: Comments may be mailed or delivered to the Privacy and
Records Management Office, United States Postal Service, 475 L'Enfant
Plaza SW, Room 1P830, Washington, DC 20260-1101. Copies of all written
comments will be made available for public inspection upon request.
FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or [email protected].
SUPPLEMENTARY INFORMATION: This notice is in accordance with the
Privacy Act requirement that agencies publish their systems of records
in the Federal Register when there is a revision, change, or addition,
or when the agency establishes a new system of records.
The Postal Service has determined that Customer Privacy Act Systems
of Records (SORs), USPS 890.000, Sales, Marketing, Events, and
Publications should be revised to support the implementation of web-
based conferencing applications with enhanced functionality. These
applications will further encourage collaboration, promote meeting
efficiency, and facilitate the sharing of information.
Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to
submit written data, views, or arguments on this proposal. A report of
the proposed revisions has been sent to Congress and to the Office of
Management and Budget for their evaluations. The Postal Service does
not expect these amended systems of records to have any adverse effect
on individual privacy rights. The notice for USPS 890.000, Sales,
Marketing, Events, and Publications provided below in its entirety, is
as follows:
SYSTEM NAME AND NUMBER:
USPS 890.000, Sales, Marketing, Events, and Publications.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
USPS Headquarters Marketing and Public Policy; Integrated Business
Solutions Services Centers; National Customer Service Center; Area and
District USPS facilities; Post Offices; and contractor sites.
SYSTEM MANAGER(S) AND ADDRESS:
Chief Customer and Marketing Officer and Executive Vice President,
United States Postal Service, 475 L'Enfant Plaza SW, Washington, DC
20260.
[[Page 33209]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 403, 404.
PURPOSE(S) OF THE SYSTEM:
1. To understand the needs of customers and improve USPS sales and
marketing efforts.
2. To provide appropriate materials and publications to customers.
3. To conduct registration for USPS and related events.
4. To enable access to the USPS meeting and video web conferencing
application.
5. To enhance your online meeting experience by utilizing enhanced
features and functionality, including voluntary polling to gather
responses from attendees to generate reports or the interactive chat
feature.
6. To facilitate information sharing and cross-functional
participation.
7. To share your personal image via your device camera during
meetings and web conferences, if you voluntarily choose to turn the
camera on, enabling virtual face-to-face conversations.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Customers who interact with USPS sales personnel, respond to
direct marketing messages, request publications, respond to contests
and surveys, and attend USPS events.
2. Customers and other individuals who participate in web-based
meetings and video conferences sponsored by the USPS.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Customer information: Customer and key contacts' names, mail and
email addresses, phone, fax and pager numbers; job descriptions,
titles, and roles; other names and emails provided by customers.
2. Identifying information: Customer ID(s), D-U-N-S Numbers, USPS
account numbers, meter numbers, and signatures.
3. Business specific information: Firm name, size, and years in
business; number of employees; sales and revenue information; business
sites and locations; URLs; company age; industrial classification
numbers; use of USPS and competitor's products and services; types of
customers served; customer equipment and services; advertising agency
and spending; names of USPS employees serving the firm; and calls made.
4. Information specific to companies that act as suppliers to USPS:
Contract start and end dates, contract award number, contract value,
products and/or services sold under contract.
5. Information provided by customers as part of a survey or
contest.
6. Payment information: Credit and/or debit card number, type,
expiration date, and check information; and ACH information.
7. Event information: Name of event; role at event; itinerary; and
membership in a PCC.
8. Customer preferences: Preferences for badge name and
accommodations.
9. Session data from web-based meetings and web conferences:
Participant name, participant's webcam-generated image (including
presenters), recorded participant audio, video, and shared meeting
screen content, chat interaction, polling questions and associated
responses, participant join time and leave time, meeting duration,
participant location, and participant media hardware information.
10. Historical device usage data from web-based meetings and web
conferences: Device type (such as mobile, desktop, or tablet), Device
Operating System, Operating System Version, MAC address, and IP
address.
RECORD SOURCE CATEGORIES:
Customers, USPS personnel, and list providers.
ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS
AND THE PURPOSES OF SUCH USES:
Standard routine uses 1. through 7., 10., and 11. apply.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated databases, computer storage media, and paper.
POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
1. For sales, events, and publications, information is retrieved by
customer name or customer ID(s), mail or email address, and phone
number.
2. For direct marketing, information is retrieved by Standard
Industry Code (SIC) or North American Industry Classification System
(NAISC) number, and company name.
3. Report and tracking data created during web-based meetings and
video conferences that pertain to individual participants, content
shared, conference codes and other relevant session data and historical
device usage data, are retrieved by meeting ID, host name or host email
address.
4. Media recordings created during web-based meetings and video
conferences are retrieved by meeting ID, host name or host email
address.
5. Web-based meeting and video session recordings are retrieved by
meeting ID, host name or host email address.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Records relating to organizations and publication mailing lists
are retained until the customer ceases to participate.
2. ACH records are retained up to 2 years. Records relating to
direct marketing, advertising, and promotions are retained 5 years.
3. Other records are retained 3 years after the relationship ends.
4. Report and tracking data created during web-based meeting and
video conferences, such as session data and historical device usage
data, are retained for twenty-four months.
5. Web-based meeting and video session recordings are retained for
twenty-four months.
6. Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge.
Access to records is limited to individuals whose official duties
require such access. Contractors and licensees are subject to contract
controls and unannounced on-site audits and inspections.
Computers are protected by mechanical locks, card key systems, or
other physical access control methods. The use of computer systems is
regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software. Online data transmission is protected by encryption.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.5.
CONTESTING RECORD PROCEDURES:
See Notification Procedure and Record Access Procedures above.
NOTIFICATION PROCEDURE:
For information pertaining to sales, inquiries should be addressed
to: Sales
[[Page 33210]]
and Customer Relations, 475 L'Enfant Plaza SW, Washington, DC 20260.
Customers wanting to know if other information about them is
maintained in this system of records must address inquiries in writing
to the Chief Customer and Marketing Officer and Executive Vice
President, and include their name and address.
EXEMPTIONS PROMULGATED FROM THIS SYSTEM:
None.
HISTORY:
October 24, 2011, 76 FR 65756; April 29, 2005, 70 FR 22516.
Joshua J. Hofer,
Attorney, Federal Compliance.
[FR Doc. 2020-11639 Filed 5-29-20; 8:45 am]
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