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Preliminary Privacy Impact Assessment

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TITLE: Internet / Intranet Maintenance and Technical Improvement

September, 2003

UPI # 025-00-01-02-01-1030-00-305-109

PCAS # 00411200

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


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).

We collect certain information about visitors to our website, but this information does not identify visitors personally. The gathered information identifies the type of computer, browser, and web service being used by the visitor, as well as the date and time of the visit and pages visited.

Occasionally personal information is collected on a voluntary basis - for example if a visitor signs up for a conference online. In that case we have systems in place that make sure people outside of HUD cannot access the personal information.

If someone sends us email we do not keep or share the email address with anyone outside of HUD staff and its contractors. We only use the email address to respond to requests for information. If someone signs up for one of our emailing lists, we only send the kinds of information requested. We don't maintain the name on the list and don't share the email address with anyone outside of HUD.

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

Collecting this information helps us design the site according to visitor needs. The collection of information on a "voluntary" basis enables us to offer services to our customers and partners such as email lists and online registration.

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

This information will be used to determine the most frequently (and those less frequently) visited pages. In turn this helps us determine which pages are beneficial, which may need some work, and which are perhaps no longer relevant.

We would only try to identify a visitor personally when required to do so by a law enforcement investigation. Any information we collect for those investigations is destroyed according to federal guidelines.

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

No, unless required to do so by a law enforcement investigation.

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).

Any personally identifying information provided is done so on a voluntary basis, by the user, for a specific function (such as an email list or online conference registration).

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

We have administrative and technological controls in place. We have systems in place that make sure people outside of HUD cannot access the personal information, and administrative policies in place which specify that no information is to be shared with anyone outside of HUD and its contractors.

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)?

Any voluntarily provided information would most likely be retrieved by some sort of a personal identifier such as a name or email address.