PRIVACY IMPACT ASSESSMENT (PIA) ‘

PRESCRIBING AUTHORITY: DoD Instruction 5400.16, "DoD Privacy Impact Assessment (PIA) Guidance", Complete this form for Department of Defense
(DoD) information systems or electronic collections of information (referred fo as an "electronic collection" for the purpose of this form) that collect, maintain, use,
and/or disseminate personally identifiable information (Pll) about members of the public, Federal employees, contractors, or foreign nationals employed at US.
military facilities internationally. In the case where no Pil is collected, the PIA will serve as a conclusive determination that privacy requirements do not apply to
system.

1. DOD INFORMATION SYSTEM/ELECTRONIC COLLECTION NAME:

RecTrac
2, DOD COMPONENT NAME: 3. PIA APPROVAL DATE:
Defense Logistics Agency 03/08/18

SECTION 4: Pll DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)
a. The Pit is: (Check one. Note: foreign nationals are included in general public.)
[C1 From members of the general public [X] _ From Federal employees and/or Federal contractors

o From both members of the general public and Federal employees and/or oO

Federal contractors Not Collected (if checked proceed to Section 4)

b. The Pll is in a: (Check one}

[C1 New DoD Information System New Electronic Collection

O
[] Existing DoD information System (C1__ Existing Electronic Collection

(1 Significantly Modified DoD Information System

c. Describe the purpose of this DoD information system or electronic collection and describe the types of personal information about individuals
collected in the system.

RecTrac is the information system used by Morale, Welfare, and Recreation (MWR) for Fitness and Recreation Center customer usage and
emergency contact information; GolfTrac (a subsystem of RecTrac) is used for membership information, customer usage, emergency contact
information, As the standardized MWR system, use of this management information system will provide better recreation service to our
customers by monitoring facility and program usage and by permitting us to generate annual management reports. RecTrac data is also used
to determine future funding to support the programs tracked. This system tracks participation in, and use of, sports and fitness centers,
swimming pools, craft shops, automotive shops, recreation centers, community activity centers, golf courses, and live theatre. Individuals
complete a one-time registration process

d. Why is the Pll collected and/or what is the intended use of the Pil? (e.g., verification, identification, authentication, data matching, mission-related use,
administrative use)

The purpose of collecting the data is to properly manage and account for use of facilities and programs and properly identify authorized
users. Emergency contact information is necessary for safety purposes. It will help establish eligibility for services, track usage, and
process annual management reporting in support of DLA Programs and regulatory requirements.

e. Do individuals have the opportunity to object to the collection of their PII? Ik] Yes Oo No
(1) "Yes," describe the method by which individuals can object to the collection of Pll.

(2) If "No," state the reason why individuals cannot object to the collection of Pll.

“An interview 1s conducted during the initial data collection with the individual who is provided with the DLA Form 1932, Family and
Morale, Welfare & Recreation Facility Use Request containing a Privacy Act Statement and informed that providing the information is
optional, and failure to provide the information may result in slow or denied services. The purpose of collecting data and its uses are
described and the individual has the right to refuse to provide the information. Should the individual refuse, the user can create a guest

account for them.

f. Do Individuals have the opportunity to consent to the specific uses of their PII? CI Yes ia No
(1) If "Yes," describe the method by which individuals can give or withhold their consent.

(2) If "No," state the reason why individuals cannot give or withhold their consent.

Once the user consents to the collection of their information they are not able to opt out of specific uses of their PIT. Without all information,
the MWR program would not being able to validate that they are authorized patrons of MWR services. Were individuals to withhold consent
for any of the PII, MWR couldn’t guarantee the provision of services due to the limits on authorized patrons

g. When an individual is asked to provide Pll, a Privacy Act Statement (PAS) and/or a Privacy Advisory must be provided. (Check as appropriate and
provide the actual wording.)

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Privacy Act Statement 1 Privacy Advisory 1 Not Applicable

Privacy Act Statement is provided on the DLA Form 1932 used to collect the PIT Forms may be provided by hard copy or electronically
through e-mail.

PRIVACY ACT STATEMENT

Authority: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7901, Health Service Programs; 10 U.S.C, 133, Under Secretary of Defense
for Acquisition, Technology, and Logistics; and DoD Directive 1010.10, Heath Promotion, DoD Instruction 1015.10 Military Morale
Welfare and Recreation Programs, DoD Instruction 1015.2 Military Morale Welfare and Recreation.

Purposes: Information will be used to collect facility usage data, to prepare monthly metrics and data management reports, to register
applicants for classes, to notify users of future events or cancellations, to contact users when money is due for goods and or services, to
contact users about events they have planned/ scheduled at DLA sites, to validate that fitness center users meet basic health requirements for
use. Emergency contacts are notified in cases where an emergency arises.

Routine Uses: The DoD “Blanket Routine Uses” may apply to this system of records and are found at http://dpclo.defense.gow/privacy/
SORNs/blanket_routine_uses.htm|.

Disclosure: Voluntary; however, failure to provide all the requested information may lead to a delay in approving your request or a denial of
your request.

Rules of Use: Rules for collecting, using, retaining, and safeguarding this information are contained in DLA Privacy Act system of records
notice $400.10, entitled "Social, Athletic, and Recreation Membership and Use Records" available at http://dpclo.defense.gov/privacy/
SORNs/component/dla/index.htm!

h. With whom will the Pll be shared through data exchange, both within your DoD Component and outside your Component? (Check all that apply)

.,. [DLA Installations Morale, Recreation and Welfare (MWR)
Within the DoD Component Specify. ,
a in the BoD Componen pecly Staff and Directors
[1 other DoD Components Specify. |
1 other Federal Agencies Specify. [
[1 State and Local Agencies Specify. [
Contractor (Name of contractor and describe the language in
[tie contract that safeguards Pil, Include whether FAR privacy Speci
clauses, Le., 52.224-1, Privacy Act Notification, 52.224-2, pecify.
Privacy Act, and FAR 39.105 are included in the contract.)
(C1 other (e.g., commercial providers, colleges). Specify. | ]
i. Source of the Pll collected is: (Check alll that apply and list all information systems if applicable)
[X] individuals (1 Databases
Existing DoD Information Systems Commercial Systems
ing

{[]_ Other Federal information Systems

‘The PII is collected from the individual using the DLA Form 1932. The information is then input into the system by the DLA MWR user.

j. How will the information be collected? (Check ail that apply and list all Official Form Numbers if applicable)
E-mail Official Form (Enter Form Number(s) in the box below}
Face-to-Face Contact Paper

Fax Telephone Interview

OOkg®

Information Shating - System to System Website/E-Form

Other (if Other, enter the information in the box below)

Form 1932 may be emailed (via encrypted email) to the local MWR for processing.

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K. Does this DoD Information system or electronic collection require a Privacy Act System of Records Notice (SORN)?

A Privacy Act SORN is required if the information system or electronic collection contains information about U.S. citizens or lawful permanent U.S. residents that}
is retrieved by name or other unique identifier. PIA and Privacy Act SORN information must be consistent.

[kj Yes] No

If "Yes," enter SORN System Identifier [§400.10, Social Athletic and Recreation G

SORN Identifier, not the Federal Register (FR) Citation. Consult the DoD Component Privacy Office for additional information or http://dpeld.defense.gov/
Privacy/SORNs/

or

Ifa SORN has not yet been published in the Federal Register, enter date of submission for approval to Defense Privacy, Civil Liberties, and Transparency
Division (DPCLTD). Consult the DoD Component Privacy Office for this date |

If "No," explain why the SORN is not required in accordance with DoD Regulation 5400.11-R: Department of Defense Privacy Program.

|. What is the National Archives and Records Administration (NARA) approved, pending or general records schedule (GRS) disposition authority for
the system or for the records maintained in the system?

(1) NARA Job Number or General Records Schedule Authority. [GRS 20, Item 2a4., DLA

(2) lfpending, provide the date the SF-115 was submiltedtoNARA. [_ sd

(8) Retention Instructions.

RecTrac files are maintained for the period 10 years and then destroyed.

m. What is the authority to collect information? A Federal law or Executive Order must authorize the collection and maintenance of a system of

records. For PIl not collected or maintained in a system of records, the collection or maintenance of the Pil must be necessary to discharge the
requirements of a statue or Executive Order.

(1) Ifthis system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act SORN should be similar.

(2) Ifa SORN does not apply, cite the authority for this DoD information system or electronic collection to collect, use, maintain and/or disseminate Pil.
(If multiple authorities are cited, provide all that apply).
{@) Cite the specific provisions of the statute and/or EO that authorizes the operation of the system and the collection of Pll.

(b) If direct statutory authority or an Executive Order does not exist, indirect statutory authority may be cited if the authority requires the
operation or administration of a program, the execution of which will require the collection and maintenance of a system of records.

(©) If direct or indirect authority does not exist, DoD Components can use their general statutory grants of authority (“internal housekeeping”) as
the primary authority. The requirement, directive, or instruction implementing the statute within the DoD Component must be identified.

SUS.C. 301, Departmental Regulations; 5 U.S.C. 302, Agency powers, Delegation of Authority; 5 U-S.C. 7901, Health Service Programs;

10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; E.O. 9397, as amended; and DoD Directive 1010.10,
Heath Promotion and Disease/Injury Prevention.

n. Does this DoD information system or electronic collection have an active and approved Office of Management and Budget (OMB) Control
Number?

Contact the Component Information Management Control Officer or DoD Clearance Officer for this information. This number indicates OMB approval to
collect data from 10 or more members of the public in a 12-month period regardless of form or format.

1 Yes No [] Pending

(1) If"Yes," list all applicable OMB Control Numbers, collection titles, and expiration dates.

(2) If "No," explain why OMB approval is not required in accordance with DoD Manual 8910.01, Volume 2, * DoD Information Collections Manual:
Procedures for DoD Public Information Collections.”

(3) If "Pending," provide the date for the 60 and/or 30 day notice and the Federal Register citation.
Tnformation in the System is not submitted by the general public. Only DLA employees submit information using the DLA Form 1932.

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