Confidential Personal Information and Personal Information
Confidential personal information means personal information that is not public record for purposes of ORC § 149.43.
Personal information means any information that describes anything about a person, or that indicates actions done by or to a person, or that indicates that a person possesses certain personal characteristics, and that contains, and can be retrieved from a system by, a name, identifying number, symbol, or other identifier assigned to a person.
The Board's information owner is the Executive Director. The Executive Director determines the level of access required for an employee to fulfill their assigned job duties.
Valid reasons for authorized employees to access CPI and PI:
Applicable federal or state statutes or administrative rules that make confidential personal information confidential:
Rights of persons who are subject to personal information.
Upon receipt of a signed written request from an individual for a list of PI about the individual (unless the information relates to an investigation about the individual in accordance with ORC § 149.42 and § 4734.45), the Board must:
Notice of invalid access
Upon discovery or notification that CPI or PI of a person has been accessed by an employee for an invalid reason, the Board shall notify each person whose information was invalidly accessed in the most expedient time possible, but not later than forty-five days following discovery or notification of the invalid access, subject to legitimate needs of law enforcement and consistent with measures necessary to determine the scope of the invalid access, including which licensees' information was accessed and acquired, and to restore the reasonable integrity of the system.
October 2, 2020
The following rules are incorporated into this policy:
4734-3-01 Personal Information Systems Definitions