Michigan’s SSN Privacy Act: keep Social Security numbers off ID badges and publish an SSN privacy policy

Michigan’s Social Security Number Privacy Act, MCL 445.83, bars intentionally printing all or more than four sequential SSN digits on identification badges or cards, publicly displaying them, or using them as a primary account number, subject to exceptions. MCL 445.84 requires businesses that obtain SSNs to create and publish a privacy policy.

Source facts

MCL 445.83, part of Michigan’s Social Security Number Privacy Act (2004 PA 454, effective March 1, 2005), says that, except as provided, a person shall not intentionally publicly display all or more than 4 sequential digits of an employee’s, student’s or other individual’s Social Security number, or visibly print them on any identification badge or card, membership card, or permit or license. The section also restricts using them as a primary account number and including them in mailed documents, with listed exceptions.

The section also bars requiring an individual to send those digits over the internet or a computer network unless the connection is secure or the transmission is encrypted, or to use them to gain access to a website or system without such protection or a password or other authentication device. Mailings may not show the digits from outside the envelope.

MCL 445.84 requires a person who obtains Social Security numbers in the ordinary course of business to create a privacy policy that ensures their confidentiality to the extent practicable, prohibits unlawful disclosure, limits who has access, describes proper disposal and establishes penalties for violations, and to publish it in an employee handbook, procedures manual or similar document. That section does not apply to holders acting in compliance with the Fair Credit Reporting Act or the Gramm-Leach-Bliley Act.

Applicability

Use this for organizations that handle Social Security numbers of Michigan employees, students or others. The act has exceptions, including uses required by law, and other states have their own rules; confirm specifics with counsel.

DSE recommendation

DSE recommends checking badge templates, visitor and HR forms, and system logins to confirm none display or require more than four sequential Social Security number digits outside the act’s exceptions. Use employee and badge numbers that are not derived from SSNs, restrict SSN fields in access control and HR databases to the staff who need them, and put the required privacy policy and disposal steps in the employee handbook.

Verification

Review a sample of printed badges, cardholder records and mailed documents annually, confirm exports and reports mask SSNs, and check that the published policy covers all five required elements.

Official references

Michigan Legislature — MCL 445.83, Social Security Number Privacy Act (2004 PA 454). Michigan Legislature — MCL 445.84, Privacy policy. Reviewed October 18, 2026.