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08-12-24-R
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08-12-24-R
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III. DATA SUBJECT ACCESS PROCEDURE FOR INDIVIDUALS <br />Minn. Stat. § 13.04 is part of the Act and explains an individual's rights as a data subject. An <br />individual is a living human being. Information about individual people is classified by law as public, <br />private, or confidential. A list of the private and confidential information maintained by the City is <br />contained in Appendix A. <br />A. Right to Access. <br />Public information about an individual may be shown or given to anyone requesting the <br />information. <br />Private information about an individual may be shown or given to: <br />• The individual who is the data subject, but only once every six (6) months, unless a <br />dispute has arisen or additional data has been collected. <br />• A person who has been given access by the express written consent of the data subject. <br />This consent must be on the form attached as Exhibit 3, or a form reasonably similar. <br />• People who are authorized access by the federal, state, or local law or by court order. <br />• People about whom the individual was advised at the time the data was collected. The <br />identity of those people must be part of the Tennessen Warning, attached as Exhibit 7. <br />• City staff and outside agents (such as attorneys) whose work assignments or <br />responsibilities reasonably require access. City Council's access to private personnel <br />data is limited to instances when an employee is facing a complaint or disciplinary action <br />is being considered. <br />Confidential information may not be given to the subject of the data, but may be shown or <br />given to: <br />• Anyone who is authorized by federal, state, or local law or by court order. <br />• City staff, City Council, and outside agents (such as attorneys) whose work assignments <br />or responsibilities reasonably require access. <br />B. Data Subject Access and Right to Request. <br />An individual may submit a request in writing whether the individual is the subject of data <br />maintained by the City, and whether that data is classified as public, private, or confidential. <br />All requests to see or copy private or confidential information must be in writing. An <br />Information Disclosure Request, attached as Exhibit 4, must be completed to document who <br />requests and who receives this information. The Responsible Authority or designee must <br />complete the relevant portions of the form (see Section II, B. Form of Request, above for <br />options to submit the form). The Responsible Authority or designee may waive the use of <br />this form if there is other documentation of the requesting party's identity, the information <br />requested, and the City's response. A response to a request for data relating to litigation <br />will be made after consultation with the City Attorney. <br />190435v1 <br />6 <br />
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