Privacy Act - Annual Report to Parliament 2017-2018

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Table of Contents

 

Introduction

The Privacy Act (Revised Statutes of Canada, Chapter P-21, 1985) was proclaimed on July 1, 1983. It extends the present laws of Canada that protect the privacy of individuals, and provides individuals with a right of access to personal information about themselves. It also protects the privacy of individuals by denying third parties access to personal information relating to them and enabling them to exercise strict control over the collection, disclosure and use of such information. Necessary exceptions should be limited and specific.

This annual report is tabled in Parliament in accordance with section 72 of the Privacy Act and describes how Western Economic Diversification Canada administered its responsibilities for the reporting period. It will be will published on the department's public website (www.WD-deo.gc.ca) once it has been tabled.

WD is committed to both the spirit and intent of the Privacy Act, to ensure the privacy of individuals with respect to their personal information held by the department.

 


Administration of the Act

Departmental Mandate

Western Economic Diversification Canada (WD) was established in 1987 to promote the development and diversification of the economy of Western Canada and to advance the interests of the West in national economic policy, program and project development and implementation.  The Minister of Innovation, Science and Economic Development is responsible for this organization.

The Department operates under the provision of the Western Economic Diversification Act, which came into force on June 28, 1988.WD's mandate allows the department to deliver a wide range of initiatives across the West and make strategic investments to build on regional competitive advantages. Its western base enables the department to foster strong partnerships with business and community organizations, research and academic institutions, Indigenous peoples, and provincial and municipal governments. These connections help WD reflect western perspectives in national decision-making.

Departmental Structure

WD employs 336 individuals across Western Canada and in Ottawa, including economists, commerce officers and policy analysts. Specialists in such areas as communications, corporate administration, financial management, human resources, information management and information technology, and procurement provide the policy and programs analysts with support.

WD is headquartered in Edmonton, Alberta, and organized into four regional units (British Columbia, Alberta, Saskatchewan and Manitoba), with offices located in Vancouver, Edmonton, Calgary, Saskatoon, Winnipeg, and an office in Ottawa.

Access to Information and Privacy (ATIP)

The Corporate Administration unit encompasses various corporate business services, including Access to Information and Privacy. This unit is part of the Finance and Corporate Management Directorate located in Edmonton, Alberta.

The ATIP team includes the ATIP Coordinator, Deputy ATIP Coordinator, and two ATIP Officers. The Coordinators fulfill their responsibilities in addition to numerous other functions within the department. The senior ATIP Officer is dedicated to processing all access and privacy requests, and a junior officer began training in this field of expertise in 2017-2018. Approximately .09 FTE was dedicated to privacy-related activities in 2017-2018.

WD's senior ATIP Officer will retire in 2018,

The ATIP unit is responsible for the implementation and management of the Access to Information Act and Privacy Act programs and services for WD. Specifically, the ATIP unit:

  • makes decisions on the disposition of personal information requests;
  • conducts consultations with other federal government departments, other levels of government and third parties with respect to access to information and privacy issues, if required;
  • promotes awareness of the legislation to ensure departmental responsiveness to the obligation imposed by law;
  • monitors and advises on departmental compliance with the Acts, regulations, procedures and policies; and
  • acts as the spokesperson for the Department when dealing with the Treasury Board Secretariat, the Information Commissioner, the Privacy Commissioner, and other government departments and agencies.

Other access to information-related activities undertaken by the ATIP Unit in 2017-2018, include:

Activity Total (questions/reviews/ emails/reports, etc.)
Review of parliamentary questions and responses 41
Other activities  
Update the ATIP intranet site x
Preparing and tabling annual reports and statistical reports x
Managing InfoSource updates and web postings

 

x
Participating in Information Management initiatives and providing ATIP guidance x
Review and update privacy protection business practices, procedures and policy development

 

x
Regular review and destruction of personal information request files in accordance with retention schedule x
Coordination of proactive publishing requirements for the Minister in cooperation with Innovation, Science and Economic Development Canada

 

x

Assist with planning of new departmental proactive publishing requirements for the Deputy Minister

x

Additionally, the ATIP team has worked in conjunction with Innovation, Science and Economic Development Canada's ATIP unit concerning preparations for additional proactive publishing requirements for the Minister once Bill C-58 receive royal assent, as well as coordinating the department's preparations for publishing requirements for the Deputy Minister.

The ATIP Unit monitors all personal information requests, and no additional reporting or monitoring is conducted by other departmental officials due to the confidential nature of these requests.

Delegation of Authority

The current delegation order was issued in June 2016. In accordance with section 73 of the Privacy Act, the Minister of Innovation, Science and Economic Development, delegated his full powers, authorities and responsibilities to the Executive Director, Finance and Corporate Management (ATIP Coordinator) and Manager, Corporate Administration (Deputy ATIP Coordinator). The delegation also extends limited authority to the ATIP Officer (see Annex B).

Departmental Policies and Procedures

There were no changes made to WD's Privacy Protection policy suite during fiscal year 2017–2018 as a result of changes in TBS policies or directives, or as result of issues raised by the Office of the Privacy Commissioner or other agents of Parliament.

Training and Awareness

Staff training and outreach activities for 2017-2018 included:

  • two (2) pre-processing meetings for departmental officials/subject experts. These meetings are conducted as new privacy requests are received and when deemed appropriate dependent on the nature of the request. Meetings are approximately one half hour in length, depending on the complexities of the request, and provide direct instruction on the records retrieval and review process, recommendations required by the ATIP Unit;
  • nine (9) ATIP training and awareness sessions for staff in Corporate Administration, Manitoba Region and various business units of Policy and Strategic Direction.  The training provided an overview of WD's responsibilities on the administration of the Acts, and departmental procedures and practices.  In total, 45 departmental staff have participated in this training to date;
  • three (3) IM Days staff awareness sessions included ATIP and information managements tips.  In total, 132 departmental staff participated in these sessions; and
  • ongoing training of a junior ATIP Officer as part of the department's succession planning process;

The department maintains an Access to Information and Privacy presence on its intranet site that includes policies, procedures, training and awareness presentations, and relevant links to useful sites related to access and privacy.

 


Trends and statistics

The following overview provides a summary of the statistical details found in WD's 2017-2018 statistical report (Annex A – Statistical Report).

  • WD traditionally receives very few requests for personal information. As WD's programs and services collect very little personal information, requests relate to human resources issues or staffing actions.
  • WD did not receive any privacy consultations during the reporting period, a 200 percent decrease from 2016-2017.
  • No complaints were received in 2017–2018 pursuant to the Privacy Act, and there were no appeals or applications submitted to the Federal Court.
  • No material privacy breaches were reported in fiscal year 2017-2018.
  • WD did not complete any Privacy Impact Assessments (PIAs) in 2017–2018.
  • Personal information collected by WD in the course of its programs and activities is disclosed only for the purpose for which it was collected, in accordance with paragraph 8(2)(a) of the Privacy Act.  WD did not disclose personal information for any other purposes as outlined in paragraph 8(2)(m) during the 2017–2018 reporting period.

Requests received pursuant to the Privacy Act

The department received four (4) requests for personal information pursuant to the Privacy Act. This represents a 200 percent increase from fiscal year 2016-2017.

Three (3) requests were completed during the reporting period (75 percent), and one request was carried forward into the 2018-2019 reporting period (25 percent).

Of the three requests closed, each of these requests were completely within 16 days, and 657 pages were disclosed in whole or in part. All information was disclosed on one request, and only information pertaining to other individuals was protected pursuant to section 26 on the other two (2) requests. No consultations or time extensions were required to complete these requests.

The accompanying chart shows the comparison of the number of formal requests for personal information received and closed, as well as the number of privacy-related consultations received by the department over the past five years.

Personal Information Requests / Consultations Received – 5 Year Comparison
Text Version

The multi-column chart shows the comparison of the number of formal personal information received and completed by Western Economic Diversification Canada under the Privacy Act, as well as the number of consultations, over the past five fiscal years – 2013-2014 to 2017-2018.

  2013-14 2014-15 2015-16 2016-17 2017-18
Received 0 0 2 2 4
Completed 0 0 1 3 3
Consultations 0 0 1 2 0

Operational costs associated with adminstering the Act

WD's cost for administrating the Privacy Act in the ATIP Unit include a portion of the Deputy ATIP Coordinator's and senior and junior ATIP Officers salaries (a total of .09 FTE/year). Other costs pertaining to goods and services, including professional services contracts and other expenses, including supplies, are reported in the annual statistical report (see Annex A). The total cost reported was $7,039.

Additional departmental costs which incorporate estimates for other departmental officials to retrieve, review and make recommendations concerning records responding to personal information requests and translation of privacy-related products totaled $2,170, and are not captured in the statistical report, but provide a more complete picture of the overall cost of $9,209 to the department to administer all aspects of its activities related to the Privacy Act.

 


ANNEX A – Statistical Report

Statistical Reporton the Privacy Act

Name of institution: Western Economic Diversification Canada

Reporting Period: 2017-04-01 to 2018-03-31

Part 1 – Requests Under the Privacy Act

  Number of Requests
Received during reporting period 4
Outstanding from previous reporting period 0
Total 4
Closed during reporting period 3
Carried over to next reporting period 1

 

Part 2 – Request Closed During the Reporting Period

2.1  Disposition and completion time

Disposition of Requests Completion Time
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More Than 365 Days Total
All disclosed 1 0 0 0 0 0 0 1
Disclosed in part 1 1 0 0 0 0 0 2
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 0 0 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0 0 0
Neither confirmed
nor denied
0 0 0 0 0 0 0 0
Total 2 1 0 0 0 0 0 3

2.2  Exemptions

Section Number of Requests
18(2) 0
19(1)(a) 0
19(1)(b) 0
19(1)(c) 0
19(1)(d) 0
19(1)(e) 0
19(1)(f) 0
20 0
21 0
22(1)(a)(i) 0
22(1)(a)(ii) 0
22(1)(a)(iii) 0
22(1)(b) 0
22(1)(c) 0
22(2) 0
22.1 0
22.2 0
22.3 0
23(a) 0
23(b) 0
24(a) 0
24(b) 0
25 0
26 2
27 0
28 0

2.3  Exclusions

Section Number of Requests
69(1)(a) 0
69(1)(b) 0
69.1 0
70(1) 0
70(1)(a) 0
70(1)(b) 0
70(1)(c) 0
70(1)(d) 0
70(1)(e) 0
70(1)(f) 0
70.1 0

2.4 Format of information released

Disposition Paper Electronic Other Formats
All disclosed 1 0 0
Disclosed in part 2 0 0
Total 3 0 0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed

Disposition of requests Number of Pages Processed Number of Pages Disclosed Number of Requests
All disclosed 84 84 1
Disclosed in part 43 43 2
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
Neither confirmed no denied 0 0 0
Total 127 127 3

2.5.2  Relevant pages processed and disclosed by size of requests

Disposition Less than 100 Pages Processed 101-500 Pages Processed 501-1000 Pages Processed 1001-5000 Pages Processed More than 5000 Pages Processed
Number of Requests Pages
Disclosed
Number of Requests Pages
Disclosed
Number of Requests Pages
Disclosed
Number of Requests Pages
Disclosed
Number of Requests Pages
Disclosed
All disclosed 1 84 0 0 0 0 0 0 0 0
Disclosed in part 2 43 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request Abandoned 0 0 0 0 0 0 0 0 0 0
Neither confirmed no denied 0 0 0 0 0 0 0 0 0 0
Total 3 127 0 0 0 0 0 0 0 0

2.5.3  Other complexities

Disposition Consultation Required Legal Advice Sought Interwoven Information Other Total
All disclosed 0 0 0 0 0
Disclosed in part 0 0 0 0 0
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Request Abandoned 0 0 0 0 0
Neither confirmed no denied 0 0 0 0 0
Total 0 0 0 0 0

2.6 Deemed refusals

2.6.1 Reasons for not meeting the statutory deadline

Number of Requests Closed Past the Statutory Deadline Principal Reason
Workload External consultation Internal consultation Other
0 0 0 0 0

2.6.2 Number of days past deadline

Number of Days past Deadline Number of Requests Past Deadline Where no Extension was Taken Number of Requests Past Deadline Where an Extension was Taken Total
1 to 15 days 0 0 0
16 to 30 days 0 0 0
31 to 60 days 0 0 0
61 to 120 days 0 0 0
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 0 0 0

2.7 Requests for translation

Translation Requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

 

Part 3 – Disclosures Under Subsections 8(2) and 8(5)

Paragraph 8(2)(e) Paragraph 8(2)(m) Paragraph 8(5) Total
0 0 0 0

 

Part 4 – Requests for Correction of Personal Information and Notations

Disposition for Correction Requests Recieved Number
Notations attached 0
Requests for correction accepted 0
Total 0

 

Part 5 – Extensions

5.1 Reasons for extensions and disposition of requests

Disposition of Requests Where an
Extension was Taken
15(a)(i) Interference with Operations 15(a)(ii) Consultation 15(b) Translation or Conversion
Section 70 Other
All disclosed 0 0 0 0
Disclosed in part 0 0 0 0
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 0 0
Total 0 0 0 0

5.2  Length of extensions

Length of Extensions 15(a)(i) Interference With Operations 15(a)(ii) Consultation 15(b) Translation Purposes
Section 70 Other
1 to 15 days 0 0 0 0
16 to 30 days 0 0 0 0
Total 0 0 0 0

 

Part 6 – Consultations Received From Other Institutions and Organizations

6.1 Consultations received from other Government of Canada institutions and other organizations

Consultations Other Government of
Canada Institutions
Number of Pages
to Review
Other Organizations Number of Pages
to Review
Received during reporting period 0 0 0 0
Outstanding from the previous
reporting period
0 0 0 0
Total 0 0 0 0
Closed during reporting period 0 0 0 0
Pending at the end of the reporting
period
0 0 0 0

6.2 Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendation Number of Days Required to Complete Consultation Requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More than 365 Days Total
All Disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

6.3 Recommendations and completion time for consultations received from other organizations

Recommendation Number of Days Required to Complete Consultation Requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More than 365 Days Total
All Disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

 

Part 7 – Completion Time of Consultation on Cabinet Confidences

7.1 Requests with Legal Services

Number of Days Fewer than 100 Pages Processed 101-500 Pages Processed 501-1000 Pages Processed 1001-5000 Pages Processed More than 5000 Pages Processed
Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

 

7.2  Requests with Privy Council Office

Number of Days Fewer than 100 Pages Processed
101-500
Pages Processed
501-1000
Pages Processed
1001-500
Pages Processed
More than 5000
Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Part 8 – Complaints and Investigations Notices Received

Section 31 Section 33 Section 35 Court Action Total
0 0 0 0 0

 

Part 9 – Privacy Impact Assessments (PIAs)

Number of PIA(s) Completed: 0

 

Part 10 – Resources Related to the Privacy Act

10.1  Costs

Expenditures

Amount  
Salaries $6,934
Overtime $0
Goods and Services $105
* Professional services contracts $0
* Other $105
Total $7,039

10.2  Human Resources

0.09

Resources Person Years Deticated to the Privacy Activities
Full-time employees 0
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.09

 


ANNEX B – Delegation Order

Annex A – 2017-2018 Statistica1 Report on the Privacy Act
Text Version

The Minister of Innovation, Science and Economic Diversification, pursuant to section 73 of the Access to Information Act and the Privacy Act, hereby designate the persons holding the positions set out in the schedules attached hereto, or the persons occupying on an acting basis those positions, to exercise the powers, duties and functions of the Minister as the head of Western Economic Diversification Canada, under the provisions of the Acts and related regulations set out in the schedule opposite each position. This designation replaces all previous delegation orders.

The Executive Director, Finance and Corporate Management, and the Manager, Corporate Administration, for have full authority under the provisions to the Access to Information Act and its Regulations, and the Privacy Act.

The ATIP Officer has authority under the provisions of the Access to Information Act, Sections 7(a); 8(1); 9; 27(1) and (4); 28(1)(b), (2), (4); and 33; and Section 6(1) of the Regulations, as well as Section 14(a) of the Privacy Act.

Dated, at the City of Ottawa this 10 day of June, 2016
Signed by: The Honourable Navdeep Bains, Minister of Innovation, Science and Economic Development