Preliminary Privacy Impact Assessment

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TITLE: HUD Procurement System

September, 2003

UPI # 025-00-01-06-01-1020-00-405-146

PCAS # 00202800

Is this a new or substantially revised electronic information system? If revised, describe revisions.

HPS is not a new or substantially revised electronic information system.

If any question does not apply, state not applicable (N/A) for each question and explain why.

I. Describe the information to be collected (e.g., nature and source). Be sure to include any information in an identifiable form, e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc).

Contractor name, address, taxpayer identification number (TIN), telephone number, e-mail address, point of contact, DUNS number. The source of the information is the contractor with which we are doing business.

II. Why is the information being collected (e.g., to determine eligibility)?

To identify the contractors with which HUD is contracting.

III. How will the information be used (e.g., to verify existing data)?

Shared with HUD financial management systems (to record contract obligations and facilitate timely payments); meet mandatory reporting requirements (Federal Procurement Data System); and to compile statistics regarding HUD procurement activity.

IV. Will you share the information with others (e.g., another agency for a programmatic purpose)? If yes, list the entities.

Yes, the Federal Procurement Data System (GSA).

V. Describe what opportunities individuals have been given to decline to provide information or to consent to particular use of the information (e.g., whether individual may withhold permission for a particular use).

Businesses are not required to contract with HUD. Those that choose to do so are required by law to provide the information (31 U.S.C. 7701(c); 31 U.S.C. 3325(d); 26 U.S.C. 6050M; 26 U.S.C. 6041 and 6041A).

VI. How will the information be secured (e.g., administrative and technological controls)?

One must be authorized to obtain access to HPS, and have a user name and password. There is an approved Security Plan on file with OCIO.

VII. How will the data be retrieved (e.g., will it be retrieved by a personal identifier such as name, social security number, address, telephone number or some other identifier that is unique to an individual)?

By contract number, contractor name, contractor DUNS number, or contractor Tax Identification Number (TIN).