[Title 16 CFR 1014]
[Code of Federal Regulations (annual edition) - January 1, 2002 Edition]
[Title 16 - COMMERCIAL PRACTICES]
[Chapter II - CONSUMER PRODUCT SAFETY COMMISSION]
[Subchapter A - GENERAL]
[Part 1014 - POLICIES AND PROCEDURES IMPLEMENTING THE PRIVACY ACT OF 1974]
[From the U.S. Government Printing Office]
16COMMERCIAL PRACTICES22002-01-012002-01-01falsePOLICIES AND PROCEDURES IMPLEMENTING THE PRIVACY ACT OF 19741014PART 1014COMMERCIAL PRACTICESCONSUMER PRODUCT SAFETY COMMISSIONGENERAL
PART 1014--POLICIES AND PROCEDURES IMPLEMENTING THE PRIVACY ACT OF 1974--Table of Contents
Sec.
1014.1 Purpose and scope.
1014.2 Definitions.
1014.3 Procedures for requests pertaining to individual records.
1014.4 Requirements for identification of individuals making requests.
1014.5 Disclosure of requested information to individuals.
1014.6 Request for correction or amendment to a record.
1014.7 Agency review of request for correction or amendment of a record.
1014.8 Appeal of initial denial of access, correction or amendment.
1014.9 Disclosure of record to person other than the individual to whom
it pertains.
1014.10 Fees.
1014.11 Penalties.
1014.12 Specific exemptions.
Authority: Privacy Act of 1974 (5 U.S.C. 552a).
Source: 40 FR 53381, Nov. 18, 1975, unless otherwise noted.
Sec. 1014.1 Purpose and scope.
This part sets forth the regulations of the Consumer Product Safety
Commission implementing the Privacy Act of 1974 (Pub. L. 93-579). The
purpose of these regulations is to inform the public about records
maintained by the Commission which contain personal information about
individuals, and to inform those individuals how they may seek access to
and correct records concerning themselves. These regulations do not
apply to requests for information made pursuant to the Freedom of
Information Act (except where such disclosures would constitute an
invasion of privacy of an individual).
Sec. 1014.2 Definitions.
As used in this part:
(a) Individual means a person who is a citizen of the United States
or an alien lawfully admitted for permanent residence.
(b) Privacy Act means the Privacy Act of 1974 (Pub. L. 93-579).
(c) Record means any item of personal information relating to an
individual, such as educational, employment, financial or medical
information.
(d) Statistical record means a record in a system of records
maintained for statistical research or reporting purposes only and not
used in whole or in part in making any determination about an
identifiable individual.
(e) System of records or records systems means a group of records
maintained by the Commission from which information may be retrieved by
the name of an individual or some other individual identifier.
(f) Maintain includes the collection, use, storage, and
dissemination of information.
Sec. 1014.3 Procedures for requests pertaining to individual records.
(a) Any individual may request the Commission to inform him or her
whether a particular record system named by the individual contains a
record pertaining to him or her. The request may be made by mail or in
person during business hours (8:30 a.m. to 5 p.m.) to the Freedom of
Information/Privacy Act Officer, Office of the Secretary, Consumer
Product Safety Commission, 4330 East West Highway, Bethesda, Maryland
(mailing address: Consumer Product Safety Commission, Washington, DC
20207).
(b) An individual who believes that the Commission maintains a
record pertaining to him or her but who cannot determine which record
system may contain the record, may request assistance by mail or in
person at the Office of the Secretary during business hours.
[[Page 33]]
(c) A Commission officer or employee or former employee who desires
to review or obtain a copy of a personnel record pertaining to him or
her may make a request by mail or in person at the Office of Human
Resources Management, Room 523, 4330 East West Highway, Bethesda,
Maryland (mailing address: Consumer Product Safety Commission,
Washington, DC 20207).
(d) Each individual requesting the disclosure of a record or a copy
of a record shall furnish the following information to the extent known
with the request to the Freedom of Information/Privacy Act Officer or to
the Division of Personnel's Processing Unit, as applicable:
(1) A description of the record sought;
(2) The approximate date of the record;
(3) The name or other description of the record system containing
the record;
(4) Proof as required in Sec. 1014.4 that he or she is the
individual to whom the requested record relates; and
(5) Any other information required by the notice describing the
record system.
(e) An individual personally inspecting his or her records may be
accompanied by other persons of his or her own choosing. The individual
shall sign a written statement authorizing disclosure of the record in
the other person's presence.
(f) Any individual who desires to have a record concerning himself
or herself disclosed to or mailed to another person may authorize that
person to act as his or her agent for that specific purpose. The
authorization shall be in writing, signed by the individual, and shall
be notarized. An agent requesting the review or copy of another's record
shall submit with the request the authorization and proof of his or her
identify as required by Sec. 1014.4(c).
(g) The parent of any minor individual or the legal guardian of any
individual who has been declared by a court of competent jurisdiction to
be incompetent, due to physical or mental incapacity or age, may act on
behalf of that individual in any matter covered by this part. A parent
or guardian who desires to act on behalf of such individual shall
present suitable evidence of parentage or guardianship, by birth
certificate, certified copy of a court order, or similar documents, and
proof of the individual's identity in a form that complies with
Sec. 1014.4(c).
(h) An individual may request an accounting of all disclosures made
to other persons or agencies of his or her record, except those
disclosures made to law enforcement agencies pursuant to section (b)(7)
of the Privacy Act (5 U.S.C. 552a(b)(7)). A request for accounting,
whenever made, shall be treated as a request for disclosure of records.
[40 FR 53381, Nov. 18, 1975, as amended at 53 FR 52404, Dec. 28, 1988;
62 FR 46667, Sept. 4, 1997]
Sec. 1014.4 Requirements for identification of individuals making requests.
The following proof of identity is required for requests for records
made pursuant to Sec. 1014.3:
(a) An individual seeking a record about himself or herself in
person may establish his or her identity by the presentation of a single
document bearing a photograph (such as a passport or driver's license)
or by a presentation of two items of identification which do not bear a
photograph but do bear both a name and address. An individual who cannot
provide documentation of his or her identity may provide a written
statement affirming his or her identity and the fact that he or she
understands the penalties for making false statements (18 U.S.C. 1001
and 5 U.S.C. 552a(i)(3)).
(b) An individual seeking a record by mail shall include a statement
signed by the individual and properly notarized, that he or she appeared
before a notary public and submitted proof of identity acceptable to the
notary public.
(c) Requests made by an agent, parent, or guardian shall, in
addition to establishing the identity of the minor or other person he or
she represents as required by paragraphs (a) and (b), establish his or
her agency, parentage, or guardianship by documentation.
(d) In any case in which the Commission determines that the proof of
identity is not adequate, it may request the
[[Page 34]]
individual to submit additional proof of identity.
Sec. 1014.5 Disclosure of requested information to individuals.
(a) Upon submission of proof of identity, the Office of the
Secretary or the Director of Resource Utilization, as applicable, shall
promptly forward the request to the system manager who will promptly
allow the individual to see and/or have a copy of the requested record
or send a copy of the record to the individual by mail, as requested by
the individual. If the individual asks to see the record, the record
should be made available for review and/or copying at the location where
the record is maintained, in the Office of the Secretary, or the
Director of Resource Utilization, or at the nearest Area Office.
(b) If the system manager should determine, for any reason, that the
requested records are exempt from the right of access, a notice of
denial shall be sent to the requester stating the reasons for denial,
and the requester's right to appeal the denial in accordance with the
procedures set forth in Sec. 1014.8 of these regulations.
Sec. 1014.6 Request for correction or amendment to a record.
(a) Any individual who has reviewed a record pertaining to himself
or herself may request the Executive Director to correct or amend all or
any part of the record.
(b) Each request for a correction or amendment of a record shall be
in writing and shall contain the following information:
(1) The name of the individual requesting the correction or
amendment;
(2) The name or other description of the system of records in which
the record sought to be amended is maintained;
(3) The location of that record in the system of records to the
extent that it is known;
(4) A copy of the record sought to be amended or a description of
that record;
(5) A statement of the material in the record that should be
corrected or amended;
(6) A statement of the specific wording of the correction or
amendment sought; and
(7) A statement of the basis for the requested correction or
amendment including any material that the individual can furnish to
substantiate the reasons for the amendment sought.
[40 FR 53381, Nov. 18, 1975, as amended at 42 FR 22878, May 5, 1977]
Sec. 1014.7 Agency review of request for correction or amendment of a record.
(a) Not later than 10 working days after the receipt of the request
for the correction or amendment of a record under Sec. 1014.6, the
responsible Commission official shall acknowledge receipt of the request
and inform the individual whether further information is required before
the correction or amendment can be considered.
(b) The responsible Commission official will promptly review the
request and either make the requested correction or amendment or notify
the individual of his or her refusal to do so, including in the
notification the reasons for the refusal, and the appeal procedures
provided by Sec. 1014.8.
(c) The responsible Commission official will make each requested
correction or amendment to a record if that correction or amendment will
correct anything within the record that is not accurate, relevant,
timely, or complete. A copy of each corrected or amended record shall be
furnished to the individual who requested the action. If an accounting
of disclosure has been kept, all previous recipients of the record shall
be notified of the correction and its substance.
Sec. 1014.8 Appeal of initial denial of access, correction or amendment.
(a) Any individual whose request for access, correction or amendment
to a record is denied, in whole or in part, may appeal that decision
within 30 working days to the Chairman, Consumer Product Safety
Commission, Washington, D.C. 20207.
(b) The appeal shall be in writing and shall:
(1) Name the individual making the appeal;
[[Page 35]]
(2) Identify the record to which access is sought or which is sought
to be corrected or amended;
(3) Name or describe the record system in which the record is
contained;
(4) Contain a short statement describing the correction of amendment
sought;
(5) State the name and location of the Commission official who
initially denied the correction or amendment; and
(6) State the date of the initial denial.
(c) Not later than 30 working days after the date on which the
appeal is received, the Chairman shall complete a review of the appeal
and make a final decision thereon. However, for good cause shown, the
Chairman of the Commission may extend the 30-day period. If the Chairman
so extends the period, he or she shall promptly notify the individual
requesting the review that the extension has been made.
(d) If after review of an appeal request, the Chairman also refuses
to amend the record or grant access to the record in accordance with the
request, he or she shall send a written notice to the requester
containing the following information:
(1) The decision and the reasons for the decision;
(2) The right of the requester to institute a civil action in a
Federal District Court for judicial review of the decision; and
(3) The right of the requester to file with the Chairman a concise
statement setting forth the reasons for his or her disagreement with the
denial of the correction or amendment. A copy of the statement of
disagreement shall be filed with the record in issue, and the record in
issue shall be so marked as to indicate that there is a disagreement.
The system manager shall make the statement of disagreement available to
prior recipients of the disputed record to the extent that an accounting
of disclosures was maintained, and to any person to whom the record is
later disclosed, together with a brief statement, if deemed appropriate,
of the reasons for denying the requested correction or amendment.
[40 FR 53381, Nov. 18, 1975, as amended at 42 FR 22878, May 5, 1977]
Sec. 1014.9 Disclosure of record to person other than the individual to whom it pertains.
(a) Any person or agency (other than an officer or employee of the
Commission who has a need for individual records in the performance of
his or her duty) seeking disclosure of personal records of another
individual which are contained in a system of records shall submit a
request in accordance with the Commission's Procedures for Disclosure of
Production of Information under the Freedom of Information Act (16 CFR
part 1015, subpart A).
(b) The determination of whether or not the requested disclosure is
proper will be made in accordance with the provisions of the Freedom of
Information Act, as amended (5 U.S.C. 552) and the Commission's policies
and procedures issued thereunder (16 CFR part 1015).
[41 FR 30324, July 23, 1976]
Sec. 1014.10 Fees.
The Commission shall not charge an individual for the costs of
making a search for a record, the costs of reviewing or copying a
record, or the cost of correcting or amending a record.
Sec. 1014.11 Penalties.
Any person who makes a false statement in connection with any
request for a record, or an amendment thereto, under this part, is
subject to the penalties prescribed in 18 U.S.C. 494, 495, and 1001; and
5 U.S.C. 552a(i)(3).
Sec. 1014.12 Specific exemptions.
(a) Injury information. (1) The Bureau of Epidemiology maintains a
file of Accident Reports (In-Depth Investigations) which are conducted
on a sample of product related injuries reported to the Commission by
selected hospital emergency rooms, by consumers through the Commission's
``Hot-Line'' telephone service and through written consumer complaints
and by other means such as newspaper reports. The purpose of this record
system is to compile accident statistics for analyzing the incidence and
severity of product related injuries.
(2) Inasmuch as the maintenance of the record system listed in
paragraph
[[Page 36]]
(a)(1) of this section is authorized by section 5 of the Consumer
Product Safety Act (15 U.S.C. 2054) and the data are used solely as
statistical records, the system is exempted from the requirements of the
Privacy Act relating to making available the accounting of disclosures,
correction or amendment of the record and the application of these rules
to the system of records. Specifically, the system is exempt from 5
U.S.C. 552a(c)(3); (d) (2) and (3); (e)(1); (e)(4) (G), (H) and (I); and
(f). However, Accident Reports made by Commission employees are
disclosable in accordance with paragraph (a)(3) of this section.
(3) Section 25(c) of the Consumer Product Safety Act (15 U.S.C.
2074(c)) provides that accident or investigation reports made by an
officer or employee of the Commission shall be made available to the
public in a manner which will not identify any injured person or any
person treating him or her, without the consent of the person
identified. Consequently, an accident or investigation report which
identifies individuals is available to the injured party or the person
treating him or her but would not be available for disclosure to a third
party without the consent of the injured party or person treating him or
her.
(4) Since accident or investigation reports are compiled only for
statistical purposes and are not used in whole or in part in making any
determination about an individual, they are exempted from the
requirement to correct or amend a record as provided by subsection
(d)(2) of the Privacy Act (5 U.S.C. 552a (d)(2)). Exceptions from this
paragraph, insofar as they relate to amendments or additions, may be
allowed by the Executive Director.
(b) Inspector General Investigative Files--CPSC-6. All portions of
this system of records which fall within 5 U.S.C. 552a(k)(2)
(investigatory materials compiled for law enforcement purposes) and 5
U.S.C. 552a(k)(5) (investigatory materials solely compiled for
suitability determinations) are exempt from 5 U.S.C. 552a(c)(3)
(mandatory accounting of disclosures); 5 U.S.C. 552a(d) (access by
individuals to records that pertain to them); 5 U.S.C. 552a(e)(1)
(requirement to maintain only such information as is relevant and
necessary to accomplish an authorized agency purpose); 5 U.S.C.
552a(e)(4)(G) (mandatory procedures to notify individuals of the
existence of records pertaining to them); 5 U.S.C. 552a(e)(4)(H)
(mandatory procedures to notify individuals how they can obtain access
to and contest records pertaining to them); 5 U.S.C. 552a(e)(4)(I)
(mandatory disclosure of records source categories); and the
Commission's regulations in 16 CFR part 1014 which implement these
statutory provisions.
(c) Enforcement and Litigation Files--CPSC-7. All portions of this
system of records that fall within 5 U.S.C. 552a(k)(2) (investigatory
materials compiled for law enforcement purposes) are exempt from 5
U.S.C. 552a(c)(3) (mandatory accounting of disclosures); 5 U.S.C.
552a(d) (access by individuals to records that pertain to them); 5
U.S.C. 552a(e)(1) (requirement to maintain only such information as is
relevant and necessary to accomplish an authorized agency purpose); 5
U.S.C. 552a(e)(4)(G) (mandatory procedures to notify individuals of the
existence of records pertaining to them); 5 U.S.C. 552a(e)(4)(H)
(mandatory procedures to notify individuals how they can obtain access
to and contest records pertaining to them); 5 U.S.C. 552a(e)(4)(I)
(mandatory disclosure of records source categories); and the
Commission's regulations in 16 CFR part 1014 that implement these
statutory provisions.
[40 FR 53381, Nov. 18, 1975, as amended at 42 FR 9161, Feb. 15, 1977; 59
FR 32078, June 22, 1994; 62 FR 48756, Sept. 17, 1997]