Introduction
The
Information Practices Act of 1977 (see Civil Code Section 1798 et seq.)
is a California law that protects your personal information on how it's
collected, stored, and used by state government agencies. Personal
information, as defined in the Information Practices Act, is information that
identifies or describes an individual. Some examples are name, Social Security
Number, date of birth, address, email address, phone number, education,
financial information, medical, and/or employment history.
The Department of Human Resources (CalHR) only collect the minimum personal
information necessary to complete the official state business stated on the
form, such as financial details for direct deposit of your paycheck, or obtain
your name, address, and Social Security Number to identify you and enroll you
in health, dental, and vision benefits. CalHR requires personal information to
conduct our official responsibilities in human resources including but not
limited to examinations, certification, payroll, benefits, and statewide
recruitment and training. Failure to supply the information results in
CalHR's inability to perform its business function.
Please read the
Information Practices Act
in full to understand your exact rights and how this law protects your
personal information.
Below is a summary of your key rights under this law.
-
Right to Know – You have the right to know why the state
agency is collecting your personal information. The CalHR form includes the
legal authority and reason why we need to collect specific personal
information, ensuring it is only used for official state business.
-
Right to Access – You can request to see your records CalHR
maintains in our systems.
-
Right to Privacy – CalHR will not disclose, make available,
or otherwise use your personal information for purposes other than those
specified, except with your consent or as authorized by law or regulation.
-
Right to Be Notified – If your personal information has
been improperly shared, CalHR will inform you.
-
Right to Protection – CalHR collect and maintain our
electronic and paper files in a manner that protects against loss or
unauthorized access, use, modification, or disclosure. CalHR uses security
technologies to protect all forms of your information on our website from
unauthorized viewing or corruption, by either internal or external sources.
Moreover, CalHR educates our employees on the importance of protecting your
privacy and personal information, and by limiting access to only those
employees who have a business need to use your information.
How to Request Your Records
To request access to your records, report any inaccuracies, provide comments,
or file complaints related to your privacy rights, please contact CalHR's
Privacy Officer via:
Mail: Department of Human Resources
(or CalHR)
Information Security Office-Privacy Officer
1515 S St. Suite 500N
Sacramento, CA 95811
Phone: (916) 909-2807 (for questions only)
Email:
Privacy.Officer@CalHR.ca.gov
Prior to releasing your personal information, you will be required to show two
valid forms of photo identification (e.g., driver's license, passport,
etc.) during a video call to verify your identity. To protect your identity,
please do not send your photo identification in advance. Alternatively, if you
would like access to access a system maintained by CalHR, you can use the
“forgot your username/password" option on the login page.
Note: CalHR is not a one-stop shop resource for accessing your personally
identifiable human resources documents. Each state department manages
their state employees' documents and documents pertaining to the
program they administer (e.g., to CalFresh or the CalWORKs program, you
will need to contact the Department of Social Services, etc.).
State Employee's Official Personnel File (OPF)
For CalHR/SPB employees, please contact Human Resources.
If you are a state employee (not a CalHR/SPB employee) and require access to
your OPF, please contact your Department's Human Resources unit.
What to Expect
Per the Information Practices Act, CalHR has 30 days to complete your request,
but we will do our best to provide you with the records we maintain in our
system as quickly as possible. If we are unable to provide you with your
records, we will provide a valid reason why we are unable to do so.
Effective Date: 2/21/2025
Last Updated: 2/21/2025
Last Reviewed: 2/21/2025
Print Version
Other Information
