My Number: Collection, Management & Disposal Rules
My Numbers may only be collected for legally mandated purposes (tax withholding, social insurance, etc.) and must be verified, securely stored, and disposed of when no longer needed.
【Permissible collection purposes (exhaustively listed by the My Number Act)】
· Preparing withholding slips and payment statements
· Social insurance (health, pension, employment) filings
· Tax return related documents
Collection, use, or disclosure for other purposes is prohibited.
【Identity verification procedure】
When collecting My Numbers, you need both ① number verification (is it the correct number?) and ② identity verification (is this the right person?).
· A My Number Card alone covers both (copy front and back, or present it)
· Or: notification card + driver's license or similar
【Security measures (Personal Information Protection Commission guidelines)】
· Establish a basic policy and handling procedures
· Restrict access to designated personnel and provide training
· Lock storage locations and restrict access
· Maintain records of any external disclosures
【Disposal obligation】
Dispose of records promptly when the purpose of use ends.
· Paper: shred or otherwise make unrecoverable
· Digital: securely delete or physically destroy the storage media
【My Number management in WorkVell】
Centrally manage collection status, provision requests, and deletion requests from the admin screen.
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