PRIVACY POLICY

  1. PURPOSE:

Indian Electric Cooperative, Inc. (“IEC” or “Cooperative”) recognizes the importance of having effective and meaningful privacy and confidentiality protections in place when it collects, uses, discloses, and retains IEC member information.  The purpose of this Privacy Policy is to establish the standards to be applied across IEC in carrying out its responsibility and commitment to respecting the privacy and confidentiality of IEC member information.  

  1. POLICY:

IEC shall protect the privacy and confidentiality of IEC members in accordance with this Privacy Policy which describes the information that IEC collects from its members as a routine part of its operations, and how IEC uses, protects, and shares the information that it collects through office interactions with members and information collected through IEC’s online interfaces, including IEC’s website, mobile applications, texting platforms, and applications IEC uses on social media platforms.

In addition to protecting member information in IEC’s possession, IEC has implemented an Identity Theft Red Flags program meant to detect, prevent, and mitigate risks of identity theft to its Members in connection with the opening or maintenance of membership accounts (See IEC General Policy No. 508 – Identity Theft). 

  1. PROVISIONS:

A)           Categories of Information Collected

  1. Contact information, including a member’s name, address, telephone number, user name, password, and e-mail address;
  2. Billing information, including Social Security number, credit information, financial account information, and payment information and history;
  3. Electric usage data gathered by IEC’s metering systems and a member’s service history, which may include information on a member’s property and appliances and information maintained for meter reading purposes (e.g., warning about a dog in the yard or gate lock combination);
  4. Capital and patronage account information for members and former members and contact information for former members resulting from membership and governance activities;
  5. Anonymous responses to member surveys conducted by IEC to identify needs or improve service;
  6. Additional information about a member or member’s property, appliances, and activities obtained through services offered by IEC;
  7. Electronic imaging (video), or electronic images (pictures) of IEC’s distribution assets on or near a member’s premises; and
  8. Business telephone recordings and tracking of conversations made to, or from, IEC.

B)           Purposes for Collection; Access and Correction

  1. IEC collects and maintains information about members for purposes that are suitable to IEC’s operations and management. Information is collected only through lawful and fair means and for appropriate purposes.
  2. IEC is committed to maintaining accurate, complete, timely, relevant, and appropriate information about members as necessary for the purpose for which the information is to be used. IEC generally permits its members to access and seek correction of records about themselves that are maintained and used by IEC to provide service, for billing, and to manage capital accounts. Any requests for, or disputes relating to, access, correction, or other matters should be directed to IEC by email at info@iecok.com or by phone at (918)-295-9500 or 800-482-2750. IEC will do its best to resolve any questions or problems that may arise regarding the use of member information.
  3. IEC may provide usage data to members who have access to electric usage data through an interface, such as a mobile app, website, or in-home display.
  4. Electronic images may be provided to members or non-members (e.g. pole damage caused by auto) to support IEC's position on a claim, maintenance item, or diagnosis of IEC distribution assets. Images are collected for work-related purposes only.
  5. Business telephone recordings will generally not be made available to the member; however, the timing and purpose of the calls may be discussed with members on the account or invoice. Recordings may be used for training, vendor relations, or to confirm with a member IEC's request or instruction.

C)           How IEC Collects Member Information

IEC collects member information through the following methods:

  1. When members create an account and interact with IEC regarding their account, utility service, or participation in IEC programs;
  2. When members use electricity service and metering systems;
  3. When members interact with IEC through office interactions with IEC staff and when members share information collected through IEC’s online interfaces, including IEC’s website, mobile applications, texting platforms, and applications IEC uses on social media platforms;
  4. When IEC interacts with third parties, such as law firms, and credit/collection agencies;
  5. When IEC conducts a member survey; and
  6. When IEC captures images for the maintenance or diagnosis of distribution assets on or near the member's premises.

D)           Use and Retention of Member Information by IEC

  1. IEC uses information about members in defined and responsible ways in order to manage, provide, and improve its products, services, operations, and member touchpoints.
  2. Data about members’ electric usage may be compiled in aggregate form so that an individual member’s daily energy usage habits are not revealed, and such data may be used by IEC to improve system operations, efficiency and overall customer service.
  3. IEC retains member information including telephone recordings, electronic images, IVR access, and energy usage data, in such amounts and for such periods of time as required by law or regulation or as reasonably necessary to provide services, in accordance with IEC General Policy No. 105 (Records Retention and Disposal).

E)  Security

    1. IEC maintains member information, telephone recordings, electronic images with reasonable and appropriate technical, administrative, physical and cyber safeguards to protect against loss, unauthorized access, destruction, misuse, modification, and improper disclosure of members’ information, however, no system can be fully protected against every possible hazard.
    2. IEC requires its employees and contractors who have access to member information to comply with this Privacy Policy. Any employee or contractor who fails to comply with these rules may be subject to disciplinary action up to and including termination.
    3. Member information that members may access through IEC's website is protected using cyber security protocols designed to prevent unauthorized third parties from accessing such information.

F)   Disclosure to Third Parties

    1. IEC does not share member information with a third party, except at the members request, with the member's consent, or as described below. Members who wish to authorize IEC to disclose their information (except imaging and telephone recordings) to a third party may do so by contacting IEC by email at info@iecok.com or by phone at (918)-295-9500 or 800-482-2750.
    2. Member information may be disclosed to contractors or third parties hired by IEC to assist in carrying out operations, such as service, maintenance, billing, and management functions including legal, audit, and collection services. Information may also be shared with other utilities to meet operational requirements. Member information will only be disclosed to such persons to the extent necessary to render the services, and only to those who agree to maintain the confidentiality and security of the information.
    3. Sufficiently aggregated information may be disclosed to third parties where necessary or beneficial for IEC.
    4. Information may be disclosed when authorized or required by law, including in response to a search warrant, subpoena, or court/law enforcement order. Disclosures may also be made when appropriate to protect IEC's legal rights or in situations involving an imminent threat to life or property. IEC will take reasonable steps to limit the scope and consequences of any of these disclosures.
    5. In addition, information may be shared with third parties that offer products and services of interest to IEC members. IEC does not sell, rent, loan, exchange, or otherwise release member information to non-affiliated third parties for their marketing purposes, without a member's consent.
    6. IEC may make information regarding third party products and services available to members through IEC’s website or other forms of member communications such as bill stuffers or Lamp publications.

G) Disclosure of Membership Lists to Members

Membership lists of IEC may be disclosed to a member for proper purposes, such as in connection with IEC election activities. Such disclosures will only be made in accordance with IEC General Policy No. 506 (Member Access to IEC Information), and further uses of any lists so disclosed will be subject to that policy.

  1. RESPONSIBILITY:

The Board of Directors, the CEO/General Manager, and all IEC employees.

This policy supersedes any existing policy which may be in conflict with the provisions of this policy.