Policy Overview

Collection of Personal Information

Purpose

This policy advises customers why personal information is collected and assures protections established by Oregon law.

View the Official City of Portland Policy

Background

Oregon Public Records Law [ORS 192.502 (27)] states that certain information that may appear on public utility billing records, including social security and drivers’ license numbers, may be exempted from disclosure.

More specifically, this means that the names, dates of birth, driver license numbers, telephone numbers, electronic mail addresses or Social Security numbers of the City of Portland’s water, sewer and/or stormwater account holders may be exempt from disclosure unless:

• the account holder consents in writing or electronically; 

• disclosure is necessary for the City to provide services to the account;

• disclosure is required by a court order; or

• disclosure is otherwise required by federal or state law.  

Guidelines

The Customer Services Group of the Portland Water Bureau values the privacy rights of our account holders.  Social Security numbers and Drivers License numbers are requested in order to enhance account identification, prevent duplicate customer entries and to debt recovery efforts.  Customer Service will not intentionally share personal customer information unless for debt recovery or account management purposes. 

Training will be provided to all Customer Service Representatives so that asking for social security/driver license numbers is automatic and ensures they fulfill the obligation of informing the customer of the purposes for collecting this information.

The Portland Water Bureau will require all Customer Account Specialists and employees from other city bureaus who have access to account records to sign confidentiality statements.

Social Security and Drivers License fields will be visible onscreen only to the customer service staff who are authorized to manage accounts. 

The City will not deny service if an account holder refuses to provide Social Security and Drivers License information.