Transparency in Data Information
Policy Title: Federal and Georgia State Transparency in Data Information
Effective Date: August 24, 2024
Purpose:
The purpose of this policy is to ensure Southern Collections Agency complies with federal and Georgia state laws regarding transparency in data information. This policy outlines the procedures for maintaining transparency, safeguarding data, and ensuring compliance with relevant legal requirements.
Scope:
This policy applies to all employees, contractors, and third-party vendors of Southern Collections Agency who handles or has access to data information subject to federal and Georgia state transparency regulations.
Policy Guidelines:
- Compliance with Federal and State Laws:
- Southern Collections Agency is committed to adhering to federal regulations, including the Fair Credit Reporting Act (FCRA), and applicable Georgia state laws, such as the Georgia Fair Business Practices Act.
- Employees must be aware of and comply with these laws regarding data handling, privacy, and transparency.
- Data Transparency:
- Access to Information:
- Customers have the right to request information about the data we collect and how it is used. Southern Collections Agency will provide clear and accurate information regarding the types of data collected, the purpose of its collection, and how it is used.
- Disclosure Practices:
- Information must be disclosed in a timely manner in response to legitimate requests from customers or regulatory bodies, as required by law.
- Any data sharing with third parties will be conducted in accordance with applicable laws and with the proper agreements in place to ensure compliance and protect customer privacy.
- Data Handling and Security:
- Data Collection:
- Data collected will be limited to what is necessary for business purposes and will be collected in a lawful manner.
- Data Storage:
- Data must be stored securely, with access restricted to authorized personnel only. Adequate physical, technical, and administrative safeguards must be in place.
- Data Disposal:
- When data is no longer needed or when a customer requests deletion, it will be disposed of in a manner that prevents unauthorized access or retrieval.
- Employee Training:
- All employees will receive training on federal and Georgia state data transparency requirements and the importance of protecting data.
- Ongoing training will be provided to keep employees updated on any changes in laws or regulations.
- Audit and Monitoring:
- Southern Collections Agency will conduct regular audits to ensure compliance with this policy and with federal and state regulations.
- Monitoring mechanisms will be in place to detect and respond to any breaches or non-compliance issues promptly.
- Customer Rights and Requests:
- Customers may submit requests to access, correct, or delete their data. Such requests will be processed in accordance with applicable laws and within a reasonable timeframe.
- The process for submitting requests and the contact information for data inquiries will be clearly communicated to customers.
- Incident Response:
- Any data breaches or violations of this policy will be promptly reported to management and addressed in accordance with our incident response plan.
- Affected individuals will be notified as required by law, and corrective actions will be taken to prevent future occurrences.
- Policy Review and Updates:
- This policy will be reviewed annually and updated as necessary to reflect changes in federal and Georgia state laws or company practices.
- Employees will be informed of any updates to the policy.
Enforcement:
Non-compliance with this policy may result in disciplinary action, up to and including termination of employment or contract, as well as legal action if warranted.
Contact:
For questions or additional information regarding this policy, please contact the Compliance Department at info@southerncollectionsagency.com.
Approval:
Management
Southern Collections Agency
