Making a Privacy Act (PA) Request
The Privacy Act of 1974 (5 U.S.C. 552a), establishes safeguards for the protection of records that the federal government collects and maintains on United States citizens and aliens lawfully admitted for permanent residence. Specifically, it mandates that the government:
- Disclose why information is being collected and how it will be used;
- Maintain only what is needed to accomplish agency business;
- Publish any new, revised, or deleted system notices in the Federal Register;
- Ensure that information is accurate, relevant, and complete; and
- Provide individuals with the opportunity to correct inaccuracies in their record.
The Privacy Act allows individuals to:
- Seek access to records retrieved by their name and personal identifier;
- Seek the amendment of any inacurate information;
- provide written authorization for representatives to act on their behalf; and
- Seek records on behalf of a minor child if they are the legal guardian or parent and are determined to be acting in the minor's best interest.
How can I request access to USFF records about myself?
To request access to information about yourself contained in a USFFC Privacy Act system of records, write USFFC at the following address:
Commander, U.S. Fleet Forces Command
Attn: Privacy Act Coordinator (N01P)
1562 Mitscher Avenue, Suite 250
Norfolk, VA 23551
A proper Privacy Act request letter must contain:
- The complete name and identifying number of the USFFC system of record notice as published in the Federal Register;
- A brief description of the nature, time, place, and circumstances of your association with USFFC;
- Any other information which you believe would help the USFFC Privacy Act coordinator determine whether the information about you is included in the system of records;
- If you are authorizing another individual to have access to your records, the name of that person; and
- A Privacy Act certification of identity.
What is a Privacy Act certification of identity?
When you request access to records about yourself, you must verify your identity. You must sign your request and your signature must either be notarize or submitted by you under 28 U.S.C. 1746, a law that permits statements to be made under penalty of perjury as a substitute for notarization. While no specific form is required, you may obtain a Certification of Identity form HERE.
If choosing to make your own form, the following information is required:
- Your full name;
- An acknowledgement that you understand the criminal penalty in the Privacy Act for requesting or obtaining access to records to records under false pretenses (5 U.S.C. 552a(l)(3)); and
- A declaration that your statement is true and correct under penalty of perjury
How long will it take for USFFC to process my request?
We will respond to your request within 10 working days of its receipt. If possible, we will make the records available to you at that time. If we anticipate a delay of more than 10 working days, we will notify you of an alternative date when the system manager will make the records available.
If your request does not contain enough information to allow the system manager to locate the records, we will request more information from you. Once we receive the additional information, we will respond to your request within 10 days.
How does USFFC provide access?
USFFC will provide you access to your records by sending you or your authorized representative a copy of the records requested.
Are there fees for copies of records?
Yes. The charge is $.15 per page, with the first 100 pages being provided without charge. Please be sure to state the total amount you are willing to pay for copies of the requested records and contact information. Should the amount exceed your maximum amount stated, the USFFC Privacy Act coordinator will contact you to negotiate payment of fees.
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