[Adopted 5-27-2009 by Ord. No. 2009-10]
The purpose of this article is to protect the customers and
employees of the Town of Georgetown from unauthorized use or attempted
use of any identifying information of a customer or employee.
On January 1, 2008, the Federal Trade Commission issued rules
and guidelines for regulating the fraudulent use or attempt to use
private, identifying information. These rules require that this utility
develop and implement an identity theft prevention program.
A.
This policy requires the protection of any information concerning
its customers, kept by the utility, which is or can be used as identifying
information. "Identifying information" means any information such
as a name or number that may be used, alone or in conjunction with
any other information, to identify a specific person.
B.
In this policy "identifying information" includes, but is not limited
to, the following:
(1)
Name, Social Security number, date of birth, official state or government
issued driver's license or identification number, alien registration
number, employer or taxpayer identification number;
(2)
Unique electronic identification number, address, or routing code;
or
(3)
Any card account number; electronic serial number, mobile identification
number, personal identification, or other identifier.
The Mayor and Town Council, Town Manager and staff shall protect
its customers from undue risk of identity theft through information
maintained by the Town.
The program is designed to detect, prevent, and mitigate identity
theft in connection with the opening of an account, or any existing
account.
A.
The Town has conducted a risk assessment and evaluated how new accounts
were opened and the methods used to access the account information.
(1)
New utility accounts are created only when a property owner pays
the appropriate fees to the Town of Georgetown and an inspection has
been done on the new service. At that time, the utility account is
created in the property owner's name only.
(2)
The property owner only is able to place a utility bill in a tenant's
name after signing a form giving the Town authorization to do so.
The property owner is aware that the utility account stays with the
property. The Town does not request personal information such as Social
Security number, driver's license number, etc., from the owner
or tenant.
(3)
Account information is only accessed in person or via telephone (person).
(4)
The Town does accept credit card payments. These transactions are
stored in a locked file cabinet in the Finance Department. The file
cabinet is stored in a locked room.
(5)
Files containing personally, identifiable information are kept in
locked file cabinets.
B.
After completing the Town of Georgetown's risk assessment, the
area considered as a "red flag" is the payment of an account with
a credit card. The Town of Georgetown's current procedures in
creating new accounts eliminates the possibility of identity theft.
The Town of Georgetown adopts the following red flags to detect
potential fraud. These are not intended to be all inclusive and other
suspicious activity may be investigated as necessary.
A.
The photo and name of the customer using a credit card for payment
does not match the name on the credit card.
Any employee that may suspect fraud or detect a red flag will
implement the following response as applicable. All detections or
suspicious red flags shall be reported to the Finance Director.
The Town of Georgetown adopts the following security procedures.
A.
Paper documents, files, and electronic media containing secure information
will be stored in locked file cabinets. File cabinets will be stored
in a locked room.
B.
Only specially identified employees with legitimate need will have
keys to the room and cabinet.
C.
Files containing personally identifiable information are kept in
locked file cabinets except when an employee is working on the file.
D.
Employees will not leave sensitive papers out on their desks when
they are away from their workstations.
E.
Employees shall store files when leaving their work areas.
