Connecticut Administrative Code
Title 4 - Management of State Agencies
65a - Personal Data
Section 4-65a-1 - Personal data

(1) "Other Data" means any information, other than personal data, which because of name, identifying number, mark or description can be readily associated with a particular person.

(2) Terms defined in section 4-190 of the Connecticut General Statutes shall apply.

(1) The Office of Policy and Management maintains the following personal data systems:

(1) Personnel Records.

(2) Records of Examination and Certification Applications of Revaluation Company Employees.

(3) Records of Applications for Additional Property Tax Exemption for Veterans.

(4) Records of Applications for Tax Relief for Elderly Renters and Totally Disabled Renters.

(5) Real Property Sales Data Records.

The following categories of other data may be maintained in the records of real property sales:

Addresses.

(6) Connecticut Partnership for Long-Term Care Policyholder Data Records.

(1) Personal data will not be maintained by the Office of Policy and Management unless relevant and necessary to accomplish the lawful purposes of the Office. Where the Office finds irrelevant or unnecessary public records in its possession, the Office shall dispose of the records in accordance with its records retention schedule and with the approval of the Public Records Administrator as per section 11-8a of the Connecticut General Statutes, or, if the records are not disposable under the records retention schedule, request permission from the Public Records Administrator to dispose of the records under section 11-8a of the Connecticut General Statutes.

(2) The Office of Policy and Management shall collect and maintain all records with accurateness and completeness.

(3) Insofar as it is consistent with the needs and mission of the Office of Policy and Management, the Office, wherever practical, shall collect personal data directly from the persons to whom a record pertains.

(4) Employees of the Office of Policy and Management involved in the operations of the Office's personal data systems shall be informed of the provisions of the (A) Personal Data Act, (B) the Office's regulations adopted pursuant to section 4-196 of the Connecticut General Statutes, (C) the Connecticut Freedom of Information Act and (D) any other state or federal statute or regulations concerning maintenance or disclosure of personal data kept by the Office.

(5) All employees of the Office of Policy and Management shall take reasonable precautions to protect personal data under their custody from the danger of fire, theft, flood, natural disaster and other physical threats.

(6) The Office of Policy and Management shall incorporate by reference the provisions of the Personal Data Act and regulations promulgated thereunder in all contracts, agreements or licenses for the operation of a personal data system or for research, evaluation and reporting of personal data for the Office or on its behalf.

(7) The Office of Policy and Management shall have an independent obligation to ensure that personal data requested from any other state agency is properly maintained.

(8) Only employees of the Office of Policy and Management who have a specific need to review personal data records for lawful purposes of the Office shall be entitled to access to such records under the Personal Data Act.

(9) The Office of Policy and Management shall keep a written up-to-date list of individuals entitled to access to each of the Office's personal data systems.

(10) The Office of Policy and Management shall ensure against unnecessary duplication of personal data records. In the event it is necessary to send personal data records through interdepartmental mail, such records shall be sent in envelopes or boxes sealed and marked "confidential."

(11) The Office of Policy and Management shall ensure that all records in manual personal data systems are kept under lock and key and, to the greatest extent practicable, are kept in controlled access areas.

(1) To the greatest extent practicable, automated equipment and records shall be located in a limited access area.

(2) To the greatest extent practicable, the Office of Policy and Management shall require visitors to such limited access area to sign a visitor's log and permit access to said area on a bona-fide need-to-enter basis only.

(3) To the greatest extent practicable, the Office of Policy and Management shall ensure that regular access to automated equipment is limited to operations personnel.

(4) The Office of Policy and Management shall utilize appropriate access control mechanisms to prevent disclosure of personal data to unauthorized individuals.

(1) Not later than four (4) business days after it receives a written request for personal data, the Office of Policy and Management shall mail or deliver to the requesting individual a written response in plain language, informing him/her as to whether or not the Office maintains personal data on that individual, the category and location of the personal data maintained on that individual and procedures available to review the records.

(2) Except where nondisclosure is required or permitted by law, the Office of Policy and Management shall disclose to any person upon written request all personal data concerning that individual which is maintained by the Office. The procedures for disclosure shall be in accordance with the Connecticut Freedom of Information Act. If the personal data is maintained in coded form, the Office shall transcribe the data into a commonly understandable form before disclosure.

(3) The Office of Policy and Management is responsible for verifying the identity of any person requesting access to his/her own personal data.

(4) The Office of Policy and Management is responsible for ensuring that disclosure made pursuant to the Personal Data Act is conducted so as not to disclose any personal data concerning persons other than the person requesting the information.

(5) The Office of Policy and Management may refuse to disclose to a person medical, psychiatric or psychological data on that person if the Office determines that such disclosure would be detrimental to that person. The Office may also refuse to disclose to a person personal data pertaining to that person if such nondisclosure is otherwise permitted or required by law. In either case, the Office shall advise that person of his/her right to seek judicial relief pursuant to the Personal Data Act.

(6) If the Office of Policy and Management refuses to disclose medical, psychiatric or psychological data to a person based on its determination that disclosure would be detrimental to that person and nondisclosure is not mandated by law, the Office shall, at the written request of such person, permit a qualified medical doctor to review the personal data contained in the person's records to determine if the personal data should be disclosed. If disclosure is recommended by the medical doctor, the Office shall disclose the personal data to such person; if nondisclosure is recommended by such medical doctor, the Office shall not disclose the personal data and shall inform such person of the judicial relief provided under the Personal Data Act.

(7) The Office of Policy and Management shall maintain a complete log of each person, individual, agency or organization who has obtained access to, or to whom disclosure has been made of, personal data under the Personal Data Act, together with the reason for each such disclosure or access. This log shall be maintained by Human Resources and Payroll staff for not less than five (5) years from the date of such disclosure or access or for the life of the personal data record, whichever is longer.

(1) Any person who believes that the Office of Policy and Management is maintaining inaccurate, incomplete or irrelevant personal data concerning him/her may file a written request with the Office for correction of said personal data.

(2) Not later than thirty (30) days after it receives such request, the Office of Policy and Management shall give written notice to that person that it will make the requested correction, or if the correction is not to be made as submitted, the Office shall state the reason for its denial of such request and notify the person of his/her right to add his/her own statement to his/her personal data records.

(3) Following such denial by the Office of Policy and Management, the person requesting such correction shall be permitted to add a statement to his or her personal data record setting forth what that person believes to be an accurate, complete and relevant version of the personal data in question. Such statements shall become a permanent part of the Office's personal data system and shall be disclosed to any individual, agency or organization to which the disputed personal data is disclosed.

(1) Personnel Records.

(2) Records of Examination and Certification Applications of Revaluation Company Employees.

(3) Records of Applications for Additional Property Tax Exemption for Veterans.

(4) Records of Applications for Tax Relief for Elderly Renters and Totally Disabled Renters.

(5) Records of Applications for Tax Credits for Elderly Homeowners and Totally Disabled Homeowners.

(6) Real Property Sales Data.

(7) Connecticut Partnership for Long-Term Care Policyholder Data.

(8) When an individual is asked to supply personal data to the Office of Policy and Management, the Office shall disclose to that individual, upon request, the name of the agency which is requesting the data, the legal authority under which the agency is empowered to collect and maintain the personal data, the individual's rights pertaining to such records under the Personal Data Act and the agency's regulations, the known consequences arising from supplying or refusing to supply the requested personal data, and the proposed use to be made of the requested personal data.