OAR 441-646-0030
Use of Social Security Number
(1)
Materials or documentation of a transaction or service are requested by a consumer when the consumer initiated the contact with the person that mails the documents to the consumer, such as a loan application started by the consumer by telephone, tax returns prepared from information the consumer left with a tax preparer, or periodic updated or renewal materials for a product or service purchased by the consumer.(2)
A person that prints a Social Security number on materials mailed to a consumer concerning a transaction or service requested by the consumer may not print the Social Security number on any part of the materials visible to the general public.(3)
When the consumer does not initiate contact with the person, and there is no federal or state law requiring the Social Security number to be printed on the materials, a person may not print the consumer’s unredacted Social Security number on materials mailed to the consumer.(4)
A person may use or print a Social Security number for internal verification or administrative purposes, including materials sent outside of the person’s business, when the SSN is not visible to, or accessible by, the general public.(5)
Persons are strongly encouraged to use a number other than the consumer’s Social Security number to identify the consumer. If a person does use the consumer’s Social Security number for identification, the person’s plan to safeguard personal information under ORS 646A.622 (Requirement to develop safeguards for personal information), including Social Security numbers, must specify reasonable procedures that:(a)
Prevent unauthorized access to the Social Security number; and(b)
Require electronic or physical transmission of the Social Security number to persons outside of the person’s business to be accomplished through secure means, such as encryption or the use of a redacted Social Security number.
Source:
Rule 441-646-0030 — Use of Social Security Number, https://secure.sos.state.or.us/oard/view.action?ruleNumber=441-646-0030.