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# Privacy

Thank you for visiting the Federal Labor Relations Authority (FLRA) online and reviewing our website privacy policy.  Our privacy policy explains how we handle the personally identifiable information (PII) that you provide to us when you visit us online to browse, obtain information, or conduct a transaction.

The FLRA will not collect personal information (your name, a unique identifier, your Internet address, your mailing address, your telephone number, or financial information that you may provide us) when you visit our site unless you choose to provide that information.  Even then, the personal information that you provide on the FLRA website will be used only for the purpose for which you provided it, as the FLRA does not track or record information about individuals and their visits.  The FLRA will revise or update the privacy policy if our practices change.  Please refer back to this privacy policy page for the latest information and the effective date(s).  Changes to the FLRA privacy policy will not be applicable retroactively.  All public-facing sites and forms covered by the Privacy Act of 1974, 5 U.S.C. § 552a, requesting personal information will display or link to the FLRA privacy notice.  The FLRA protects your information in accordance with the Privacy Act of 1974, the E-Government Act of 2002, P.L. 107-347, and the Federal Records Act, 44 U.S.C. § 3301 et seq.

## Information Collected and Stored Automatically

If you browse through the FLRA website, read pages, or download information, our system temporarily logs the following information about your visit automatically:
                      - Internet domain and Internet Protocol address
                      - Type of browser and operating system used
                      - Date and time you access our site
                      - Content downloaded
                      - Pages you visit
                      - Geo-location the FLRA website is being accessed from

The FLRA collects and uses this information, which does not identify you personally, to make the FLRA site more useful to visitors, i.e., to learn about the number of visitors and the types of technology used to access the site.  The FLRA uses Google Analytics measurement software to collect the statistical-only information indicated above.  The data is automatically sent to the Google Analytics system, and the system immediately aggregates the data.  Neither the FLRA nor Google have access to the specifics of any particular site that you visit.  Only the aggregate data from all users for a particular time period can be viewed.  The FLRA may use the aggregated data to share with our partners and contractors to help improve site-visitor experiences.  In some cases, the FLRA may share the information with other federal agencies as required in response to law enforcement requests.  The FLRA uses Google Analytics web measurement and customization technologies in accordance with OMB M-10-22 directive, “Guidance for Online Use of Web Measurement and Customization Technologies.”

## If You Send Us Personal Information

PII that you provide will be used only for purposes described at the point of collection.  If you provide contact information, FLRA staff may have a need to contact you to clarify your comment(s), provide information, respond to inquiries, or learn about your level of customer satisfaction with our services.  If the FLRA stores your personal information in a system of records designed to retrieve information about you using a personal identifier(s) so that we may contact you, the FLRA will safeguard the information that you provide to us in accordance with the Privacy Act.  Forwarding of electronic forms or mail messages may occur for the aforementioned purpose(s).

If you choose to provide the FLRA with personal information via email or by submitting a form through the site, the FLRA will use that information to respond to your message and to help us obtain the information that you requested.  Please be aware that email may not necessarily be secure against interception.  The FLRA suggests that you do not send sensitive personal information (e.g., financial information; Social Security number, etc.) to us via email.  Rather, submission of data through the use of a secure program website, if available, or by U.S. mail, with the ability to track the information, is recommended.

The FLRA considers emails and electronic forms in the same regard as letters to the FLRA.  The FLRA does not collect personal information for any purpose other than to respond to you or to process cases to which the information relates.  The FLRA does not collect information for commercial marketing or creating individual profiles with the information that you provide.  The FLRA does not disclose, transfer, or sell PII to third parties, unless in accordance with the Privacy Act.  The FLRA will share the personal information that you provide to us with another government agency only  if your inquiry relates to that agency, or is required by law.

## **Cookies**

**What is a Cookie?  **Whenever you visit a website, the website can send a small piece of information called a cookie along with the information that you requested.  The main purpose of a cookie is to identify and customize web pages for you.  There are two kinds of cookies:
                      - Session cookie — A line of text that is stored temporarily in your computer's memory.  A session cookie is never written to a drive, and it is destroyed as soon as you close your browser.
                      - Persistent cookie — Saved to a file on your hard drive and is called up the next time you visit that website.  This lets the website remember what you were interested in the last time you visited.

The FLRA site creates only session cookies when you visit and destroys it as soon as you close your browser.

## Privacy Impact Assessments

The Agency’s Privacy Impact Assessments may be found below:

·        E-Filing Case Management System PIA is available here.

·        iManage Document Management System PIA is available here.

·        General Support System Network PIA is available here.

·        E-Gov Travel Services 2 (Concur) PIA is available here. 

·        PRISM PIA is available here.   

·        Microsoft Office 365 Cloud Environment PIA is available here. 

The data collected in these systems may be used to distribute information to you, and to perform a multitude of administrative activities.

## System of Records Notices

**System of Records Notices (SORNs)**

The FLRA is committed to protecting the privacy interest of members of the public who have entrusted us with access to their personal information.  To comply with the requirements of the Privacy Act and provide public notice of any records systems we search using personal identifiers, we use FLRA-specific Systems of Records and Government-wide Systems of Records.  System of Records Notices (SORNs) for each may be found below.   

### **FLRA System of Records Notices  **

The FLRA currently maintains seven Systems of Records under the Privacy Act.  Those systems generally cover records involving FLRA employees:

FLRA/INTERNAL-2—Appeal and Administrative Review Records, 82 Fed. Reg. 49802, 49804-05 (Oct. 27, 2017)

FLRA/INTERNAL-3—Complaints and Inquiries Records, 82 Fed. Reg. 49802, 49805-06 (Oct. 27, 2017)

FLRA/INTERNAL-6—Grievance Records, 82 Fed. Reg. 49802, 49806-08 (Oct. 27, 2017)

FLRA/INTERNAL-10—Organization Management and Locator System, 82 Fed. Reg. 49802, 49808-09 (Oct. 27, 2017)

FLRA/INTERNAL-15—Personnel and Payroll System Records, 82 Fed. Reg. 49802, 49809-11 (Oct. 27, 2017)

Freedom of Information Act Request and Appeals Files, 88 Fed. Reg. 89450, 89450-52 (Dec. 27, 2023)

Privacy Act Requests and Records, 89 Fed. Reg. 918, 918-20 (Jan. 8, 2024)

FLRA/OIG-1— Office of the Inspector General Investigative Files, 82 Fed. Reg. 49802, 49811-13 (Oct. 27, 2017)

Each of these SORNs consolidates all prior amendments into a single document.  

### **Historical FLRA System of Records Notices  **

The FLRA rescinded the following System of Records Notices in *Privacy Act of 1974; Publication of Proposed Amendments to Six Existing Systems of Records; Introduction of a New System of Records; Rescindment of Eleven Systems of Records; Request for Comments*, 82 Fed. Reg. 49802, 49803-04, 49814-15 (Oct. 27, 2017):

FLRA/INTERNAL-1—Employee Occupational Health Program Records, 45 Fed. Reg. 85316, 85316-17 (Dec. 24, 1980)

FLRA/INTERNAL-4—Applicants for Employment Records, 45 Fed. Reg. 85316, 85319-21 (Dec. 24, 1980)

FLRA/INTERNAL-5—Preemployment Inquiry Records, 45 Fed. Reg. 85316, 85321-22 (Dec. 24, 1980)

FLRA/INTERNAL-7—Employee Incentive Award and Recognition Files, 45 Fed. Reg. 85316, 85323-24 (Dec. 24, 1980)

FLRA/INTERNAL-8—Employee Assistance Program Records, 45 Fed. Reg. 85316, 85324-25 (Dec. 24, 1980)

FLRA/INTERNAL-9—Federal Executive Development Program Records, 45 Fed. Reg. 85316, 85325-26 (Dec. 24, 1980)

FLRA/INTERNAL-11—Training Records, 45 Fed. Reg. 85316, 85327-28 (Dec. 24, 1980)

FLRA/INTERNAL-12—Performance Evaluation/Rating Records, 45 Fed. Reg. 85316, 85328-29 (Dec. 24, 1980)

FLRA/INTERNAL-13—Intern Program and Upward Mobility Program Records, 45 Fed. Reg. 85316, 85329 (Dec. 24, 1980)

FLRA/INTERNAL-14—Motor Vehicle Accident Reports, 45 Fed. Reg. 85316, 85329-31 (Dec. 24, 1980); amended in 60 Fed. Reg. 50202, 50203-04 (Sep. 28, 1995)

FLRA/INTERNAL-16—Occupational Injury and Illness Records, 45 Fed. Reg. 85316, 85317-18, 85332-33 (Dec. 24, 1980) 

### **Federal Register Notices **

The comprehensive publication of all current FLRA System of Records Notices is:

*Privacy Act of 1974; Publication of Proposed Amendments to Six Existing Systems of Records; Introduction of a New System of Records; Rescindment of Eleven Systems of Records; Request for Comments*, 82 Fed. Reg. 49802 (Oct. 27, 2017)

Federal Register notices for the previous and rescinded FLRA's Systems of Records are:

*Privacy Act of 1974; Proposed New Systems of Records*, 45 Fed. Reg. 85316 (Dec. 24, 1980) (FLRA/INTERNAL-1-16)

*Privacy Act of 1974*, *Establishment of a New System of Records*, 56 Fed. Reg. 33291 (Jul. 19, 1991) (FLRA/OIG-1)

*Privacy Act of 1974*, *Establishment of a New System of Records*, 56 Fed. Reg. 40660 (Aug. 15, 1991) (correction to 56 Fed. Reg. 33291)

*Privacy Act of 1974; Notice to Amend Systems of Records*, 60 Fed. Reg. 50202 (Sep. 28, 1995) (deleting FLRA/FSIP-1-Personnel Files on Current, Past, and Prospective Employees and FLRA/FSIP-2-Travel Records; amending FLRA addresses for all other SORNs; amending FLRA/Internal-14-Motor Vehicle Operators and Motor Vehicle Accident Report Cards to reflect that FLRA no longer maintains operators’ records)

*Privacy Act of 1974; Amendment of a System of Records*, 63 Fed. Reg. 1110 (Jan. 8, 1998) (amending FLRA/Internal-15-Pay, Leave, and Travel Records to add statutorily required new routine use)

### **Government-Wide System of Records Notices  **

The FLRA also relies on the following SORNs issued by other government agencies.

**Department of Labor**

DOL/GOVT-1, Office of Workers’ Compensation Programs, Federal Employees’ Compensation Act File, 81 Fed. Reg. 25776 (Apr. 29, 2016)

**Description:** Records on FECA benefit recipients. These are Federal employees injured in the performance of duty, or beneficiaries of employees killed in the performance of duty. Includes information and verification about covered employees' work related injuries, entitlement to medical treatment and vocational rehabilitation; entitlement to and computation of continuation of pay, compensation, survivors' benefits under FECA and certain other statutes.

**Department of Transportation**

DOT/ALL-8, Parking and Transit Benefit System, 80 Fed. Reg. 64493 (Oct. 23, 2015)

**Description:** Records on Federal employees and vanpool operators who participate in carpool/vanpool, transit, parking, or bicycle benefit programs in connection with the Department of Transportaion’s administration of these programs for its employees and those of other Federal agencies.

**Equal Employment Opportunity Commission**

EEOC/GOVT-1, Equal Employment Opportunity in the Federal Government Complaint and Appeal Records , 67 Fed. Reg. 49354 (July 30, 2002)

**Description:** Records on applicants for Federal employment and current and former Federal employees who file complaints of discrimination or reprisal, or who file appeals with EEOC from agency decisions, petitions for review of decisions of the MSPB, or requests for review of final decisions in negotiated grievance actions.

**General Services Administration**

GSA/GOVT-3, Travel Charge Card Program, 74 Fed. Reg. 46592 (Sep. 10, 2009)

**Description**:  Records of current Federal employees who have their own government assigned charge card and all other Federal Employees and authorized individuals who use a Federal account number for travel purposes. Records are assembled in one information system to provide government agencies with: (1) Necessary information on the commercial travel and transportation payment and expense control system that provides travelers charge cards and the agency an account number for official travel and related travel expenses on a worldwide basis; (2) attendant operational and control support; and (3) management information reports for expense control purposes.

GSA/GOVT-4, Contracted Travel Services Program (E-TRAVEL), 74 Fed. Reg. 26700 (June 3, 2009)

**Description:** Records on individuals who are current Federal employees on travel and individuals being provided travel by the government. It is used to enable travel agents who are under contract to the Federal government to issue and account for travel provided to individuals.

GSA/GOVT-6, GSA Smart Pay Purchase Card Program, 73 Fed. Reg. 22376 (Apr. 25, 2008)

**Description:** GSA has Government-wide responsibility, assembles and maintains charge card related information and ensures the efficient and cost effective operation, control, and management of commercial purchasing activities by Federal agencies. The system includes personal information of individuals to enhance the Federal government's ability to monitor official purchases, payments, and expenses involving purchase charge card transactions.

GSA/GOVT-7, HSPD-12 USAccess, 73 Fed. Reg. 22377 (Apr. 25, 2008)

**Description**:  HSPD-12 requires the use of a common identification credential for both logical and physical access to federally controlled facilities and information systems.  Records in this system cover all participating agency employees, contractors and their employees, consultants, and volunteers who require routine, long-term access to federal facilities, information technology systems, and networks.

**Merit Systems Protection Board**

MSPB/GOVT-1, Appeals and Case Records, 67 Fed. Reg. 70254 (Nov. 21, 2002)

**Description:** Records on (a) Current and former Federal employees, applicants for employment, annuitants, and other individuals who have filed appeals with MSPB or its predecessor agency, or with respect to whom the Special Counsel or a Federal agency has petitioned MSPB concerning any matter over which MSPB has jurisdiction; and (b) Current and former employees of State and local governments who have been investigated by the Special Counsel and have had a hearing before MSPB concerning possible violation of the Hatch Act.

**Office of Government Ethics**

OGE/GOVT-1, Executive Branch Personnel Public Financial Disclosure Reports and Other Name-Retrieved Ethics Program Records, 68 Fed. Reg. 3097 (Jan. 22, 2003); correction published 68 Fed. Reg. 24722 (May 8, 2003); correction published, 77 Fed. Reg. 45353 (Jul. 31, 2012); correction published, 78 Fed. Reg. 73863 (Dec. 9, 2013)

**Description:** All records are maintained in accordance with the requirements of the Ethics in Government Act of 1978 and the Ethics Reform Act of 1989, as amended, and Executive Order 12674 as modified, and OGE and agency regulations thereunder. These requirements include the filing of financial status reports, reports concerning certain agreements between the covered individual and any prior private sector employer, ethics agreements, and the preservation of waivers issued to an officer or employee pursuant to section 208 of title 18 and certificates of divestiture issued pursuant to section 502 of the Ethics Reform Act. Such statements and related records are required to assure compliance with these acts and to preserve and promote the integrity of public officials and institutions. The requirements also include the possession or maintenance of information being researched or prepared for referral by ethics officials concerning employees or former employees of the Federal Government who are the subject of complaints of misconduct or alleged violations of ethics laws. These complaints may be referred to the Office of the Inspector General of the agency where the employee is or was employed or to the Department of Justice.

OGE/GOVT-2, Executive Branch Confidential Financial Disclosure Reports, 68 Fed. Reg. 3101 (Jan. 22, 2003); correction published, 68 Fed. Reg. 24722 (May 8, 2003)

**Description:** These records are maintained to meet the requirements of Executive Order 12674 (as modified), 5 CFR part 2634, agency ethics regulations, and section 107 of the Ethics in Government Act of 1978 (as amended), concerning the filing of confidential financial disclosure reports. Such reports are required to assure compliance with ethics laws and regulations, and to determine if an actual or apparent conflict of interest exists between the employment of individuals by the Federal Government and their outside employment and financial interests.

**Office of Personnel Management**

OPM/GOVT-1, General Personnel Records, 77 Fed. Reg. 79694 (Dec. 11, 2012); modification published, 80 Fed. Reg. 74815 (Nov. 30, 2015)  

**Description:** Records on current and former Federal employees as defined in 5 U.S.C. § 2105, including OPM's Central Personnel Data File and related agency personnel management information systems. The Official Personnel Folders and other general personnel records files are the official repository of the records, reports of personnel actions, and the documents and papers required in connection with actions taken during an employee's Federal service.

OPM/GOVT-2, Employee Performance File System Records, 71 Fed. Reg. 35347 (June 19, 2006); modification published, 80 Fed. Reg. 74815 (Nov. 30, 2015) 

**Description: **Records about current or former Federal employees, including appointees to the Senior Executive Service, regarding the employee's performance.

OPM/GOVT-3, Records of Adverse Actions, Performance Based Reduction in Grade and Removal Actions, and Termination of Probationers, 71 Fed. Reg. 35350 (June 19, 2006); modification published, 80 Fed. Reg. 74815 (Nov. 30, 2015)

**Description:** Records about current or former Federal employees, including Senior Executive Service employees, against whom such an action has been proposed or taken in accordance with 5 C.F.R. §§ 432, 732, 752, or 754.

OPM/GOVT-5, Recruiting, Examining, and Placement Records, 71 Fed. Reg. 35351 (June 19, 2006); modification published, 80 Fed. Reg. 74815 (Nov. 30, 2015)

**Description: **Records on (a) persons who have applied to OPM or agencies for Federal employment, and current and former Federal employees submitting applications for other positions in the Federal Service; and (b) applicants for Federal employment believed or found to be unsuitable for employment on medical grounds.

**Office of Special Counsel**

OSC/GOVT-1, OSC Complaint, Litigation, Political Activity, and Disclosure Files, 77 Fed. Reg. 24242 (Apr. 23, 2012)

**Description: **Information developed in connection with these OSC program responsibilities is maintained in the OSC/GOVT–1 system of records, which includes certain records subject to the Privacy Act. These include records in complaint files, generally retrieved by the name of the person filing an allegation of a prohibited personnel practice, improper political activity, or other prohibited activity; records in disclosure files, generally retrieved by the name of a person filing an allegation through the OSC whistleblower disclosure channel; records in disciplinary action litigation files, generally retrieved by the name of the person charged by the OSC in litigation before the MSPB; and records in defensive litigation files, generally retrieved by the name of the plaintiff in the action.

----

**Privacy Act Implementation Rules  **

The FLRA has Privacy Act regulations at 5 C.F.R. 2412, which establish procedures for requesting access to your records and amendment of your records, among other requirements.  They may be reviewed here. 

**Exemptions to the Privacy Act  **

The FLRA has promulgated a final Privacy Act rule exempting Office of Inspector General files at 5 C.F.R. 2412.16 from certain provisions of the Privacy Act.  The final rule as published in the Federal Register may be found here. 

**Matching Notices and Agreements** 

The FLRA has no matching programs. 

**Instructions for Submitting a Privacy Act Request  **

You are entitled to ask the FLRA to confirm whether we possess a record about you, to access such a record, and to request that we amend or correct a record about you.  You will want to review our rules for submitting these requests, which are available at 5 C.F.R. 2412.  General procedures for submitting requests are as follows:

You should mail your request to the Solicitor of the FLRA, 1400 K St., NW, Washington, D.C. 20424, or email it to privacy@flra.gov.  You should clearly label your submission as “Privacy Act Request” on the envelope or in the email’s subject line.   You may use one of the following forms to make a Privacy Act request: 

Request for Individual Records: You may use this form if: (1) you are requesting your own records; (2) you are a parent or legal guardian seeking access to the records of a minor; or (3) you are the legal guardian seeking access to the records of an individual who is incompetent.  If you are seeking records on behalf of a minor or individual who is incompetent, you must provide a scanned pdf of the individual's birth certificate/court order showing your parentage, or a copy of the court order establishing your guardianship. 

Consent for Disclosure of Records: You may use this form if you are providing your consent for the FLRA to provide records to another person or entity including: (1) your records; (2) the records of a minor if you are a parent or guardian; or (3) the records of an individual who is incompetent if you are the person's legal guardian. If you are seeking records on behalf of a minor or individual who is incompetent, you must provide a scanned pdf of the individual's birth certificate/court order showing your parentage, or a copy of the court order establishing your guardianship. 

If you choose not to use one of the attached forms, your request should contain:
                              - Full name
                              - Address
                              - Date and Place of Birth
                              - Daytime phone number
                              - Email address
                              - Reasonable description of the records you seek to confirm, access, or amend.  The Systems of Records that the FLRA maintains are listed in the “System of Records Notices” section above, at  this link , or in the Federal Register.
                              - If your request relates to the records of a minor or individual who is incompetent, you should also include:	                                 - The name of the record subject;
                                - Your relationship to the record subject; and 
                                - A copy of the individual's birth certificate/court order showing your parentage, or a copy of the court order establishing your guardianship. 

The Authority will respond to requests to confirm the existence of a record or to access a record within 10 days of receiving the request.  We will respond to requests to correct or amend a record within 30 days.  Each of our System of Records Notices contains additional information about submitting requests, so you should review the applicable SORN as well.

**Contact for Privacy Questions or Complaints  **

To submit a privacy-related question or complaint, you should contact the FLRA’s Senior Agency Official for Privacy:
solmail@flra.gov

## Links to Other Sites

The FLRA’s website contains links to other government agencies, private organizations, and some commercial entities, solely for users' information and convenience.  These websites are not within our control and may not follow the same privacy, security, or accessibility polices.  Once you link to another site, you are subject to the policies of that site.  All federal websites, however, are subject to the same policy, security, and accessibility mandates.

## Mobile Devices/Application

The FLRA’s policies remain in effect when you browse  the website on a mobile device.

The FLRA will revise its mobile device/application policy if our practices change.  Please refer back to this page for the latest information and the effective date(s).

## Site Security

The FLRA takes the security of all PII very seriously.  Precautions are taken to maintain the security, confidentiality, and integrity of the information that we collect at this site.  Security procedures include access controls designed to limit access to the information to the extent necessary to accomplish the agency's mission, as well as security technologies to protect the information stored within FLRA systems.  The FLRA regularly conducts security tests to ensure that the site’s security continues to be operational and effective.

## Social Network Comments Policy

The FLRA currently does not participate in social networking sites.   

## Disclaimer

The FLRA maintains this website to enhance public access to FLRA information.  This is a service that is continually under development.  While we try to keep the information timely and accurate, we make no guarantees.  We will make an effort to correct errors brought to our attention.  Users should be aware that the information available on this website may not reflect official positions of the FLRA.

## Electronic Case Filings

The FLRA strongly encourages parties and other persons to use the Agency's E-Filing System to file selected documents.

**To file a case using the FLRA's eFiling System, click****here****.  **

 

Last updated September 28, 2023.

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