(a) Except as provided in subdivision (b) of this section, annually, at such time and in such form as the administrator may require, the chief executive officer of the sponsor shall obtain from each volunteer fire company or volunteer fire department for which the State-administered defined contribution volunteer firefighter service award program is established for submission to the administrator, and each volunteer fire company or volunteer fire department shall provide to the chief executive officer for such purpose, the following information for each volunteer firefighter of the volunteer fire company or volunteer fire department, whether or not such volunteer firefighter is a participant in the State-administered defined contribution volunteer firefighter service award program:

(b) In lieu of requiring the chief executive officer of the sponsor to obtain the information specified in subdivision (a) of this section for submission to the administrator, the administrator may request the chief executive officer of a volunteer fire company or volunteer fire department to obtain and submit such information to the administrator. In such case, the chief executive officer of the volunteer fire company or volunteer fire department shall provide a copy of the information submitted to the administrator to the chief executive officer of the sponsor.

(c) The chief executive officer of the sponsor shall retain a copy of the information obtained pursuant to this section for use solely in connection with the administration of the State- administered defined contribution volunteer firefighter service award program.

(d) To the extent required by the Personal Privacy Protection Law, article 6-A of the Public Officers Law, all personal information obtained pursuant to this section shall be protected from public disclosure.