3-4.3 Method of Providing Notice

3-4.3 Method of Providing Notice

The privacy notice must be provided to the individual in a manner that is appropriate given the context of the interaction. Below are some common locations in which individuals may be asked to submit personal information and corresponding guidelines on how the privacy notice must be provided in those situations.

Contact Point	Procedures for Providing a Privacy Notice to Individuals
In Person (e.g., retail, interviews)	A privacy notice document may be provided to the customer or the notice can be read aloud. If the notice is read aloud to the individual, make a note that the notice was provided orally and save that note with the customer’s personal information as proof that the notice was provided. If the privacy notice is provided orally, the individual must be provided with an opportunity to receive a hard copy of the USPS Privacy Policy either at the contact point or through the mail.
Hard Copy Forms	A written privacy notice must appear on or adjacent to the form close to where personal information will be entered by the individual. Alternatively, a separate written notice can be provided before the individual is asked to submit his or her personal information.
Telephone	Provide callers with a privacy notice using an automated system or by providing the notice orally. If an automated system is used, the system must deliver the notice when the caller is transferred to an option where personal information may be collected. If a caller requests additional information, the agent must mail or email the caller a copy of the privacy notice. Alternatively, postal personnel responding to a call may provide the notice orally. If the privacy notice is provided orally, the individual must be provided with an opportunity to receive a hard copy of the USPS Privacy Policy either at the contact point or through the mail.
Online/Website	Provide a privacy notice on a portion of the page that is close to the location where the personal information is being collected. If such placement is not feasible or desirable, a pop-up box may be used that contains the text of the notice.
Email	If personal information may be collected as a result of an email interaction, provide a privacy notice in the same email that solicits the personal information or in a communication that precedes the collection of the information.