Purpose
The purpose of this policy is to protect social security numbers from unauthorized disclosure. Regarding the use of social security numbers, Woodridge Public Library intends to comply with the provisions of the Identity Protection Act (5 ILCS 179/1 et seq.). It is important to safeguard Social Security Numbers (SSNs) against unauthorized access, as SSNs can be used to facilitate identity theft.
It should be noted that Woodridge Public Library does not collect SSNs from patrons.
Limited Employee Access to Social Security Numbers
Only employees who are required to use or handle information or documents that contain SSNs will have access to such information or documents.
All employees who have access to SSNs shall be trained to protect the confidentiality of SSNs and these employees will be provided a copy of this policy which each shall maintain at all times. Training will include instructions on the proper handling of information that contains social security numbers from the time of collection through the destruction of the information.
The following is available as a PDF by clicking on Download Policy
Social Security Number Protections
Whenever an individual is asked to provide the Library with an SSN, the Library shall provide that individual with a statement of the purpose(s) for which the Library is collecting and using the SSN. WPL shall also provide the statement of purpose upon request; the statement of purpose is attached to this policy.
Woodridge Public Library shall not:
- Publicly post or publicly display in any manner an individual’s social security number. "Publicly post" or "publicly display" means to intentionally communicate or otherwise intentionally make available to the general public.
- Print an individual’s social security number on any card required for the individual to access products or services.
- Encode or embed an individual’s social security number in or on any cards or documents, including, but not limited to, using a bar code, chip, magnetic strip, RFID technology, or other technology.
- Require an individual to transmit his or her social security number over the Internet, unless the connection is secure or the social security number is encrypted.
- Print an individual's social security number on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method of delivery, unless State or federal law requires the social security number to be on the document to be mailed. Notwithstanding any provision in this Section to the contrary, social security numbers may be included in applications and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the social security number. A social security number that may permissibly be mailed under this Section may not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened.
In addition, the Library shall not:
- Collect, use, or disclose a social security number from an individual, unless:
- Required to do so under State or federal law, rules, or regulations, or the collection, use, or disclosure of the social security number is otherwise necessary for the performance of that agency's duties and responsibilities;
- The need and purpose for the social security number is documented before collection of the SSN; and
- The social security number collected is relevant to the documented need and purpose
- Require an individual to use his or her social security number to access an Internet website.
- Use the social security number for any purpose other than the purpose for which it was collected.
The prohibitions listed immediately above do not apply in the following circumstances:
- The disclosure of social security numbers pursuant to a court order, warrant, or subpoena.
- The collection, use, or disclosure of SSNs in order to ensure the safety of other employees.
- The collection, use, or disclosure of social security numbers for internal verification or administrative purposes.
- The collection or use of social security numbers to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act, to undertake any permissible purpose that is enumerated under the federal Gramm Leach Bliley Act, or to locate a missing person, a lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit.
Public Inspection and Copying of Documents
Notwithstanding any other provision of this policy to the contrary, the Library must comply with the provisions of any other state law with respect to allowing the public inspection and copying of information or documents containing all or any portion of an individual's social security number. This includes requests for information or documents under the Illinois Freedom of Information Act. Employees must redact SSNs before allowing the public inspection or copying of the information or documents. When collecting SSNs, the Library shall request each SSN in a manner that makes the social security number easily redacted if required to be released as part of a public records request.
Public Availability
A copy of this policy shall be made available to the public and to any employee upon request.
Applicability
This policy does not apply to the collection, use, or disclosure of a social security number as required by state or federal law, rule, or regulation.
Approved by the Woodridge Public Library Board of Trustees 2/18/2026
Statement of Purpose for Collection of Social Security Numbers by the Woodridge Public Library
The Identity Protection Act, 5 ILCS 179/1 et seq., and the Identity Protection Policy of the Woodridge Public Library requires the Library to provide an individual with a statement of the purpose or purposes for which the Library is collecting and using the individual’s Social Security number (SSN) anytime an individual is asked to provide the Library with their SSN or if an individual requests it. This Statement of Purpose is being provided to you because you have been asked by the Library to provide your SSN or because you requested a copy of this statement.
Why are we collecting your Social Security number?
You are being asked for your SSN for one or more of the following reasons:
Complaint mediation or investigation;
Crime victim compensation;
Vendor services, such as executing contracts and /or billing;
Law enforcement investigation;
Child support collection;
Internal verification;
Administrative services;
Other _______________________________________
What will we do with your Social Security number?
We will only use your SSN for the purpose for which it was collected.
We will not:
Sell, lease, loan, trade, or rent your SSN to a third party for any purpose;
Publicly post or publicly display your SSN;
Print your SSN on any card required for you to access our services;
Require you to transmit your SSN over the Internet, unless the connection is secure or your SSN is encrypted; or
Print your SSN on any materials that are mailed to you, unless State or Federal law requires that number to be on documents mailed to you, or unless we are confirming the accuracy of your SSN. If mailed, your SSN will not be visible without opening the envelope in which it is contained.
If you have questions or complaints about this Statement of Purpose submit them to the Library:
Woodridge Public Library
Library Director
3 Plaza Drive
Woodridge, IL 60517