Tennessee Valley Authority
COMMUNICATIONS PRACTICE 1
Access to and Protection of Personal Information
WHAT
TVA follows procedures designed to protect the personal privacy of its employees and other individuals on whom TVA maintains personal information by ensuring that:
- There is a necessary and lawful purpose for collecting, maintaining, using and disseminating any identifiable personal information about an employee or individual. Identifiable personal information can include name, identifying number or other identifiers assigned to an individual such as finger or voiceprint or photograph.
- Information is as current and accurate as is reasonably necessary for its intended purpose.
- Adequate safeguards are provided to prevent misuse of personal information.
WHO
- All employees
- Individuals whose records are covered by the Privacy Act of 1974
WHY
TVA respects the privacy of individuals and employees and recognizes that an individual's privacy is directly affected by the collection, maintenance, use and dissemination of personal information by TVA. TVA provides certain safeguards to protect the privacy of employees, in accordance with the Privacy Act of 1974 and TVA regulations.
HOW
As part of TVA's efforts to protect individual privacy, TVA permits individuals to:
- Obtain information regarding the records TVA maintains about them.
- Request and gain access to these records unless they are exempt from disclosure.
- Request that these records be corrected or amended.
TVA also prevents others from gaining access to the personal information it maintains. This information is released only with the prior written permission of an individual, except as required or permitted by law.
In regards to mailing addresses and consistent with the Privacy Act, TVA will not sell or rent an individual’s name and address.
ACCESS TO INFORMATION
Employees who wish to gain access to personal information or records maintained by TVA must make a written request to the organization holding the information. For example, employees may gain access to their personal history records by contacting their organization's human resource consultants or the Employee Service Center.
WHEN INFORMATION CAN BE DISCLOSED WITHOUT PERMISSION
Although TVA may be required to disclose personal information maintained in TVA records without an individual's prior written consent, the laws and regulations governing TVA's use of personal information generally limit this type of disclosure to situations where:
- TVA employees must have access to the record to perform their duties.
- Disclosure is required under the Freedom of Information Act, as amended.
- Information is requested by appropriate union representatives to process a grievance.
- Information is provided in a form that is not individually identifiable to a recipient who has provided the agency with advance written assurance that the information will be used solely for statistical research or reporting.
- Information must be released pursuant to a subpoena or court order.
- Information is released to a government agency or representative as allowed by government regulations or law.
- Otherwise permitted in routine uses as published in TVA's Privacy Act Systems of Records Notices in the Federal Register.
WHEN TVA IS NOT REQUIRED TO DISCLOSE PERSONAL INFORMATION TO EMPLOYEES
TVA is not required to disclose the following information to employees:
- Certain testing or examination material for appointment or promotion in the federal service.
- Employee alleged misconduct investigation files.
- Office of the Inspector General investigation files.
- The identity of persons who have provided information under a promise of confidentiality.
- U.S. TVA Police Records.
ROLES
TVA Service Center
- Maintains personal history records for all TVA employees
- Provides access by employees to their personal history records
Vice President, Information Services
- Serves as TVA's Senior Official with primary responsibility for Privacy Act implementation and policy.
- Approves rules and regulations exempting materials maintained in a TVA Privacy Act system of records from disclosure to an individual.
Vice President, Human Resources
- Makes final determinations on Privacy Act appeals of initial TVA refusal to amend or correct an individual's records.
- Approves extensions of time limits for Privacy Act appeals.
RESOURCES
- TVA Service Center - 888/275-8094
- Human Resource Consultants
- TVA Privacy Act Officer - 423/751-6832
COMMUNICATIONS
PRACTICE 1
Access to and Protection of Personal Information
Last Revised 4/08
