Employee Privacy 

It is MWR’s goal to respect the individual privacy of its employees and at the same time maintain a safe and secure workplace. When issues of safety and security arise, employees may be requested to cooperate with an investigation. The investigation may include the following procedures to safeguard MWR and its employees: searches of personal belongings, searches of work areas, searches of private vehicles on company premises, medical examinations, and the like. Failure to cooperate with an investigation is grounds for termination. Providing false information during any investigation may lead to progressive discipline, up to and including termination. 

Employees are expected to make use of company facilities only for the business purposes of MWR. Accordingly, materials that appear on company hardware or networks are presumed to be for business purposes, and all such materials are subject to review by MWR at any time without notice to the employees. Employees do not have any expectation of privacy with respect to any material on company property. MWR regularly monitors its communications systems and networks as allowed by law. Monitored activity may include voice, e-mail, and text communications, as well as Internet search and browsing history. Employees who make excessive use of the communications system for personal matters are subject to discipline. Employees are expected to keep personal communication to a minimum and to emergency situations.  

Video / Audio surveillance: As part of its security measures and to help ensure a safe workplace, MWR has positioned video cameras to monitor various areas of its facilities. Video / Audio cameras are not permitted or used in restricted areas, such as break rooms, restrooms, locker/dressing rooms, etc.  

Privacy—Social Security Numbers 

It is MWR’s policy that Social Security numbers obtained from employees, vendors, contractors, customers, or other approved agencies and companies are confidential information.  

Social Security numbers will be obtained, retained, used, and disposed of only for legitimate business reasons and in accordance with the law and this policy. 

Documents or other records containing employee Social Security numbers generally will be requested, obtained, or created only for legitimate business reasons consistent with this policy. For example, Social Security numbers may be requested from employees for tax-reporting purposes (i.e., Internal Revenue Service (IRS) Form W-4), for new hire reporting, or for purposes of enrollment in MWR’s employee benefit plans. 

Retention and access to Social Security numbers: All records containing Social Security numbers (whether partial or complete) will be maintained in secure, confidential files with limited access. 

Unauthorized use/disclosure of Social Security numbers: Any employee who obtains, uses, or discloses Social Security numbers for unauthorized purposes or contrary to the requirements of this policy and procedure may be disciplined, up to and including termination. MWR will cooperate with government investigations of any person alleged to have obtained, used, or disclosed Social Security numbers for unlawful purposes.