7 C.F.R. §§ 1.110–1.123

§1.110. Purpose and scope.

7 C.F.R. § 1.110

This subpart contains the regulations of the U.S. Department of Agriculture (USDA) implementing the Privacy Act of 1974 (5 U.S.C. 552a). This subpart sets forth the basic responsibilities of each agency of USDA with regard to USDA's compliance with the requirements of the Privacy Act, and offers guidance to members of the public who wish to exercise any of the rights established by the Privacy Act with regard to records maintained by an agency of USDA.

Notes, amendments, and revision history

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

§1.111. Definitions.

7 C.F.R. § 1.111

For purposes of this subpart the terms individual, maintain, record, system of records, statistical record, and routine use shall have the meanings set forth in 5 U.S.C. 552a(a). The term agency shall mean an agency of USDA, unless otherwise indicated.

Notes, amendments, and revision history

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

§1.112. Procedures for requests pertaining to individual records in a record system.

7 C.F.R. § 1.112

(a)

Any individual who wishes to be notified if a system of records maintained by an agency contains any record pertaining to him or her, or to request access to such records, shall submit a written request in accordance with the instructions set forth in the system notice for that system of records. This request shall include:

(1)

The name of the individual making the request;

(2)

The name of the system of records (as set forth in the system notice to which the request relates);

(3)

Any other information specified in the system notice; and

(4)

When the request is one for access, a statement as to whether the requester desires to make a personal inspection of the records, or be supplied with copies by mail.

(b)

Any individual whose request under paragraph (a) of this section is denied may appeal that denial to the head of the agency which maintains the system of records to which the request relates.

(c)

In the event that an appeal under paragraph (b) of this section is denied, the requester may bring a civil action in federal district court to seek review of the denial.

Notes, amendments, and revision history

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

§1.113. Times, places, and requirements for identification of individuals making requests.

7 C.F.R. § 1.113

(a)

If an individual submitting a request for access under § 1.112 has asked that an agency authorize a personal inspection of records pertaining to him or her, and the agency has granted that request, the requester shall present himself or herself at the time and place specified in the agency's response or arrange another, mutually convenient, time with the appropriate agency official.

(b)

Prior to inspection of the records, the requester shall present sufficient identification (e.g., driver's license, employee identification card, social security card, credit cards) to establish that the requester is the individual to whom the records pertain. If the requester is unable to provide such identification, the requester shall complete and sign in the presence of an agency official a signed statement asserting the requester's identity and stipulating that the requester understands that knowingly or willfully seeking or obtaining access to records about another individual under false pretenses is a misdemeanor punishable by fine up to $5,000. No identification shall be required, however, if the records are required by 5 U.S.C. 552 to be released.

(c)

Any individual who has requested access to records about himself or herself by personal inspection, and who wishes to have another person or persons accompany the requester during this inspection, shall submit a written statement authorizing disclosure of the record in the presence of such other person or persons.

(d)

Any individual having made a personal inspection of records pertaining to the requester may request the agency to provide the requester copies of those records or any portion of those records. Each agency shall grant such requests but may charge fees in accordance with § 1.120.

(e)

If an individual submitting a request for access under § 1.112 wishes to be supplied with copies of the records by mail, the requester shall include with his or her request sufficient data for the agency to verify the requester's identity. If the sensitivity of the records warrant it, however, the agency to which the request is directed may require the requester to submit a signed, notarized statement indicating that the requester is the individual to whom the records pertain and stipulating the requester understands that knowingly or willfully seeking or obtaining access to records about another individual under false pretenses is a misdemeanor punishable by fine up to $5,000. No identification shall be required, however, if the records are required by 5 U.S.C. 552 to be released. If the agency to which this request is directed determines to grant the requested access, it may charge fees in accordance with § 1.120 before making the necessary copies.

Notes, amendments, and revision history

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

§1.114. Disclosure of requested information to individuals.

7 C.F.R. § 1.114

(a)

Any agency which receives a request or appeal under § 1.112 should acknowledge the request or appeal within 10 days of its receipt (excluding Saturdays, Sundays, and legal public holidays). Wherever practicable, the acknowledgment should indicate whether or not access will be granted and, if so, when and where. When access is to be granted, the agency should provide the access within 30 days of receipt of the request or appeal (excluding Saturdays, Sundays and legal public holidays) unless, for good cause shown, it is unable to do so. If the agency is unable to meet this deadline, it shall inform the requester of this fact, the reasons for its inability to do so, and an estimate of the date on which access will be granted.

(b)

Nothing in 5 U.S.C. 552a or this subpart shall be interpreted to require that an individual making a request under § 1.112 be granted access to the physical record itself. The form in which a record is kept (e.g., on magnetic tape), or the content of the record (e.g., a record indexed under the name of the requester may contain records which are not about the requester) may require that the record be edited or translated in some manner. Neither of these procedures may be utilized, however, to withhold information in a record about the requester.

(c)

No agency shall deny any request under § 1.112 for information concerning the existence of records about the requester in any system of records it maintains, or deny any request for access to records about the requester in any system of records it maintains, unless that system is exempted from the requirements of 5 U.S.C. 552a(d) in § 1.123.

(d)

If any agency receives a request pursuant to § 1.112(a) for access to records in a system of records it maintains which is so exempted, the system manager shall determine if the exemption is to be asserted. If the system manager determines to deny the request, the system manager shall inform the requester of that determination, the reason for the determination, and the title and address of the agency head to whom the denial can be appealed.

(e)

If the head of an agency determines that an appeal pursuant to § 1.112(b) is to be denied, the head of the agency shall inform the requester of that determination, the reason for the determination, and the requester's right under 5 U.S.C. 552a(g) to seek judicial review of the denial in Federal district court.

(f)

Nothing in 5 U.S.C. 552a or this subpart shall allow an individual access to any information compiled in reasonable anticipation of a civil action or proceeding.

Notes, amendments, and revision history

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

§1.115. Special procedures: Medical records.

7 C.F.R. § 1.115

In the event an agency receives a request pursuant to § 1.112 for access to medical records (including psychological records) whose disclosure it determines would be harmful to the individual to whom they relate, it may refuse to disclose the records directly to the requester but shall transmit them to a doctor designated by that individual.

Notes, amendments, and revision history

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

§1.116. Request for correction or amendment to record.

7 C.F.R. § 1.116

(a)

Any individual who wishes to request correction or amendment of any record pertaining to him or her contained in a system of records maintained by an agency shall submit that request in writing in accordance with the instructions set forth in the system notice for that system of records. This request shall include:

(1)

The name of the individual making the request;

(2)

The name of the system of records (as set forth in the system notice to which the request relates);

(3)

A description of the nature (e.g., modification, addition or deletion) and substance of the correction or amendment requested; and

(4)

Any other information specified in the system notice.

(b)

Any individual submitting a request pursuant to paragraph (a) of this section shall include sufficient information in support of that request to allow the agency to which it is addressed to apply the standards set forth in 5 U.S.C. 552a(e) (1) and (5).

(c)

Any individual whose request under paragraph (a) of this section is denied may appeal that denial to the head of the agency which maintains the system of records to which the request relates.

(d)

In the event that an appeal under paragraph (c) of this section is denied, the requester may bring a civil action in federal district court to seek review of the denial.

Notes, amendments, and revision history

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

§1.117. Agency review of request for correction or amendment of record.

7 C.F.R. § 1.117

(a)

Any agency which receives a request for amendment or correction under § 1.116 shall acknowledge that request within 10 days of its receipt (excluding Saturdays, Sundays and legal public holidays). The agency shall also promptly, either:

(1)

Make any correction, deletion or addition with regard to any portion of a record which the requester believes is not accurate, relevant, timely or complete; or

(2)

Inform the requester of its refusal to amend the record in accordance with the request; the reason for the refusal; the procedures whereby the requester can appeal the refusal to the head of the agency; and the title and business address of that official. If the agency informs the requester of its determination within the 10-day deadline, a separate acknowledgement is not required.

(b)

If an agency is unable to comply with either paragraphs (a)(1) or (2) of this section within 30 days of its receipt of a request for correction or amendment, (excluding Saturdays, Sundays and legal public holidays), it should inform the requester of that fact, the reasons for the inability to comply with paragraphs (a)(1) or (a)(2) of this section within 30 days, and the approximate date on which a determination will be reached.

(c)

In conducting its review of a request for correction or amendment, each agency shall be guided by the requirements of 5 U.S.C. 552a(e)(1) and (5).

(d)

If an agency determines to grant all or any portion of a request for correction or amendment, it shall:

(1)

Advise the individual of that determination;

(2)

Make the requested correction or amendment; and

(3)

Inform any person or agency outside USDA to whom the record has been disclosed, if an accounting of that disclosure is maintained in accordance with 5 U.S.C. 552a(c), of the occurrence and substance of the correction or amendments.

(e)

If an agency determines not to grant all or any portion of a request for correction or amendment, it shall:

(1)

Comply with paragraph (d) of this section with regard to any correction or amendment which is made;

(2)

Advise the requester of its determination and the reasons for the determination not to grant all or a portion of the request for a correction or amendment;

(3)

Inform the requester that he or she may appeal this determination to the head of the agency which maintains the system of records; and

(4)

Describe the procedures for making such an appeal, including the title and business address of the official to whom the appeal is to be addressed.

(f)

In the event that an agency receives a notice of correction or amendment to information in a record contained in a system of records which it maintains, it shall comply with paragraphs (d)(2) and (3) of this section in the same manner as if it had made the correction or amendment itself.

Notes, amendments, and revision history

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

§1.118. Appeal of initial adverse agency determination on correction or amendment.

7 C.F.R. § 1.118

(a)

Any individual whose request for correction or amendment under § 1.116 is denied, and who wishes to appeal that denial, shall address such appeal to the head of the agency which maintains the system of records to which the request relates, in accordance with the procedures set forth in the agency's initial denial of the request.

(b)

The head of each agency shall make a final determination with regard to an appeal submitted under paragraph (a) of this section not later than 30 days (excluding Saturdays, Sundays, and legal public holidays) from the date on which the individual requests a review, unless, for good cause shown, the head of the agency extends this 30-day period and so notifies the requester, together with an estimate of the date on which a final determination will be made. Such extension should be utilized only in exceptional circumstances and should not normally exceed 30 days. The delegation of authority set forth in this paragraph may not be redelegated.

(c)

In conducting a review of an appeal submitted under paragraph (a) of this section, the head of an agency shall be guided by the requirements of 5 U.S.C. 552a(e)(1) and (5).

(d)

If the head of an agency determines to grant all or any portion of an appeal submitted under paragraph (a) of this section, the head of the agency shall inform the requester and the agency shall comply with the procedures set forth in § 1.117(d)(2) and (d)(3).

(e)

If the head of an agency determines in accordance with paragraph (c) of this section not to grant all or any portion of an appeal submitted under paragraph (a) of this section, the head of the agency shall inform the requester:

(1)

Of this determination and the reasons for the determination;

(2)

Of the requester's right to file a concise statement of the requester's reasons for disagreeing with the agency's decision;

(3)

Of the procedures for filing such a statement of disagreement;

(4)

That such statements of disagreements will be made available to anyone to whom the record is subsequently disclosed, together with (if the agency deems it appropriate) a brief statement by the agency summarizing its reasons for refusing to amend the record;

(5)

That prior recipients of the disputed record will be provided with a copy of the statement of disagreement, together with (if the agency deems it appropriate) a brief statement of the agency's reasons for refusing to amend the record, to the extent that an accounting of disclosures is maintained under 5 U.S.C. 552a(c); and

(6)

Of the requester's right to seek judicial review of the agency's determination in accordance with 5 U.S.C. 552a(g). The agency shall insure that any statements of disagreement submitted by a requester are handled in accordance with paragraphs (e)(4) and (5) of this section.

Notes, amendments, and revision history

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, June 24, 1997]

§1.119. Disclosure of record to person other than the individual to whom it pertains.

7 C.F.R. § 1.119

No agency shall disclose any record which is contained in a system of records it maintains, by any means of communication to any person, or to another agency outside USDA, except pursuant to a written request by, or with the prior written consent of, the individual to whom the record pertains, unless the disclosure is authorized by one or more provisions of 5 U.S.C. 552a(b).

Notes, amendments, and revision history

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

§1.120. Fees.

7 C.F.R. § 1.120

Any agency which provides copies of records pursuant to a request under this subpart may charge fees for the direct costs of producing such copies in accordance with appendix A to subpart A of this part. No agency, however, shall charge any fee for searches necessary to locate records. Nor shall an agency charge any fees for copies or searches, when the requester sought to make a personal inspection but was provided copies instead at the discretion of the agency.

Notes, amendments, and revision history

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

§1.121. Penalties.

7 C.F.R. § 1.121

The criminal penalties which have been established for violations of the Privacy Act of 1974 are set forth in 5 U.S.C. 552a(i). These penalties are applicable to any officer or employee of an agency who commits any of the acts enumerated in 5 U.S.C. 552a(i). These penalties also apply to contractors and employees of such contractors who enter into contracts with an agency of USDA and who are considered to be employees of the agency within the meaning of 5 U.S.C. 552a(m)(1).

Notes, amendments, and revision history

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33982, June 24, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33982, June 24, 1997]

§1.122. General exemptions.

7 C.F.R. § 1.122

Pursuant to 5 U.S.C. 552a(j), and for the reasons set forth in 54 FR 11204-11206 (March 17, 1989), the systems of records (or portions of systems of records) maintained by agencies of USDA identified in this section are exempted from the provisions of 5 U.S.C. 552a, except subsections (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), and (11), and (i).

Notes, amendments, and revision history

Amendments

[54 FR 39517, Sept. 27, 1989, as amended at 62 FR 33982, June 24, 1997; 62 FR 61209, Nov. 17, 1997]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[54 FR 39517, Sept. 27, 1989, as amended at 62 FR 33982, June 24, 1997; 62 FR 61209, Nov. 17, 1997]

§1.123. Specific exemptions.

7 C.F.R. § 1.123

Pursuant to 5 U.S.C. 552a(k), the systems of records (or portions thereof) maintained by agencies of USDA identified below are exempted from the provisions of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). The reasons for exempting each system are set out in the notice for that system published in the Federal Register.

Notes, amendments, and revision history

Amendments

[40 FR 45103, Sept. 30, 1975, as amended at 41 FR 22333, June 3, 1976; 53 FR 5969, Feb. 29, 1988; 54 FR 5073, Feb. 1, 1989; 55 FR 41179, Oct. 10, 1990; 62 FR 61209, Nov. 17, 1997; 90 FR 1848, Jan. 10, 2025]

Authority

Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.

Source

Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.

Authority

Authority: 5 U.S.C. 301, unless otherwise noted.

Amendments

[40 FR 45103, Sept. 30, 1975, as amended at 41 FR 22333, June 3, 1976; 53 FR 5969, Feb. 29, 1988; 54 FR 5073, Feb. 1, 1989; 55 FR 41179, Oct. 10, 1990; 62 FR 61209, Nov. 17, 1997; 90 FR 1848, Jan. 10, 2025]