State of Tennessee Web Site Privacy Statement
The privacy, confidence, and trust of individuals who visit the Tennessee Department of State Web site are important to us. No personal information is collected at this site unless it is provided voluntarily by an individual while participating in an activity that asks for the information. The following paragraphs disclose the information gathering and usage practices for the web site.
Collection of Information
The Department of State collects only the personal information that is necessary to provide the information or services requested by an individual. "Personal information" refers to any information relating to an identified or identifiable individual who is the subject of the information. This is the same information that an individual might provide when visiting a government office and includes such items as an individual’s name, address, or phone number. We also collect statistical information that helps us understand how people are using the web site so we can continually improve our services. The information collected is not associated with any specific individual and no attempt is made to profile individuals who browse the web site. You may be asked to participate in surveys at this site. Participation is optional, and the choice to participate or not to participate will have no effect on your ability to use other features of the site.
Use of Information
The Department of State uses the collected information to respond appropriately to requests. This may be to respond directly to you or to improve the web site. E-mail or other information requests sent to the State web site may be maintained or forwarded to the appropriate agencies in order to respond to the request. Survey information is used for the purpose designated in the survey.
Retention of Information
Personal information that is not submitted knowingly by users of this web site is neither retained nor shared in any manner or for any purpose. Records needed to support State program functions are retained, managed, and accessible in record-keeping or filing systems in accordance with established records disposition authorizations approved by the State’s Public Records Commission. Records transmitted to this site will be identified, managed, protected, and retained as long as they are needed to meet historical, administrative, fiscal, or legal requirements.
Regardless of whether information is provided to the Department of State by personal visit, mail, or web site, it becomes public record and is open to public inspection unless protected by State or Federal law. Public records are subject to the rules and requirements located in Tennessee Code Annotated Title 10 Chapter 7. A public record is defined as follows: "Public record(s)" or "state record(s)" means all documents, papers, letters, maps, books, photographs, microfilms, electronic data processing files and output, films, sound recordings or other material, regardless of physical form or characteristics made or received pursuant to law or ordinance or in connection with the transaction of official business by any governmental agency. (T.C.A. 10-7-301 (6)) Based on the definition of public records, be aware that any information collected at this site could be made available to the public. Requests for public records will be examined for compliance with public record laws.
Web Site Security
The Tennessee Department of State is committed to the security of the information that is either available from or collected by this web site. The Department of State has taken multiple steps to safeguard the integrity of its telecommunications and computing infrastructure, including but not limited to, authentication, monitoring, auditing, and encryption.
Linking to the Department of State Site
Permission to link to the Department of State site is not required, but such links may not present state Web pages within frames. In addition, be aware that the page you link to may change without notice. Sites linking to Department of State pages should periodically verify those links for accuracy.
Links to Other Sites
This site has links to many other Web sites. These include links to Web sites operated by other government agencies, nonprofit organizations, and educational institutions. These links to outside sources are provided for the convenience of our users, and their inclusion on our web site does not, in any way, imply endorsement. The Department of State has no responsibility for the content or maintenance of these sites, and we suggest that you review the privacy statements for these sites.
The Department of State Web site is subject to the same accessible Web standards as federal agencies. Section 508 of the Federal Register establishes requirements for federal electronic and information technology, and the federal Access Board has issued the standards to meet those requirements.
We are committed to making our site accessible to all users and we have included several features designed to improve accessibility for all users. We welcome comments on how to improve the site's accessibility for users with disabilities.
If you use assistive technology and the format of any material prevents your ability to access the information, please contact us by mail, phone, or e-mail for assistance. In order to respond in a manner most helpful to you, please note the nature of your accessibility concern, the preferred format in which to receive the online material, the Web page address of the requested material, and the best way to contact you.
Hard copy documents are available for those unable to access or view the downloadable files on this Web site. Simply contact us by mail, phone, or e-mail to make your request.
The Department of State welcomes comments regarding this privacy statement or any other matters regarding use of this web site. Please convey any questions or concerns to the webmaster.