Privacy program

FCA’s privacy program evaluates agency programs, systems, and initiatives for potential privacy impacts. It also provides mitigation strategies to reduce privacy impacts and ensures transparency around FCA policies and practices related to the handling of personally identifiable information.

The Farm Credit Administration’s Privacy Act regulations are available at 12 CFR Part 603, and our public privacy policy is available on FCA.gov. Following is the contact information for our senior agency official for policy:

Jerry Versace
Chief Information Officer
Office of Information Technology
Voice: 703-883-4302
TTY: 703-883-4056
Email: [email protected]

FCA takes your privacy seriously, so we’ve created a process by which you can formally file a complaint with our privacy office.

Types of complaints

We accept written complaints about the following:
- How we collect or use personal information
- How, when, and with whom we share the personal information we collect
- The type(s) or amount of personal information we collect
- A problem with, or violation of, your privacy protections or a harm to your privacy in the administration of our programs and operations
- Any other concerns about how we may handle the personal information we collect or its impact on your personal privacy
Complaints about the privacy of a business entity, a corporation, or any entity other than a person are not covered by our privacy complaint procedures. This includes complaints about Farm Credit System institutions. If you are a borrower seeking to file a complaint about an FCS institution, please go to Borrower rights and how to file a complaint.

Requests for access to, amendment, or correction of records under the Privacy Act are not complaints. Refer to FCA’s Privacy Act request procedures at 12 CFR Part 603.310 to file a Privacy Act request. Filing a complaint does not negate or replace your right to seek judicial relief under the Privacy Act or other federal laws for violations of individual privacy rights.

How to submit a privacy complaint

To submit a privacy complaint, send it by email to [email protected]. The email must be written, in English, and should have the words “Privacy Complaint” in the subject line. All complaints must include the following information:
- Complainant’s name
- Summary of the complaint or description of the specific circumstances
- Summary of other steps taken, if any, by the submitter, complainant, or FCA to resolve the complaint
Please do not include sensitive or confidential information in your complaint. We cannot guarantee protection of information submitted via unsecured email.

How we evaluate privacy complaints

We will acknowledge receipt of your complaint within seven business days of receipt.

The FCA privacy office will assess the complaint and recommend any legally necessary actions in response to your complaint. We will provide you an update once your complaint is closed and describe any action we take in response to your complaint.

Our goal is to review and close complaints within 25 business days of receipt. For complaints that require more than 25 business days, we will contact you to provide a status update.

All updates will be provided by email to the original email account from which you submitted the complaint.

The Privacy Act of 1974, as amended (5 U.S.C. § 552a), prohibits the disclosure without consent of information about individuals that the federal government maintains in a system of records. Agencies are required to give the public notice of their systems of records by publication in the Federal Register. The Farm Credit Administration’s Systems of Records Notices are listed below.
- General Statement of Routine Uses (PDF)
- FCA-1—Employee Attendance, Leave, and Payroll Records — FCA (PDF)
- FCA-2—Financial Management Records — FCA (PDF)
- FCA-3—Property Accountability Records—FCA (PDF)
- FCA-4—Biographical Files—FCA (PDF)
- FCA-5—Assignments and Communication Tracking System—FCA (PDF)
- FCA-6—Freedom of Information and Privacy Act Requests—FCA (PDF)
- FCA-7—Inspector General Investigative Files—FCA (PDF)
  Pursuant to 5 U.S.C. 552a(j)(2), records in this system are exempt from the provisions of 5 U.S.C. 552a, except subsections (b); (c)(1) and (2); (e)(4)(A) through (F); (e)(6), (7), (9), (10), and (11); and (i); and corresponding sections of 12 CFR 603.355, to the extent a record in the system of records was compiled for criminal law enforcement purposes. Pursuant to 5 U.S.C. 552a(k)(2), the system is exempt from 5 U.S.C. 552a(c)(3); (d); (e)(1); (e)(4)(G), (H), and (I); and (f), and the corresponding provisions of 12 CFR 603.355, to the extent the system of records consists of investigatory material compiled for law enforcement purposes. Material within the scope of the exemption at 5 U.S.C. 552a(j)(2) is also exempt. See 12 CFR 603.355.
- FCA-8—FCA Information Technology User Access and Usage Records—FCA (PDF)
- FCA-9—Personnel Security Files—FCA (PDF)
  Information in this system of records about a confidential source’s identity is subject to a specific exemption, 5 U.S.C. 552a(k)(5), to ensure accurate information on employment suitability.
- FCA-10—Farm Credit System Institution Criminal Referrals—FCA (PDF) This system is subject to a specific exemption, 5 U.S.C. 552a(k)(2), to the extent investigatory material is compiled for law enforcement purposes. Federal criminal law enforcement investigatory reports maintained as part of this system may be subject to exemptions imposed by the originating agency under 5 U.S.C. 552a(j)(2).
- FCA-11—Litigation and Administrative Adjudication Files—FCA (PDF)
- FCA-12—Health and Life Insurance Records—FCA (PDF)
  Rescinded effective September 2, 2020.
- FCA-13—Correspondence Files—FCA (PDF)
- FCA-14—Employee Travel and Relocation Records—FCA (PDF)
- FCA-15—General Training Records—FCA (PDF)
- FCA-16—Examiner Career Management, Training, and Performance Feedback Records—FCA (PDF)
- FCA-17—Organization Locator and Personnel Roster System—FCA (PDF)
- FCA-18—Inspector General Investigative Files—FCA (PDF)
  Rescinded effective September 29, 2020.
- FCA-19—Non-Payroll Employee Administrative Records—FCA (PDF)
- FCA-20 – Health and Safety in the Workplace Records System – FCA (PDF)

FCA has a process for requesting and amending individual records. See sections 603.310, 603.320, and 603.330 of our regulations.

You may request a record concerning yourself by completing this access request form (PDF) and sending the form to [email protected].

You may request a record concerning yourself to provide to another individual or entity by completing this disclosure consent form (PDF) and sending the form to [email protected].

You also may submit your request in writing to the following address:

Privacy Act Officer
Office of General Counsel
1501 Farm Credit Drive
McLean, VA 22102-5090

Your request should state your full name and address and identify the system (or systems) of records believed to contain the information or record you seek. The Privacy Act officer will determine within a reasonable period after the date of receipt whether the request should be granted and will notify you of the determination.

If, after disclosure, you believe the record is not accurate, relevant, timely, or complete, you may request in writing that the record be amended. In your request, be sure to identify the system of record and briefly describe the requested changes and the reason you are requesting them. Submit your request to the Privacy Act officer.