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Can I collect social security numbers from participants in Oregon? What are the requirements?

Yes, you can collect social security numbers from participants in Oregon, but the requirements vary depending on the program or service involved. Here are the requirements for collecting social security numbers in Oregon:

Requirements for Collecting Social Security Numbers in Oregon

Oregon Educators Benefit Board (OEBB)

The Oregon Educators Benefit Board (OEBB) may request voluntary disclosure and consent to use the social security number of an eligible employee or family member for internal verification and identification of enrollments or elections for participation in benefits provided by OEBB. OEBB must provide notice and receive consent to use the SSN for additional purposes not included in the original notice and consent. An eligible employee’s or family member’s refusal to permit voluntary use of his or her social security number will not be used as a basis to deny the eligible employee or family member a right, benefit, or privilege provided by law. [1.1]

Materials or Documentation of a Transaction or Service

A person that prints a Social Security number on materials mailed to a consumer concerning a transaction or service requested by the consumer may not print the Social Security number on any part of the materials visible to the general public. When the consumer does not initiate contact with the person, and there is no federal or state law requiring the Social Security number to be printed on the materials, a person may not print the consumer’s unredacted Social Security number on materials mailed to the consumer. [4.1]

Oregon Department of Human Services Programs

In the CWM, ERDC, REF, and REFM programs, an individual is not required to provide or apply for a social security number (SSN) to be included in the need group or benefit group. In the EA and TA-DVS programs, an individual must provide their SSN if the individual can. In the OSIPM and QMB programs, an individual is not required to apply for or provide an SSN if the individual does not have an SSN and may only be issued an SSN for a valid non-work reason. In the SNAP program, an individual must provide a valid SSN for the individual or apply for a number if the individual does not have one and provide the SSN when it is received. [5.1]

Voluntary collection of Social Security numbers for use in collecting debts owed to the state

For purposes of collecting debts owed to the state of Oregon, a state agency may request a person to voluntarily provide their Social Security number when there is a real or potential monetary obligation or transaction. The state agency must notify the person clearly in writing that providing their Social Security number is voluntary, the state agency is requesting the Social Security number for use in collecting debts owed to the state of Oregon, and that the Social Security number will be properly secured as required by the Oregon Consumer Identity Theft Protection Act. State agencies must follow federal and Oregon state guidelines for the protection of Social Security numbers collected under this rule. If for any reason a state agency is unable to properly secure and protect Social Security numbers, it may not ask a person to voluntarily provide their Social Security number. [2.1]

Authority to Request Social Security Numbers

It is the policy of the Office of Workforce Investments (OWI) and providers of WIOA Title I services to request participants registering for or participating in services provided in relation to WIOA Title I services or activities to voluntarily provide and authorize the use of their Social Security numbers. Participants are requested to release their Social Security numbers for purposes of record keeping related to referral and service delivery, and for performance measurement, research, planning, and program evaluation. The request shall notify the participant that providing their Social Security number is voluntary, the authority through which the request for release is made, and the uses that will be made of the Social Security number. Refusal to voluntarily disclose or permit the use of a Social Security number by the individual will not be used as a basis to deny the individual any right, benefit, or privilege provided solely under WIOA Title I. [3.1]

Conclusion

The requirements for collecting social security numbers in Oregon vary depending on the program or service involved. In general, individuals are not required to provide their SSN unless it is necessary for the program or service. Organizations must provide notice and receive consent to use SSNs for additional purposes not included in the original notice and consent. Organizations must also take reasonable measures to safeguard personal information, including SSNs.

Source(s):
Jurisdiction

Oregon