| Records | PII | With Whom Shared | Where Stored |
|---|---|---|---|
| Mining Permits | Company name and/or names of individual(s), telephone number(s), physical address or mailing address, e-mail address, company tax identification number (TIN/EIN) or social security number (SSN). The SSN is redacted from the permit files and kept secure for tax compliant purposes only.* |
Agency staff Permit application is posted on agency website during permitting process. Issued permits available to public through open records requests. |
Agency files Network drives Agency website |
| Tax Compliance* | Individual’s name, telephone number(s), physical address or mailing address, and social security number. | Oklahoma Tax Commission | Network drives |
| Inspection Reports, Notices of Violation, and Cessation Orders | Company name and/or individual’s name, telephone number(s), physical address or mailing address, e-mail address, certification numbers of supervisor(s) and blaster(s) | Agency staff | Agency files Network drives |
| Non-Fatal Accident Reports | Company name, telephone number(s), physical address or mailing address, e-mail address, individual’s name and age | Agency staff Public through open records requests unless confidential |
Agency files Network drives |
| Non-Mining Blasting Permits – Blasting Plans – Inspection Reports, Pictures, Videos, and Shot Records – Notices of Violations and Assessments |
Company name and/or names of individual(s), telephone number, physical address or mailing address, e-mail address, certification numbers of blaster(s) | Permit application is posted on agency website. A copy is posted outside agency entrance and is available, for viewing, upon request. Agency staff |
Agency files Network drives Agency website |
| Non-Mining Blasting Permit Exemptions – Inspection Reports – Notices of Violations and Assessments |
Company name and/or names of individual(s), telephone number, physical address or mailing address, e-mail address Individual’s name-based Oklahoma State Bureau of Investigation (OSBI) Report (for certain permit exemption categories) requires an SSN. Upon receipt, the SSN is redacted from the OSBI report prior to processing and not stored by the agency. |
Agency staff | Agency files Network drives |
| Complaints | Individual’s name, telephone number(s), physical address or mailing address, e-mail address | Agency staff Public through open records requests unless confidential |
Agency files Network drives |
| Protest Letters or Legal Filings Regarding Permitting | Company name, Individual’s name, telephone number(s)**, physical address or mailing address, e-mail address | Conference officers or hearing examiners, as applicable, and parties to respective legal proceedings administrated by ODM Agency staff **Telephone numbers are shared only with Agency staff |
Agency files Network drives |
| Bonding Instrument: Check / Money Order |
Company name and/or names of individual(s), telephone number, physical or mailing address, banking address, bank account number, bank routing number, signature | Agency staff | Agency files Network drives Vault (copy) |
| Bonding Instrument: Certificate of Deposit and Assignment of Certificate of Deposit |
Company name and/or names of individual(s), telephone number, physical or mailing address, banking address, SSN or TIN/EIN, account number or identifier | Agency staff Originating Financial Institution |
Agency files Network drives State Treasurer’s Office (original) Vault (copy) |
| Bonding Instrument: Letter of Credit |
Company name and/or names of individual(s), telephone number, physical or mailing address, banking address, SSN or TIN/EIN, account number or identifier | Agency staff Originating Financial Institution |
Agency files Network drives Vault (copy) |
| Bonding Instrument: Letter of Surety |
Company name and/or names of individual(s), telephone number, physical or mailing address, account identifier | Agency staff Originating Financial Institution |
Agency files Network drives Vault (copy) |
| Collateral Bond Agreement | Company name and/or names of individual(s), telephone number, physical or mailing address, signature | Agency staff | Agency files Network drives Vault (copy) |
| Receipts for checks, money orders, and cash | Company name and/or names of individual(s) | Agency staff | Agency files |
| Production Reports and Correspondence | Company name and/or names of individual(s), mailing address | Agency staff Public through open records requests unless confidential |
Agency files |
| Accounts Payable Invoices | Company name, mailing address, tax ID#s of vendors and employees | OMES | Agency files in restricted access area |
| Comdata Cards: | Employee names, employee ID numbers, and pin numbers Information regarding cards issued to employees using agency vehicles to perform the duties of their jobs. |
Individual Employees, Agency Chief Financial Officer, and OMES Fleet Division if reserving an OMES Fleet Vehicle | Agency files in restricted access area Network drives |
| Oklahoma Turnpike Authority – Pikepasses assigned to agency vehicles and used by employees of the agency |
Employee names; vehicle inventory numbers, and Pikepass numbers assigned to each agency vehicle on vehicle inventory and driven by each employee using an agency vehicle to do their job. | Agency staff Oklahoma Turnpike Authority – Pikepass |
Agency files in restricted access area Network drives |
| Deposits receipts/check register | Company name, individual’s names, and check numbers | Agency Financial Services staff | Agency files in restricted access area |
| Mining Commission Public Information | Individual’s name, position, state e-mail address, state phone number | Public | Agency website |
| Mining Commission Personal Information | Individual’s name, physical or mailing address, phone number(s), e-mail address, spouse’s name | Agency Administration and Commission | Network drives |
| Visitor’s Log Book | Individual’s name, company name | Agency staff | Agency files |
| Mail Log | Company name and/or names of individual(s) | Agency staff | Network drives |
Privacy Policy
Thank you for visiting the Oklahoma Department of Mines (ODM) Website and reviewing our Privacy Policy. ODM collects no personal information, such as personal names or addresses, when you visit the ODM Website. We do collect personal information when you voluntarily give us the information through submitting an application, complaint, inquiry, or by other means that you initiate.
In accordance with 74 O.S. Section 3106.4, when the Department receives such information from you, we will store the Personally Identifiable Information (PII) in hard copy and/or electronic means. The PII may include, but is not limited to the following: names, social security numbers, state or government-issued driver's license numbers, alien registration numbers, employer or taxpayer identification numbers, or any other information that is linked or linkable to an individual. This information is only shared with other administrative or regulatory governmental agencies and/or entities providing services to the Department and only if authorized by Oklahoma law.
Personally Identifiable Information (PII)
Last Modified on
Aug 21, 2023
