The Department of Homeland Security (DHS) Privacy Office conducts Privacy Impact Assessments (PIA) on technologies, rulemakings, programs, and activities, regardless of their type of classification, to ensure that privacy considerations and protections are incorporated into all DHS activities. The following assessments were conducted concerning systems operated by the Office for Civil Rights and Civil Liberties (CRCL) which collect and store personally identifiable information (PII):
- The Entellitrak PIA, which was issued for the original complaint database system used by the CRCL Compliance Branch, covers the following successor systems that collect the same or similar information:
- Service Now, Complaint Management System (CMS), 2.0 collects and stores information regarding civil rights and civil liberties allegations filed by the public regarding DHS programs and activities. It is built on the ServiceNow platform and uses a SharePoint document storage tool to store related documents.
- CRCL Complaint Intake Web Portal allows submission of a complaint by collecting allegation information and transferring the information submitted directly to CMS.
- DHS Civil Rights and Civil Liberties Complaint and Privacy Waiver Form allows submission of a complaint by collecting allegation information. Forms received by CRCL are scanned and uploaded into CMS and information from the form will also be entered into CMS data fields.
- EEO ETK (formerly iComplaints) is an electronic records system used to track complaints and supporting documentation relating to individual and class complaints of employment discrimination and retaliation prohibited by DHS civil rights statutes.
Authority: 6 U.S.C. § 345 and 42 U.S.C. § 2000ee-1, authorizes the collection of this information.
Purpose: The Department of Homeland Security will use this information to review and investigate complaints and information from the public about possible violations of civil rights and/or civil liberties relating to DHS employees, programs, or activities.
Routine Uses: This information may be disclosed to and used by personnel and contractors within DHS who have a need to know the information in order to review your complaint. The Office for Civil Rights and Civil Liberties may also share your information as necessary with appropriate government agencies outside of DHS or with non-government entities to address your complaint, or pursuant to its published Department of Homeland Security/ALL-029 Civil Rights and Civil Liberties Records System of Records.
Disclosure: Furnishing this information to CRCL is voluntary; however, failure to furnish the requested information may delay or prevent CRCL from adequately reviewing and investigating your complaint. If necessary, CRCL may also request additional information from you in order to determine the appropriate manner to address your concerns.
To learn more about the Privacy Act, go to www.dhs.gov/topic/privacy.
Office for Civil Rights and Civil Liberties
U.S. Department of Homeland Security
2707 Martin Luther King, Jr. Ave., SE
Mail Stop #0190
Washington, DC 20528-0190
Phone: 202-401-1474 | 1-866-644-8360 (toll free)
TTY: 202-401-0470 | 1-866-644-8361 (toll free)
Fax: 202-401-4708
E-mail: crcl@dhs.gov