Ohio Digital Experience Privacy Notice

OH|ID Citizen, OH|ID Business, and OH|ID Workforce https://ohid.ohio.gov , are online user identity services provided by the Ohio Digital Experience (ODX), part of the Ohio Department of Administrative Services (DAS) Office of Information Technology. The goal of the Ohio Digital Experience is to provide a secure and private digital identity and an intuitive and interactive user experience for Ohio’s citizens, businesses, and workforce. ODX recognizes the importance of privacy to users of these identity services. This privacy notice applies only to the OH|ID Citizen, Business, and Workforce identity services. Your use of other State of Ohio online services and Web sites is governed by the policies of the agency providing the online service or web site.

 

Users of the ODX identity services should be aware of the following information.


What We Collect

For OH|ID Citizen profiles, we collect a user’s:

  • Name
  • Email address
  • Mobile phone number
  • Date of Birth
  • Last four digits of Social Security Number

For access to OH|ID Citizen applications that require proof of identity, we may also collect a user’s:

  • Address 
  • Date of birth 
  • Social Security Number
  • Consent to be identity-proofed
  • Identity-proofing results

For OH|ID Business profiles, we collect a user’s:

  • Name
  • Email address
  • Mobile phone number
  • Work phone number
  • Date of birth
  • Last four digits of Social Security Number

For access to OH|ID Business applications that require proof of identity, we may also collect a user’s:

  • Address
  • Date of birth
  • Social Security Number
  • Consent to be identity-proofed
  • Identity-proofing results

For OH|ID Business profiles where Business identity proofing is required, we may also collect the following information related to the business entity:

  • Business name
  • Business tax identification number
  • Business telephone number
  • Business postal address
  • Principal’s name
  • Principal’s address
  • Principal’s Social Security Number
  • Principal’s driver’s license number or state-issued identification number
  • Principal’s date of birth
  • Principal’s Social Security Number
  • Business identity-proofing results

For OH|ID Workforce, we collect a user’s:

  • Name
  • Work email address
  • Work telephone number
  • Mobile number
  • Date of birth
  • Last four digits of Social Security Number
  • Agency and other attributes from the State ERP system

For customer service assistance, we may collect personally identifiable information through an online form or email query.

  • Please do not submit to us sensitive personally identifiable information (PII) such as passwords, social security numbers, driver’s license numbers, or medical or financial information through email or customer service forms.

We also collect Internet-user information on those visiting this website. This information includes:

  • Internet protocol address of the individual computer (or proxy server) making the request; 
  • Type of internet browser or computer operating system used to access the site;
  • Date and time site was accessed;
  • Webpages visited on this site and other ohio.gov sites managed by DAS such as www.ohio.gov; and,
  • Internet address of the site from which you may have linked to this site.

 

How We Collect Information

Personally identifiable information (PII) in a profile for OH|ID Citizen or OH|ID Business is collected from you through an online form. The identity-proofing results are collected from Experian, the State of Ohio’s identity-proofing provider.

PII associated to OH|ID Citizen, Business, and Workforce profiles is collected in one of three ways. For State of Ohio employees, we collect the information through the DAS human resources function. For contractors to the State of Ohio, we collect the information through a sponsoring manager in the applicable agency. For Ohio county workers, we collect the information through a county technical point of contact.

Any other PII is collected through voluntary disclosure by the user through online forms and email queries.

Our website uses log files and web cookies to capture generic, Internet-user information each time a request is made to view a page within this website.

What We Do With the Information We Collect

The PII in OH|ID Citizen, Business, and Workforce user profiles is used primarily to provide the user with an identity for State of Ohio online services and systems so that online transactions with the State of Ohio and its agencies can be completed. We also use the PII to detect identity fraud and other fraud that might be perpetrated against the user and/or the State of Ohio.

PII the user submits in email and/or online forms is used so that we can answer or process user requests as effectively as possible.

All information collected through server log files is used in aggregate form to analyze usage trends and statistics to help the State of Ohio improve its web services. It may also be used to identify and respond to threats to the State network.

Cookies may be used when necessary to complete a transaction, to process data submitted online to the State, or to facilitate ongoing Internet interactions.

Public Records and When We Share Your Information

The Department of Administrative Services treats the OH|ID Citizen, Business, and Workforce profile information as well as related system records as electronic transaction records as referenced section 1306.23 of the Ohio Revised Code and as infrastructure records as referenced in section 149.433 of the Ohio Revised Code. Both types of records are exempt from public records law.

Otherwise, public records law requires State agencies to disclose most documents and records, including electronic records. Therefore, information submitted through this website apart from OH|ID profiles may be subject to disclosure pursuant to a public records request. Please be aware that for public records, Ohio law may require DAS to disclose the records despite requests to keep information confidential. Information on the DAS Public Records Policy is found here (.pdf).

The Department of Administrative Services will share PII submitted through email or online forms with other Ohio state agencies when necessary to respond to user e-mail request or process user online forms. For example, if a user has a question regarding online services accessed using an OH|ID account, DAS may forward the question to the agency that manages that service.

Any information collected through this website that indicates a threat of harm to people, property, or systems or a violation of the law may be shared with law enforcement and used in connection with a criminal investigation, prosecution, or other legal proceedings.

Access and Dispute of Information

Under sections 1347.08 and 1347.09 of the Ohio Revised Code, individuals have access rights to their information maintained in personal information systems. “Access rights” means users have the right, with limits, to inspect, correct, and dispute such information.

For record-keeping systems not covered by chapter 1347 of the Revised Code, the State of Ohio will work with the user provide the opportunity to inspect, correct, or dispute information, if any, about the user in other records system the State maintains, subject to restrictions or limits in Ohio law.

How We Protect Your Information

State guidelines are followed to appropriately protect all information systems under our control. 

Confidential Personal Information and the DAS Policy on Protecting Privacy

DAS, the parent agency of the Ohio Digital Experience, requires all of its employees and contractors to respect privacy and protect personally identifiable information regardless of the form and system in which it is kept. The DAS Policy on Protecting Privacy may be found here (pdf).

Ohio Revised Code 1347.15 requires DAS to adopt rules regulating access to the confidential personal information the agency keeps, whether electronically or on paper. DAS rules pertaining to confidential personal information may be found in rules 123-4-01 through 123-4-05 of the Ohio Administrative Code.

Contact

Any questions concerning privacy and ODX, including OH|ID identity services should be sent to the Chief Privacy Officer.

 Email: Complete this form

 Written correspondence:

   Ohio Chief Privacy Officer
   30 E Broad Street, 19th Floor
   Columbus, Ohio 43215

900-01_Public_Records_Policy.pdf | 368 KB

 

100-11 DAS Policy on Protecting Privacy eff Apr 23 2012.pdf | 46 KB