N.Y. Comp. Codes R. & Regs. tit. 14 § 520.4

Current through Register Vol. 46, No. 45, November 2, 2024

Section 520.4 - Definitions

(a) Data subject shall mean any natural person about whom personal information has been collected by an agency.

(b) Privacy impact statement shall mean a written disclosure to the Committee on Open Government describing a system of records maintained by an agency from which personal information is retrievable by use of a name or other identifier of a data subject.

(c) Record shall mean any item, collection or grouping of personal information about a data subject which is maintained and is retrievable by use of the name or other identifier of the data subject. The term record shall not include personal information which is not used to make any determination about the data subject if it is:

(1) a telephone book or directory which is used exclusively for telephone and directory information;

(2) any card catalog, book or other resources material in any library;

(3) any compilation of information containing names and addresses only which is used exclusively for the purpose of mailing agency information;

(4) personal information required by law to be maintained and required by law to be used, only for statistical research or reporting purposes;

(5) information required by the agency which is necessary for the agency to answer unsolicited requests by the data subject for information; or

(6) correspondence files.

(d) System of records shall mean any group of records under the actual or constructive control of any agency pertaining to one or more data subjects from which personal information is retrievable by use of the name or other identifier of a data subject.

N.Y. Comp. Codes R. & Regs. Tit. 14 § 520.4