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2.6 Social Security Number & Personal Data Protection Policy

THE COMPANY collects certain personal information, including Social Security Numbers (SSNs) and other sensitive identifiers, solely for legitimate business purposes such as payroll processing, tax reporting, background checks, onboarding, benefits administration, and employment verification. THE COMPANY is committed to protecting this information from unauthorized access, use, or disclosure in accordance with federal and state guidelines.

 

Protection Requirements

To safeguard Team Member information, the following standards apply:

  • SSNs and other sensitive personal information will only be requested, used, recorded, stored, or accessed when required for a legitimate business or legal purpose.
  • Documents containing SSNs will be stored securely (locked filing cabinet or encrypted digital storage) and kept separate from general personnel files.
  • Access to SSNs is strictly limited to authorized personnel who require the information for a specific job-related function.
  • SSNs and personal identifiers will never be emailed, texted, or transmitted electronically unless the data is encrypted and sent through a secure, approved system.
  • SSNs will not be printed or displayed on ID badges, timecards, schedules, work rosters, pay stubs, or any document accessible to unauthorized individuals.
  • Paper documents containing SSNs must be properly shredded or destroyed before disposal.
  • Digital documents containing SSNs must be stored only on secure, THE COMPANY-approved systems with password protection and encryption.
  • Screens displaying SSNs must be protected from public or unauthorized view (screen locking, privacy filters, etc.).
  • SSNs may not be written down, stored, or recorded in personal notebooks, binders, or unapproved digital devices (including personal phones).

 

Breach, Loss, or Unauthorized Access Reporting

Team Members must immediately report any suspected:

  • unauthorized access
  • loss or misplacement of documents
  • internal misuse
  • security breach
  • disclosure or attempted disclosure of SSNs or sensitive personal information

Reports must be made promptly to:

  • A Manager/Supervisor
  • District Manager
  • The Director of Operations
  • DGI Corporate Office Team Member

THE COMPANY will investigate all reports and take corrective steps to safeguard data.

 

Manager and Supervisor Responsibilities

Managers and Supervisors with access to SSNs or sensitive data must:

  • Maintain the highest standards of confidentiality
  • Ensure secure storage and limited access
  • Never leave documents or systems displaying SSNs unattended
  • Use only THE COMPANY-approved systems for storing or transmitting sensitive data
  • Report any potential breach immediately
  • Follow all retention and disposal requirements

Failure to follow these expectations is a serious violation of policy.

 

Disciplinary Action

Any unauthorized access, use, disclosure, or mishandling of SSNs or personal information may result in:

  • Corrective action
  • Disciplinary action up to and including termination
  • Potential civil or criminal legal consequences if required by law

THE COMPANY enforces strict zero-tolerance standards for intentional misuse of personal information.

 

This Policy is intended to meet or exceed the safeguards required under applicable federal and state privacy laws and best practices, including but not limited to:

  • Fair and Accurate Credit Transactions Act (FACTA) Red Flags Rule
  • Social Security Number Protection requirements
  • IRS and Department of Labor data-handling requirements
  • Applicable Georgia state data-privacy and disposal requirements
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