Policies and Reports

Updated 10/26/2020

On certain occasions NCPC will create a record on an individual who attends a meeting, subscribes to a mailing list, or makes an official comment. A record is any item, collection, or grouping of information about an individual which contains the individual's name or other personal identifier.

NCPC follows the requirements of the Privacy Act which protects personal information that NCPC maintains in systems of records (SORs). A system of records is a file, database, or program from which personal information is retrieved by name or other personal identifier. Our Privacy Act System of Records and Notices (SORNs) identifies systems that contain Personally Identifiable Information (PII). The PII are reviewed periodically to ensure they are relevant, necessary, accurate, up-to-date, and covered by the appropriate legal or regulatory authority.

Senior Agency Official for Privacy (SAOP): Has overall responsibility for establishing and overseeing the Privacy Act Program in NCPC and for ensuring NCPC’s compliance with privacy laws, regulations and NCPC policy. NCPC's Senior Agency Official for Privacy is Tamera Lewis:

NCPC Privacy Act Officer (PAO): Is responsible for coordinating the implementation of Privacy Act Program requirements. NCPC's Privacy Act Officer is Anne Schuyler:

An Individual can request access to records about himself/herself in two ways:

1. In-person at NCPC’s office located at 401 9th Street NW, Suite 500 North, Washington, DC 20004. In-person requests shall be by appointment only with the PAO on a workday during regular office hours, Monday through Friday, 8:30am to 5:00pm.
2. In writing to the NCPC Privacy Act Officer. For written requests sent via the U.S. mail, the request shall be directed to the Privacy Act Officer at NCPC’s official address listed at www.ncpc.gov. If sent via e-mail, the request shall be directed to the NCPC Privacy Officer:
   
   To expedite internal handling of Privacy Act Requests, the words Privacy Act Request shall appear prominently on the envelop or the subject line of an e-mail or facsimile cover sheet.

A valid request should include the following:

1. State the Request is made in accordance with the Privacy Act;
2. Describe the requested Records in sufficient detail to enable their location including, the dates the Records were compiled and the name or identifying number of each System of Record in which they are kept as identified in the list of NCPC’s SORNs published on its website; and
3. State in accordance with the fee schedule in set forth in NCPC Regulations § 602.13 a willingness to pay all fees associated with the Privacy Act Request or the maximum fee the Requester is willing to pay.

NCPC requires the following identification before releasing records to an individual:

1. An Individual Requesting Privacy Act Records in person shall present a valid, photographic form of identification such as a driver’s license, employee identification card, or passport that renders it possible for the PAO to verify that the Individual is the same Individual as contained in the requested Records.
2. An Individual Requesting Privacy Act Records by mail shall state their full name, address, and date of birth in their correspondence. The Request must be signed, and the signature must either be notarized or submitted with a statement signed and dated as follows: I declare under penalty of perjury that the foregoing facts establishing my identification are true and correct.

The PAO shall determine within 20 workdays whether to grant or deny an Individual’s Request for Access to the requested Record(s) and notify the Individual in writing accordingly. The PAO’s response shall state his/her determination and the reasons therefor. If the Request is denied because the Record(s) is/are under the jurisdiction of the OPM, the response shall advise the Requester to contact OPM. In the case of an Adverse Determination, the written notification shall advise the Individual of his/her right to appeal the Adverse Determination in accordance with the requirements of § 603.16.

Privacy Compliance Documentation

Technological advances have made the availability of public and personal information easier to obtain, share, and store through digital means. The e-Government Act of 2002 recognized that these advances also have important ramifications for the protection of personal information that might be contained in government records and systems. The Act mandates an assessment of the privacy impact of any information technology system.

NCPC's Privacy Policy
Privacy Impact Assessments (PIA)
NCPC Initial Privacy Assessment (IPA)

System of Records

Below is a listing of systems of records maintained by the National Capital Planning Commission (NCPC). A system of records is defined by the Privacy Act of 1974 as a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual. NCPC’s rules exempting systems of records from certain Privacy Act requirements are contained in 1 CFR 603.6.

No.	System Title	Exemptions
NCPC-1	Mailing Lists and Other Lists	None
	42 FR 8028 (02/08/1977), revised by 57 FR 47881
	57 FR 47881 (10/20/1992)
	85 FR 55695 (09/09/1920)
NCPC-2	Physical Access Control and Visitor Management Control	None
	85 FR 55695 (09/09/1920)
NCPC-3	Financial Records	None
	85 FR 55695 (09/09/1920)
NCPC-4	Asset Management	None
	85 FR 55695 (09/09/1920)
NCPC-5	Asset Management	None
	85 FR 55695 (09/09/1920)
NCPC-6	Public Comments List	None
	85 FR 55695 (09/09/1920)
NCPC-6	Public Comments List	None
	85 FR 55695 (09/09/1920)

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