Notice2025-06117
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
April 10, 2025
Effective
May 12, 2025
Issuing agencies
Postal Service
Abstract
The United States Postal Service[supreg] (USPS[supreg]) is proposing to revise one Customer Privacy Act Systems of Records (SOR). These updates are being made to implement an application to analyze and anticipate customer needs and assist sales staff.
Full Text
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<title>Federal Register, Volume 90 Issue 68 (Thursday, April 10, 2025)</title>
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[Federal Register Volume 90, Number 68 (Thursday, April 10, 2025)]
[Notices]
[Pages 15370-15373]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-06117]
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POSTAL SERVICE
Privacy Act of 1974; System of Records
AGENCY: Postal Service[supreg].
ACTION: Notice of a modified system of records.
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SUMMARY: The United States Postal Service[supreg] (USPS[supreg]) is
proposing to revise one Customer Privacy Act Systems of Records (SOR).
These updates are being made to implement an application to analyze and
anticipate customer needs and assist sales staff.
DATES: These revisions will become effective without further notice on
May 12, 2025, unless comments received on or before that date result in
a contrary determination.
ADDRESSES: Comments may be submitted via email to the Privacy and
Records Management Office, United States Postal Service Headquarters
(<a href="/cdn-cgi/l/email-protection#c8bdbbb8bbb8baa1bea9abb1aeadacbaadafa6a7bca1abad88bdbbb8bbe6afa7be"><span class="__cf_email__" data-cfemail="ec999f9c9f9c9e859a8d8f958a89889e898b828398858f89ac999f9c9fc28b839a">[email protected]</span></a>). Arrangements to view copies of any
written comments received, to facilitate public inspection, will be
made upon request.
FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and
Records Management Officer, Privacy and Records Management Office,
<a href="/cdn-cgi/l/email-protection#83f6f0f3f0f3f1eaf5e2e0fae5e6e7f1e6e4edecf7eae0e6c3f6f0f3f0ade4ecf5"><span class="__cf_email__" data-cfemail="91e4e2e1e2e1e3f8e7f0f2e8f7f4f5e3f4f6fffee5f8f2f4d1e4e2e1e2bff6fee7">[email protected]</span></a> and by phone at 202-268-2000.
SUPPLEMENTARY INFORMATION:
I. Background
USPS seeks to implement an application to analyze customer
interactions with campaign materials, to anticipate customer needs, and
to analyze the effectiveness of USPS campaigns.
II. Rationale for Changes to USPS Privacy Act Systems of Records
In its efforts to serve the American people, USPS remains committed
to understanding the needs of its customers and improving their
experience. To demonstrate the value of products and services to USPS'
customers, sales and marketing campaigns are often created to
demonstrate the value that the Postal Service can offer. To understand
which methods are working well and which can use improvement, USPS
seeks to implement an application that allows for analysis of
customers' direct engagement with campaign materials. This product will
help USPS employees to identify possible trouble areas for customers
and offer solutions to fit their needs.
To implement this application, USPS 890.000, Sales, Marketing,
Events, and Publications will be modified as follows:
--Two new purposes, twelve and thirteen.
--One new category of records, Customer sharing and analytics data.
III. Description of the Modified System of Records
Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to
submit written data, views, or arguments on this proposal. A report of
the proposed revisions has been sent to Congress and to the Office of
Management and Budget for their evaluations. The Postal Service does
not expect these amended systems of records to have any adverse effect
on individual privacy rights. The notice for modifications to USPS
890.000, Sales, Marketing, Events, and Publications is provided below
in its entirety:
SYSTEM NAME AND NUMBER:
USPS 890.000, Sales, Marketing, Events, and Publications.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
USPS Headquarters Marketing and Public Policy; Integrated Business
Solutions Services Centers; National Customer Service Center; Area and
District USPS facilities; Post Offices; and contractor sites.
SYSTEM MANAGER(S):
Chief Customer and Marketing Officer and Executive Vice President,
United States Postal Service, 475 L'Enfant Plaza SW, Washington, DC
20260-4016.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401, 403, and 404.
[[Page 15371]]
PURPOSE(S) OF THE SYSTEM:
1. To understand the needs of customers and improve USPS sales and
marketing efforts.
2. To provide appropriate materials and publications to customers.
3. To conduct registration for USPS and related events.
4. To enable access to the USPS meeting and video web conferencing
application.
5. To enhance your online meeting experience by utilizing enhanced
features and functionality, including voluntary polling to gather
responses from attendees to generate reports or the interactive chat
feature.
6. To facilitate team collaboration and communication through
information sharing and cross-functional participation.
7. To provide users outside of the USPS limited collaboration and
communication capabilities through guest account access.
8. To facilitate and support cybersecurity investigations of
detected or reported information security incidents.
9. To share your personal image via your device camera during
meetings and web conferences, if you voluntarily choose to turn the
camera on, enabling virtual face-to-face conversations.
10. To provide pre-registration for guest access to online meetings
and web conferences.
11. To facilitate and support marketing initiatives, advertising
campaigns, brand strategy, customer experience with products and
service, including call centers, strategic customer programs, and
innovation and product improvement development.
12. To anticipate customer needs and provide appropriate
recommendations.
13. To analyze sales and marketing campaign materials for
effectiveness and engagement.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
1. Customers who interact with USPS sales personnel, respond to
direct marketing messages, request publications, respond to contests
and surveys, voluntarily participate in focus groups, interviews,
diaries, observational studies, prototype assessments, A/B comparison
tests, and attend USPS events.
2. Customers and other individuals who participate in web-based
meeting, video conference, collaboration, and communication
applications sponsored by the USPS.
CATEGORIES OF RECORDS IN THE SYSTEM:
1. Customer information: Customer and key contacts' names, date of
birth, age, home mailing address, and email address; phone, fax, and
pager numbers; company name, job descriptions, titles, roles, level,
and company address; other names and emails provided by customers.
2. Identifying information: Customer ID(s), D-U-N-S Numbers, USPS
account numbers, meter numbers, and signatures.
3. Business specific information: Firm name, size, and years in
business; number of employees; sales and revenue information; business
sites and locations; URLs; company age; industrial classification
numbers; use of USPS and competitor's products and services; types of
customers served; customer equipment and services; advertising agency
and spending; names of USPS employees serving the firm; and calls made.
4. Information specific to companies that act as suppliers to USPS:
Contract start and end dates, contract award number, contract value,
products and/or services sold under contract.
5. Information provided by customers as part of a survey or
contest.
6. Payment information: Credit and/or debit card number, type,
expiration date, and check information; and ACH information.
7. Event information: Name of event; role at event; itinerary; and
membership in a PCC.
8. Customer preferences: Preferences for badge name and
accommodations.
9. Survey data: customer perception, feelings, habits, past
behaviors, preferences, recommended improvements, willingness to buy,
ownership, and hypothetical future scenarios.
10. Participant session data from web-based meetings and web
conferences: Participant name, participant's webcam-generated image
(including presenters), recorded participant audio, video, and shared
meeting screen content, chat interaction, polling questions and
associated responses, participant join time and leave time, meeting
duration, participant location, and participant media hardware
information, Participant Job Information, Participant Stated Locale,
Participant Connection Type, Participant Data Center, Participant
Device Type, Participant Domain, Participant Full Data Center,
Participant Hard Disk ID, Participant ID, Participant IP Address,
Participant Join Time, Participant Camera Name, Participant MAC
Address, Participant Microphone Name, Participant Network Type,
Participant PC Name, Participant Role, Participant Share Settings,
Participant Speaker Name, Participant Status, Participant User ID,
Participant User Name, Participant Zoom, Participant SIP URL,
Participant Leave Reason, Participant AS Input, Participant AS Output,
Participant Audio Input, Participant Audio Output, Participant CPU
Usage, Participant Video Input, Participant Video Output, Participant
Quality, Participant Sharing Details, Participant Recording Details.
11. Device data from web-based meetings and web conferences: Device
type (such as mobile, desktop, or tablet), Device Operating System,
Number of users of related Operating Systems, Operating System Version,
Operating System Type, MAC address, and IP address, hard disk ID, PC
Name, Bluetooth Information, Packet Loss, internet Connection Type,
Bluetooth Device Name, Bluetooth Device Type, Device Architecture,
Central Processing Unit (CPU) Core Type, CPU core frequency, CPU Brand,
Available Memory, Total CPU Capacity, Total Capacity Utilized by
Application, Memory Used by Application, API Permissions, API
Authentication, Authentication Secret Key, Graphics Processing Unit
(GPU) Brand, GPU Type, Custom Attributes Defined by Organization,
Archived Meeting Files, Archive Meeting Account Name, Archived Meeting
File Download User, Archived Meeting File Extension, Archived Meeting
File Size, Archived Meeting File Type, Archived Meeting File ID,
Archived Meeting File Participant Email, Archived Meeting Participant
Join Time, Archived Meeting Participant Leave Time, Archived Meeting
File Recording Type, Archived Meeting File Status, Archived Meeting
Complete Time, Archived Meeting Complete Time Duration, Archived
Meeting Duration, Archived Meeting Duration In Seconds, Archived
Meeting Host ID, Archived Meeting ID, Archived Meeting Settings,
Archived Meeting Type, Archived Meeting Recording Count, Archived
Meeting Start Time, Archived Meeting Topic, Archived Meeting Total
Size, Archived Meeting UU ID, Past Meeting Participant ID, Past Meeting
Participant Name, Past Meeting Participant Email, SIP Phone
Authorization Name, SIP Phone Domain, SIP Phone ID, SIP Phone Password,
SIP Phone Proxy Servers, SIP Phone Register Servers, SIP Phone
Registration Expire Time, SIP Phone Transport Protocols, SIP Phone User
Email, SIP Phone User Name, SIP Phone Voice Voicemail.
12. User data from web-based meetings and web conferences: User
Creation Date, User Department, User Email Address, User Employee ID,
User Name, User System ID, User Chat Group Ids, User System Client
Version, User
[[Page 15372]]
Last Login Time, User Picture URL, User PMI, User Status, User
Timezone, User Type, User Verified Status, User Password, User JID,
User Language, User Manager, User Personal Meeting URL, User Role ID,
User Role Name, User Use PMI Status, User Phone Country, User Company,
User Custom Attributes, User CMS User ID, User Pronouns, User Vanity
Name, User Assistant Email, User Assistant ID, User Permissions, User
Presence Status, User Scheduler Email, User Scheduler ID, User
Settings, User Token, User Meeting Minutes, User Number Of Meetings,
User Participant Number, User's Web Conferences Template, User
Scheduled Web Conferences, User Web Conferences Settings, User Web
Conferences Recurrence Settings, User Web Conferences Password, User
Web Conferences Agenda, User Web Conferences Duration, User Web
Conferences Start Time, User Web Conferences Template ID, User Web
Conferences Topic. User Web Conferences Tracking Fields, User Web
Conferences Time zone User Web Conferences Created Date, User Web
Conferences Host ID, User Web Conferences Type, User Web Conferences UU
ID, User Web Conferences Start URL, User TSP Account Conference Code,
User TSP Account Dial-In Numbers, User TSP Account ID, User TSP Account
Leader PIN, User TSP account TSP Bridge, User TSP Audio URL, Chat
Messaging Content.
13. Web-based meeting and web conference administration data:
Account Administrator Name, Account Contact Information Account ID,
Account Billing Information, Account Plan Information, Conference Room
Account type, Conference Room calendar name, conference room camera
name, conference room device IP address, conference room email address,
conference room health, conference room ID, conference room issues,
conference room last start time, conference room microphone name,
conference room name, conference room speaker name, conference room
status, Conference Room live meeting, Conference Room past meetings,
conference room activation code, conference room support email,
conference room support phone, conference room passcode, conference
room settings, conference room location description, conference room
location name, User Sign In And Sign Out Times, Deleted Message Sender,
Deleted Message Time, Deleted Message ID, Deleted Message Text, Deleted
Message Main Message ID, Deleted Message Main Message Timestamp,
Deleted Message File Name, Deleted Message File Size, Edited Message
Sender, Edited Message Time, Edited Message ID, Edited Message Text,
Edited Message Main Message ID, Edited Message Main Message Timestamp,
Edited Message File Name, Edited Message File Size, Message Sender,
Message Time, Message ID, Message Main Message ID, Message Main Message
Timestamp, Message File, Message File Size, Group admin name, Group
admin email, group admin ID, group member email, group member first
name, group member last name, group member ID, group member type, chat
group ID, chat group name, chat croup total members, chat group, Files
sent through chat, GIPHYs sent through chat, groups sent through chat,
p2p sent through chat, text sent through chat, total sent through chat,
audio sent through chat, code snippet sent through chat, Operation Log
action, operation log category type, operation log operation detail,
operation log user, operation log time, Role member department, role
member email, role member first name, role member ID, role member type,
client feedback detail email, client feedback detail meeting ID, client
feedback detail participant name, client feedback detail time.
14. Web-Based Meeting And Web Conference Telemetry Data: Event
Time, Client Type, Event Location, Event, Subevent, UUID, Client
Version, UserID, Client OS, Meeting ID.
15. Chat Application Telemetry Data: User Email, Group Chat,
Message Type, In Meeting Message, Status, Do Not Disturb Time,
Notification Setting, Show Group On Contact List, File Type, File
Location, Link URL, Keywords, GIF Keywords, Emoji Code, Audio Setting,
Video Setting, Is E2E Enabled, Message ID, IP Address.
16. Communication Data: Deleted Persistent Message Sender, Deleted
Persistent Message Time, Deleted Persistent Message ID, Deleted
Persistent Message Text, Deleted Persistent Message Main Message ID,
Deleted Persistent Message Main Message Timestamp, Deleted Persistent
Message File Name, Deleted Persistent Message File Size, Edited
Persistent Message Sender, Edited Persistent Message Time, Edited
Persistent Message ID, Edited Persistent Message Text, Edited
Persistent Message Main Message ID, Edited Persistent Message Main
Message Timestamp, Edited Persistent Message File Name, Edited
Persistent Message File Size, Persistent Message Sender, Persistent
Message Time, Persistent Message ID, Persistent Message Main Message
ID, Persistent Message Main Message Timestamp, Persistent Message File,
Persistent Message File Size, Persistent Message Images Exchanged,
Persistent Message Files Exchanged, Persistent Message Videos
Exchanged, Persistent Message Channel Title, Persistent Message
Whiteboard Annotations, Persistent Message Text, Deleted Message
Sender, Deleted Message Time, Deleted Message ID, Deleted Message Text,
Deleted Message Main Message ID, Deleted Message Main Message
Timestamp, Deleted Message File Name, Deleted Message File Size, Edited
Message Sender, Edited Message Time, Edited Message ID, Edited Message
Text, Edited Message Main Message ID, Edited Message Main Message
Timestamp, Edited Message File Name, Edited Message File Size, Message
Sender, Message Time, Message ID, Message Main Message ID, Message Main
Message Timestamp, Message File, Message File Size, Message Text.
17. Survey data: customer perception, feelings, habits, past
behaviors, preferences, recommended improvements, willingness to buy,
ownership, and hypothetical future scenarios.
18. Customer sharing and analytics data: Analytics program shared
by email address, analytics program shared to email address, Analytics
program shared by name, Analytics program report data, Analytics shared
document viewed count, Analytics shared document viewer email address,
Analytics shared document viewer name, Analytics shared document
reports. custom web page view count, custom web page shared by email
address, custom web page shared to email address, custom web page
shared by name, custom web page shared to name, custom web page share
number, custom web page share views, custom web page user insights,
customer sharing program usage report data, customer meeting insights.
RECORD SOURCE CATEGORIES:
Customers, USPS personnel, and list providers.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Standard routine uses 1. through 7., 10., and 11. apply.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Automated databases, computer storage media, and paper.
POLICIES OF PRACTICES FOR RETRIEVAL OF RECORDS:
1. For sales, events, and publications, information is retrieved by
customer
[[Page 15373]]
name or customer ID(s), mail or email address, and phone number.
2. For direct marketing, information is retrieved by Standard
Industry Code (SIC) or North American Industry Classification System
(NAISC) number, and company name.
3. Report and tracking data created during web-based meetings and
video conferences that pertain to individual participants, content
shared, conference codes and other relevant session data and historical
device usage data, are retrieved by meeting ID, host name or host email
address.
4. Records pertaining to web-based collaboration and communication
applications are retrieved by organizer name and other associated
personal identifiers.
5. Media recordings created during web-based meetings and video
conferences are retrieved by meeting ID, host name or host email
address.
6. Web-based meeting and video session recordings are retrieved by
meeting ID, host name or host email address.
7. Customer Insight materials are retrieved by name and email
address.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
1. Records relating to organizations and publication mailing lists
are retained until the customer ceases to participate.
2. ACH records are retained up to 2 years. Records relating to
direct marketing, advertising, and promotions are retained 5 years.
3. Other records are retained 3 years after the relationship ends.
4. Report and tracking data created during web-based meeting and
video conferences, such as session data and historical device usage
data, are retained for twenty-four months.
5. Records pertaining to web-based collaboration and communication
applications are retained for twenty-four months.
6. Web-based meeting and video session recordings are retained for
twenty-four months.
7. Customer insight, market research, and survey records will be
retained for 3 years.
Records existing on paper are destroyed by burning, pulping, or
shredding. Records existing on computer storage media are destroyed
according to the applicable USPS media sanitization practice.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records, computers, and computer storage media are located in
controlled-access areas under supervision of program personnel. Access
to these areas is limited to authorized personnel, who must be
identified with a badge.
Access to records is limited to individuals whose official duties
require such access. Contractors and licensees are subject to contract
controls and unannounced on-site audits and inspections.
Computers are protected by mechanical locks, card key systems, or
other physical access control methods. The use of computer systems is
regulated with installed security software, computer logon
identifications, and operating system controls including access
controls, terminal and transaction logging, and file management
software. Online data transmission is protected by encryption.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and USPS Privacy Act regulations regarding
access to records and verification of identity under 39 CFR 266.5.
CONTESTING RECORD PROCEDURES:
See Notification Procedure and Record Access Procedures above.
NOTIFICATION PROCEDURES:
For information pertaining to sales, inquiries should be addressed
to: Sales and Customer Relations 475 L'Enfant Plaza SW, Washington, DC
20260.
Customers wanting to know if other information about them is
maintained in this system of records must address inquiries in writing
to the Chief Customer and Marketing Officer and Executive Vice
President and include their name and address.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
August 4, 2020, 85 FR 47258; June 1, 2020, 85 FR 33208; October 24,
2011, 76 FR 65756; April 29, 2005, 70 FR 22516.
Kevin Rayburn,
Attorney, Ethics and Legal Compliance.
[FR Doc. 2025-06117 Filed 4-9-25; 8:45 am]
BILLING CODE 7710-12-P
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This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.