[Federal Register Volume 81, Number 53 (Friday, March 18, 2016)]
[Notices]
[Pages 14839-14841]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-06120]
[[Page 14839]]
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DEPARTMENT OF DEFENSE
Department of the Army
[Docket ID: USA-2016-HQ-0008]
Privacy Act of 1974; System of Records
AGENCY: Department of the Army, DoD.
ACTION: Notice to alter a system of records.
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SUMMARY: The Department of the Army proposes to alter a system of
records, AAFES 0207.02, entitled ``Customer Solicitations, Comments,
Inquiries, and Direct Line Records''. This SORN enables the Army and
Air Force Exchange Service to carry out its mission to enhance the
quality of life for authorized patrons and to support military
readiness, recruitment and retention, by providing a world-wide system
of Exchanges with merchandise and household goods similar to commercial
stores and services.
DATES: Comments will be accepted on or before April 18, 2016. This
proposed action will be effective on the day following the end of the
comment period unless comments are received which result in a contrary
determination.
ADDRESSES: You may submit comments, identified by docket number and
title, by any of the following methods:
Federal Rulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments.
Mail: Department of Defense, Office of the Deputy Chief
Management Officer, Directorate of Oversight and Compliance, Regulatory
and Audit Matters Office, 9010 Defense Pentagon, Washington, DC 20301-
9010.
Instructions: All submissions received must include the agency name
and docket number for this Federal Register document. The general
policy for comments and other submissions from members of the public is
to make these submissions available for public viewing on the Internet
at http://www.regulations.gov as they are received without change,
including any personal identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Ms. Tracy Rogers, Department of the
Army, Privacy Office, U.S. Army Records Management and Declassification
Agency, 7701 Telegraph Road, Casey Building, Suite 144, Alexandria, VA
22315-3827 or by phone at 703-428-7499.
SUPPLEMENTARY INFORMATION: The Department of the Army systems of
records notices subject to the Privacy Act of 1974 (5 U.S.C. 552a), as
amended, have been published in the Federal Register and are available
from the address in FOR FURTHER INFORMATION CONTACT or at the Defense
Privacy and Civil Liberties Office Web site at http://dpcld.defense.gov/.
The proposed system report, as required by 5 U.S.C 552a(r) of the
Privacy Act of 1974, as amended, was submitted on March 4, 2016, to the
House Committee on Oversight and Government Reform, the Senate
Committee on Governmental Affairs, and the Office of Management and
Budget (OMB) pursuant to paragraph 4c of Appendix I of OMB Circular No.
A-130, Federal Agency Responsibilities for Maintaining Records About
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).
Dated: March 15, 2016.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
AAFES 0207.02
System Name:
Customer Solicitations, Comments, Inquiries, and Direct Line
Records (August 28, 2006, 71 FR 50899).
Changes:
* * * * *
System name:
Delete entry and replace with ``Exchange Retail Sales Transaction
Data.''
System location:
Delete entry and replace with ``Headquarters, Army and Air Force
Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-
1598; Exchange Regions and Area Exchanges at posts, bases, and
satellite locations worldwide. Official mailing addresses are published
as an appendix to the Army's compilation of systems of records
notices.''
Categories of individuals covered by the system:
Delete entry and replace with ``Customers or potential customers of
the Army and Air Force Exchange Service.''
Categories of records in the system:
Delete entry and replace with ``Individual's name; date of birth;
Social Security Number (SSN); Department of Defense Identification
Number (DoD ID Number), and ID card bar code value; military card
identification number; addresses (home, billing, and shipping); email
address (personal and/or business) telephone number (personal and/or
business); Internet and mobile ordering web login username and
password.
Information related to purchases to include: Date of transaction;
transaction number; name and address of recipient of order; description
and price of item ordered; method of shipment; amount of order/refund;
returned check identifier; claim data for returns/damages to shipments;
coupon information; digital coupons available; incentive account
information (loyalty card, rewards card, points card, advantage card or
club card information), and buying preferences.
Information related to payment method to include: Account/card
holder name; financial institution information(bank account number,
routing number, check number); credit and debit/automated teller
machine card information (card number, expiration date, Card
Verification Value 2 (CVV2), Card Validation Code (CVC), or Card
Identifier (CID); smart card and other chip-based card payment
information (issuer, credit or debit accounts and account limits);
other similar methods of payment information initiated by mobile device
applications; electronic benefit transfer card (Women, Infants and
Children Programs (WIC) and Supplemental Nutritional Assistance Program
(SNAP) information; prepaid/preloaded/stored value card information;
and gift card/certificate information.
Exchange patron demographic information to include: age; military
status (active, reserve, retired, civilian, officer, enlisted, family
member, survivor, foreign, etc.); military rank; branch of service;
household size and income; distance from nearest Exchange; frequency of
shopping trips; income range; shopper preference information; preferred
brand names; promotions or coupons; and Exchange profile information;
social media (Facebook, Twitter, Flickr, YouTube) username; compilation
of Exchange patron comments, inquiries, complaints, and feedback
concerning Exchange merchandise and the patron's Exchange shopping
experience posted by the Exchange patron in the social media
environment; and the Exchange patron's publically viewable social media
profile information.''
Authority for maintenance of the system:
Delete entry and replace with ``10 U.S.C. 3013, Secretary of the
Army; 10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 2481,
Defense commissary and exchange systems: existence and purpose; Army
Regulation 215-8/Air Force Instruction 34-211(I), Army and
[[Page 14840]]
Air Force Exchange Service Operations; and E.O. 9397 (SSN), as
amended.''
Purpose:
Delete entry and replace with ``To enable the Army and Air Force
Exchange Service to carry out its mission to enhance the quality of
life for authorized patrons and to support military readiness,
recruitment and retention, by providing a world-wide system of
Exchanges with merchandise and household goods similar to commercial
stores and services.
To authenticate authorized patrons, record purchases and purchase
prices, account for and deduct coupons and other promotional discounts,
calculate the total amount owed by the customer, and accept payment by
various media, such as cash, credit card, debit/ATM card, smart card
and other chip-based cards, electronic benefits transfer payments,
prepaid/preloaded and stored value cards, gift cards/certificates, and
other similar methods of payments initiated through mobile device
applications.
To locate order information to reply to customer inquiries,
complaints; to create labels for shipment to proper location; to refund
customer remittances or to collect monies due; to provide claim and
postal authorities with confirmation/certification of shipment for
customer claims for damage or lost shipments.
To record customer transactions/payment for layaway and special
orders; to determine payment status before finalizing transactions; to
identify account delinquencies and prepare customer reminder notices;
to mail refunds on canceled layaway or special orders; to process
purchase refunds; to document receipt from customer of merchandise
subsequently returned to vendors for repair or replacement, shipping/
delivery information, and initiate follow up actions; to monitor
individual customer refunds; to perform data analysis and data research
that helps the Exchange understand the purchasing behavior of customers
and better meet the needs, affinities and wants of our customers; to
improve efficiency of marketing system(s); and, to help detect and
prevent criminal activity, and identify potential abuse of exchange
privileges.
To collect debts due to the United States in the event a patron's
medium of payment is declined or returned unpaid.
To monitor purchases of restricted items outside the United States,
its territories and possessions, as necessary to prevent black
marketing in violation of treaties or agreements, and to comply with
age restrictions applicable to certain purchases by minors or those
under allowable ages.
To create, maintain and enhance system and mobile device shopping
capability allowing authorized patrons to order Exchange retail
products online through their home computer, mobile device or other
method through which the patron can access the internet, and to pay for
such purchases electronically either at the time of ordering or at the
time of pick up.
To create Exchange patron profiles for the purposes of determining
aggregate patron demographic data for use in responding to individual
patron inquiries, assessing aggregate patron satisfaction with the
delivery of the Exchange benefit, and in determining the appropriate
product availability meeting the Exchange customers' current and future
needs and wants. To aid the Exchange management in determining needs of
customers and action required to settle customer complaints and to
notify potential customers who voluntarily provide their email address
and other personal information to receive information about special
events, sales, and other information about shopping at the Exchange,
and to improve the efficiency and effectiveness of the Exchange's
marketing programs.''
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Delete entry and replace with ``In addition to those disclosures
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974,
as amended, these records or information contained therein may
specifically be disclosed outside the DoD as a routine use pursuant to
5 U.S.C. 552a(b)(3) as follows:
To a contractor who requires the data to perform the services that
they were contracted to perform, provided that those services are
consistent with the routine use for which the information was disclosed
to the contracting entity. Should such a disclosure be made to the
contractor, the individual or entity making such disclosure shall
insure that the contractor complies fully with all Privacy Act
provisions, including those prohibiting unlawful disclosure of such
information.
To consumer reporting agencies as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f)) or in accordance with 3(d)(4)(A)(ii)
of the Federal Claims Collection Act of 1966 as amended (31 U.S.C.
3701(a)(3) for the purpose of encouraging the repayment of an overdue
debt, the amount, status and history of overdue debts, the name and
address, taxpayer identification (SSN), and other information necessary
to establish the identity of a debtor, the agency and program under
which the claim arose, may be disclosed pursuant to 5 U.S.C.
552a(b)(12).
The DoD 'Blanket Routine Uses' set forth at the beginning of the
Army's compilation of systems of records notices apply to this system.
The complete list of DoD Blanket Routine Uses can be found online at:
http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Delete entry and replace with ``Paper records and electronic
storage media.''
Retrievability:
Delete entry and replace with ``By individual's name; SSN; military
card identification number; DoD ID Number; email address.''
Safeguards:
Delete entry and replace with ``Records are maintained in a
controlled facility. Physical entry is restricted by the use of locks,
guards, and is accessible only to authorized personnel. Access to
records is limited to person(s) with an official need to know who are
responsible for servicing the record in performance of their official
duties. Persons are properly screened and cleared for access. Access to
computerized data is role-based and further restricted by passwords,
which are changed periodically.''
Retention and disposal:
Delete entry and replace with ``Information on shipments is
maintained in computer files for 180 days following completion of
shipment. Microfilm and microfiche are retained for 2 years for postal
claim purposes; destroyed after 6 years.
Cancelled or completed layaway tickets are held for 6 months after
cancellation or delivery of merchandise; purchase orders are retained
for 2 years; transaction records are retained for 2 years; refund
vouchers are retained for 6 years; returned merchandise slips are
retained for 6 years; cash receipt vouchers are retained for 3 years;
repair/replacement order slips are retained for 2 years. All records
are destroyed by shredding, all electronic records are destroyed by
erasing/reformatting the media.
Paper records for customer comments, solicitations and complaints
are
[[Page 14841]]
destroyed by shredding after 3 years. Customer records are kept
continuously until obsolete or superseded, at which point paper records
are shredded, and electronic records are destroyed by erasing/
reformatting the media.''
System manager(s) and address:
Delete entry and replace with ``Director/Chief Executive Officer,
Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard,
Dallas, TX 75236-1598, and local managers at Exchanges worldwide.''
Notification procedure:
Delete entry and replace with ``Individuals seeking to determine
whether information about themselves is contained in this system should
address written inquiries to the Director/Chief Executive Officer, Army
and Air Force Exchange Service, 3911 S. Walton Walker Boulevard,
Dallas, TX 75236-1598.
Individuals should provide their full name, current address and
telephone number, case number that appeared on correspondence received
from the Exchange if applicable, and signature.
In addition, the requester must provide a notarized statement or an
unsworn declaration made in accordance with 28 U.S.C. 1746, in the
following format:
If executed outside the United States:
`I declare (or certify, verify, or state) under penalty of perjury
under the laws of the United State of America that the foregoing is
true and correct. Executed on (date). (Signature)'.
If executed within the United States, its territories, possessions,
or commonwealths: `I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature)'.''
Record access procedures:
Delete entry and replace with ``Individuals seeking access to
information about themselves contained in this system should address
written inquiries to the Director/Chief Executive Officer, Army and Air
Force Exchange Service, Attention: FOIA/Privacy Manager,3911 S. Walton
Walker Boulevard, Dallas, TX 75236-1598.
Individuals should provide their full name, current address and
telephone number, case number that appeared on correspondence received
from the Exchange if applicable, and signature.
In addition, the requester must provide a notarized statement or an
unsworn declaration made in accordance with 28 U.S.C. 1746, in the
following format:
If executed outside the United States:
`I declare (or certify, verify, or state) under penalty of perjury
under the laws of the United State of America that the foregoing is
true and correct. Executed on (date). (Signature)'.
If executed within the United States, its territories, possessions,
or commonwealths: `I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature)'.''
Contesting record procedures:
Delete entry and replace with ``The Army's rules for accessing
records and for contesting contents and appealing initial agency
determinations are contained in 32 CFR part 505, Army Privacy Program;
or may be obtained from the system manager.''
Record source categories:
Delete entry and replace with ``From the individual and contractor/
vendor.''
* * * * *
[FR Doc. 2016-06120 Filed 3-17-16; 8:45 am]
BILLING CODE 5001-06-P