Social Security Number Privacy

The University of Florida actively limits use of and protects the personal identification information that it collects, including Social Security numbers (SSNs).

Collection and use of SSNs is authorized by Florida law (F.S. 119.071(5)), which provides that a “public agency” in the state of Florida may collect and use SSNs where the agency is specifically authorized by law to do so or where it is imperative for the performance of the agency’s duties and responsibilities as prescribed by law.

Some examples of when your Social Security number may be collected and maintained include, but are not limited to, applying to and enrolling in the university, administration of federal financial aid, becoming employed by the university, and other activities related to maintaining employment and education records. Additional information about the collection of SSNs of “Students and Employees within the State University System of Florida” is available from the Florida Board of Governors here.

Florida law also requires a public agency collecting an individual’s SSN to notify the individual of the specific authority by which it is collecting the SSN. The University of Florida published a “SSN Matrix” to assist with this notification.

Florida Statute 119.071 [Excerpts]

2.a. An agency may not collect an individual’s social security number unless the agency has stated in writing the purpose for its collection and unless it is:

(I) Specifically authorized by law to do so; or
(II) Imperative for the performance of that agency’s duties and responsibilities as prescribed by law.
2.b. An agency shall identify in writing the specific federal or state law governing the collection, use, or release of social security numbers for each purpose for which the agency collects the social security number, including any authorized exceptions that apply to such collection, use, or release. Each agency shall ensure that the collection, use, or release of social security numbers complies with the specific applicable federal or state law.
2.c. Social security numbers collected by an agency may not be used by that agency for any purpose other than the purpose provided in the written statement.

For UF Faculty and Staff:

  • The Privacy Office provides training about protection and appropriate uses of SSNs.
  • To request permission to use and/or collect SSNs for purposes that are not already approved (i.e., purposes not described in the SSN Matrix), please go here.