Draft Privacy Impact Assessment

PRIVACY IMPACT ASSESSMENT (PIA)
PRESCRIBING AUTHORITY: DoD Instruction 5400.16, "DoD Privacy Impact Assessment (PIA) Guidance". Complete this form for Department of Defense
(DoD) information systems or electronic collections of information (referred to as an "electronic collection" for the purpose of this form) that collect, maintain, use,
and/or disseminate personally identifiable information (PII) about members of the public, Federal employees, contractors, or foreign nationals employed at U.S.
military facilities internationally. In the case where no PII is collected, the PIA will serve as a conclusive determination that privacy requirements do not apply to
system.
1. DOD INFORMATION SYSTEM/ELECTRONIC COLLECTION NAME:

MARINE CORPS MARATHON AUTOMATED SUPPORT SYSTEM
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:

Department of the Navy/United States Marine Corps
Marine Corps Community Services - Marine Corps Marathon Organization
SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)
a. The PII is: (Check one. Note: Federal contractors, military family members, and foreign nationals are included in general public.)
From members of the general public

From Federal employees

from both members of the general public and Federal employees

Not Collected (if checked proceed to Section 4)

b. The PII is in a: (Check one.)
New DoD Information System

New Electronic Collection

Existing DoD Information System

Existing Electronic Collection

Significantly Modified DoD Information System
c. Describe the purpose of this DoD information system or electronic collection and describe the types of personal information about individuals
collected in the system.

Information required for registration includes first name, middle initial, last name, personal email address, date of birth, gender, contact
information, emergency contact, emergency relationship, and if applicable physical or special accommodation selection, t-shirt size,
expected finish time, team category question, credit card number and expiration date. Race results will be added.

d. Why is the PII collected and/or what is the intended use of the PII? (e.g., verification, identification, authentication, data matching, mission-related use,
administrative use)

MISSION-RELATED AND ADMINISTRATIVE USE
e. Do individuals have the opportunity to object to the collection of their PII?

Yes

No

(1) If "Yes," describe the method by which individuals can object to the collection of PII.
(2) If "No," state the reason why individuals cannot object to the collection of PII.

A SIGNATURE IS REQUIRED TO SIGN UP FOR THE EVENTS AND THEY HAVE TO SIGN SEVERAL WAIVERS
f. Do individuals have the opportunity to consent to the specific uses of their PII?

Yes

No

(1) If "Yes," describe the method by which individuals can give or withhold their consent.
(2) If "No," state the reason why individuals cannot give or withhold their consent.

Acknowledgment of reading the liability and publicity waivers by signature while registering allow for further use of data such as enewsletters. If they do not agree to the waivers, they cannot complete registration. Individuals may opt out of receiving promotional items
by unsubscribing.
g. When an individual is asked to provide PII, a Privacy Act Statement (PAS) and/or a Privacy Advisory must be provided. (Check as appropriate and
provide the actual wording.)
Privacy Act Statement

Privacy Advisory

Not Applicable

OMB#0703-0053 - NOW 0712-0005
Expires on:09302023
Privacy Act Statement Authority: 10 U.S.C. 5041, Headquarters, US Marine Corps; Marine Corps Order P1700.27B, Marine Corps Community Services Policy
Manual (MCCS); Marine Corps Marathon Charter effective 27 Mar 2007; and SORN MMC00010 and NM01700-1.
DD FORM 2930, JUN 2017

PREVIOUS EDITION IS OBSOLETE.

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Purpose: To register, acknowledge and promote participation in Marine Corps Marathon Organization events. Information is used to plan,
organize, coordinate and execute the events and communicate with the runners and volunteers before, during and after the event to include
publication of finisher results, finisher certificates and race photographs, videos and motion pictures. Data and photographs, videotape,
motion pictures and other recordings may be used by the Marine Corps Marathon Organization and its select sponsors for surveys,
publications on websites, race programs and promotions, newspaper articles, newsletters and other race marketing purposes and runner
enhancements. Medical data is collected via runner's consent and used only by medical personnel during races and for data research at the
Marine Corps Marathon Organization and is not shared with other entities.
Routine Uses: Information is accessed by Marine Corps Marathon Organization personnel with a need to know to meet the purpose.
Information may be provided to television, online and print media to provide publicity on the Marine Corps Marathon Organization events
and to selected sponsors approved by the Marine Corps Marathon Organization. A complete list and explanation of the applicable routine
uses is published in the authorizing SORNS available at https://dpcld.defense.gov/Privacy/SORNsIndex/DOD-wide-SORN-Article-View/
Article/570650/mmc00010/. and https://dpcld.defense.gov/Privacy/SORNsIndex/DOD-wide-SORN-Article-View/Article/570424/
nm01700-1/
Disclosure: Voluntary. However, failure to provide the information may result in ineligibility to participate in the Marine Corps Marathon
Organization events.
Agency Disclosure Statement The public reporting burden for this collection of information, 0703-0053, is estimated to average 5 minutes per response, including the time
for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the
collection of information. Send comments regarding the burden estimate or burden reduction suggestions to the Department of Defense,
Washington Headquarters Services, at whs.mc-alex.esd.mbx.dd-dod-information-collections@mail.mil. Respondents should be aware that
notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if
it does not display a currently valid OMB control number.
h. With whom will the PII be shared through data/system exchange, both within your DoD Component and outside your Component?
(Check all that apply)

MCMO/MCCS

Within the DoD Component

Specify.

Other DoD Components (i.e. Army, Navy, Air Force)

Specify.

Other Federal Agencies (i.e. Veteran’s Affairs, Energy, State)

Specify.

State and Local Agencies

Specify.

Contractor (Name of contractor and describe the language in
the contract that safeguards PII. Include whether FAR privacy
clauses, i.e., 52.224-1, Privacy Act Notification, 52.224-2,
Privacy Act, and FAR 39.105 are included in the contract.)

Burns Computer Services and Haku - activities are NAF and
therefore do not fall under FAR
Specify. requirements. Safeguard language is used similar to FAR to
FAR clauses

Other (e.g., commercial providers, colleges).

Specify.

Towsen University, University of Mary Washington for
economic impact studies. Sponsors: FinisherPix, iTab,
Recover Brand, RunCoach.

i. Source of the PII collected is: (Check all that apply and list all information systems if applicable)
Individuals

Databases

Existing DoD Information Systems

Commercial Systems

Other Federal Information Systems

j. How will the information be collected? (Check all that apply and list all Official Form Numbers if applicable)
E-mail

Official Form (Enter Form Number(s) in the box below)

In-Person Contact

Paper

Fax

Telephone Interview

Information Sharing - System to System

Website/E-Form

Other (If Other, enter the information in the box below)

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OMB0703-0053 is used as form number as registration is an online registration portal
k. Does this DoD Information system or electronic collection require a Privacy Act System of Records Notice (SORN)?
A Privacy Act SORN is required if the information system or electronic collection contains information about U.S. citizens or lawful permanent U.S. residents that
is retrieved by name or other unique identifier. PIA and Privacy Act SORN information must be consistent.
Yes

No

If "Yes," enter SORN System Identifier

MMC00010 and NM01700-1

SORN Identifier, not the Federal Register (FR) Citation. Consult the DoD Component Privacy Office for additional information or http://dpcld.defense.gov/
Privacy/SORNs/
or
If a SORN has not yet been published in the Federal Register, enter date of submission for approval to Defense Privacy, Civil Liberties, and Transparency
Division (DPCLTD). Consult the DoD Component Privacy Office for this date
If "No," explain why the SORN is not required in accordance with DoD Regulation 5400.11-R: Department of Defense Privacy Program.

l. What is the National Archives and Records Administration (NARA) approved, pending or general records schedule (GRS) disposition authority
for the system or for the records maintained in the system?
(1) NARA Job Number or General Records Schedule Authority.

DAA-NU-2015:0001-0023

(2) If pending, provide the date the SF-115 was submitted to NARA.

(3) Retention Instructions.

Final Disposition - Temporary
Cutoff Instruction - Cutoff at end of celendar year
Retention Period - Destroy 10 year(s) after cutoff
m. What is the authority to collect information? A Federal law or Executive Order must authorize the collection and maintenance of a system of
records. For PII not collected or maintained in a system of records, the collection or maintenance of the PII must be necessary to discharge the
requirements of a statue or Executive Order.
(1) If this system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act SORN should be similar.
(2) If a SORN does not apply, cite the authority for this DoD information system or electronic collection to collect, use, maintain and/or disseminate PII.
(If multiple authorities are cited, provide all that apply).
(a) Cite the specific provisions of the statute and/or EO that authorizes the operation of the system and the collection of PII.
(b) If direct statutory authority or an Executive Order does not exist, indirect statutory authority may be cited if the authority requires the
operation or administration of a program, the execution of which will require the collection and maintenance of a system of records.
(c) If direct or indirect authority does not exist, DoD Components can use their general statutory grants of authority (“internal housekeeping”) as
the primary authority. The requirement, directive, or instruction implementing the statute within the DoD Component must be identified.

MMC00010, Marine Corps Marathon Automated Support System (February 13, 2015, 80 FR8078),NM01700-1, DON General Morale,
Welfare, and Recreation Records (February 12, 2008, 73 FR 8035)
Authority: 10 U.S.C. 5041, Headquarters, US Marine Corps; Marine Corps Community Services Policy Manual (MCCS), Marine Corps
Order P1700.27B, Marine Corps Community Services Policy Manual (MCCS); Marine Corps Marathon Charter effective 27 Mar 2007; and
SORN MMC00010 and NM01700-1.
n. Does this DoD information system or electronic collection have an active and approved Office of Management and Budget (OMB) Control
Number?
Contact the Component Information Management Control Officer or DoD Clearance Officer for this information. This number indicates OMB approval to
collect data from 10 or more members of the public in a 12-month period regardless of form or format.
Yes

No

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Pending

PREVIOUS EDITION IS OBSOLETE.

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(1) If "Yes," list all applicable OMB Control Numbers, collection titles, and expiration dates.
(2) If "No," explain why OMB approval is not required in accordance with DoD Manual 8910.01, Volume 2, " DoD Information Collections Manual:
Procedures for DoD Public Information Collections.”
(3) If "Pending," provide the date for the 60 and/or 30 day notice and the Federal Register citation.

OBM 0703-0053 now 0712-0005 EXPIRES09/30/2023

DD FORM 2930, JUN 2017

PREVIOUS EDITION IS OBSOLETE.

AEM Designer

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