Can I use third-party HR tools that collect personal information in Oklahoma? What are the requirements?

Yes, you can use third-party HR tools that collect personal information in Oklahoma, but you must ensure that you comply with the state’s regulations.

Requirements for using third-party HR tools in Oklahoma

According to OKAC 310:257-11-52 and OKAC 310:258-3-4, maintenance tools such as brooms, mops, vacuum cleaners, and similar items must be stored in a way that does not contaminate food, equipment, utensils, linens, and single-service and single-use articles. They must also be stored in an orderly manner that facilitates cleaning the area used for storing the maintenance tools.

Additionally, OKAC 365:35-1-21 and OKAC 365:35-1-30 outline the requirements for the redisclosure and reuse of nonpublic personal financial information. If you are collecting personal information through third-party HR tools, you must ensure that you have obtained the necessary consent from the individuals and that you are only disclosing and using the information for the purposes for which it was collected. You must also have a contractual agreement with the third-party that prohibits them from disclosing or using the information other than to carry out the purposes for which you disclosed the information.

Furthermore, OKAC 710:65-21-3 states that all purchases of tangible personal property which are purchased in a manner such that, pursuant to OAC 710:65-15-1, sales tax is not due, but which are stored, used or otherwise consumed in Oklahoma are subject to the use tax. The use tax must be remitted directly to the Commission by the vendor, if the vendor is either “maintaining a place of business in this state”, as defined by OAC 710:65-1-8, and has knowledge that the goods are being sold for use in this state; or if the vendor is not “maintaining a place of business in this state”, but has voluntarily agreed to collect Oklahoma Use Tax. In the event that the vendor is not “maintaining a place of business in this state” and has not voluntarily agreed to collect the use tax, the Oklahoma purchaser must accrue, report, and remit the use tax.

Therefore, before using third-party HR tools that collect personal information in Oklahoma, you must ensure that you comply with the state’s regulations on storing maintenance tools, limits on redisclosure and reuse of nonpublic personal financial information, and use tax requirements.

[OKAC 310:257-11-52][OKAC 310:258-3-4][OKAC 365:35-1-21][OKAC 365:35-1-30][OKAC 710:65-21-3]

Jurisdiction

Oklahoma

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