Source: http://fin.gc.ca/activty/pubs/atpa-lprp1516-eng.asp
Timestamp: 2017-01-24 19:10:05
Document Index: 383338153

Matched Legal Cases: ['art 2', 'art 3', 'art 4', 'art 5', 'art 7', 'art 9']

Parliament on the Administration of the Privacy Act 2015-2016	Skip to content
Parliament on the Administration of the Privacy Act 2015-2016
Annual Report to Parliament on the Administration of the Privacy Act 2015–2016
The Annual Report to Parliament on the Administration of the Privacy Act (the Act) within the Department of Finance Canada (the ‘Department’) is prepared and tabled in Parliament in accordance with section 72 of the Act and covers the period from April 1, 2015 to March 31, 2016
designing and administering major transfers of federal funds to the provinces and territories; developing financial sector policy and legislation; and
representing Canada in various international financial institutions and groups. The Minister of Finance is accountable for ensuring that his responsibilities are fulfilled both within his portfolio and with respect to the authorities assigned through legislation. In particular, the Minister has direct responsibility for a number of acts as well as fiscal and tax policy relating to other acts that are under the responsibility of other ministers.
The Access to Information and Privacy (ATIP) Division was part of the Law Branch up to October 2015. After a reorganization, the ATIP Division became part of the Communications Policy Division, Consultations and Communications Branch. The ATIP Divison is responsible for administering the Access to Information Act and the Privacy Act for the Department. As a centralized operation, the ATIP Division coordinates the timely processing of requests under the legislation, handles complaints lodged with the Privacy Commissioner, and responds to informal inquiries. Division staff also provides guidance to departmental officials on matters involving the Act. The ATIP Division comprises a director, two team leaders, ten full-time ATIP analysts and two administrative assistants. Principles on Assistance to Applicants
While a similar provision was not included in the Privacy Act, the Department is nonetheless committed to both the spirit and intent of these principles and to the Directive on Privacy Requests and Correction of Personal Information with respect to their application when processing Privacy Act requests. Educational and Training Activities
Two other training sessions were given to 13 departmental employees within various branches of the Department. The training was delivered using the Canada School of Public Service on-line ATIP training module to ensure that it is consistent with the whole of government approach. A total of 13 employees received this training. Training sessions were also conducted with branch ATIP contacts focusing on ATIP processes including those for the annual update of InfoSource. No branch specific training was requested this fiscal year. Ad hoc training on a variety of subjects was also provided as needed to individuals throughout the Department including to new ATIP branch contacts. Policies, Guidelines, Procedures and Initiatives
An internal audit of systems and processes for Access to Information (ATI) requests and security and information management was completed in 2015-2016. Though the internal audit’s primary focus was on ATI requests, several of the best practices that were developed from the findings also apply to the processing of Privacy Act requests. The audit concluded that the Department has effective and reliable information systems and activities for processing access to information requests. While the audit noted recent improvements in the review process regarding ATI requests, further opportunities exist to reduce the time required to retrieve requested information, and to streamline the process to review release packages. As a result, The audit recommended to the Deputy Minister that: All Branches adopt best practices related to information management, which will enable them to identify and retrieve information for ATI requests in the expected timeframes; and
That the review done by the Law Branch no longer take place after the Consultations and Communications Branch review unless legal issues are involved.
Due to a change in government, the delegation of authority was modified and approved on December 1, 2015. The authority to approve or deny the release of information under the Act is shared by the Deputy Minister, the Associate Deputy Ministers, the Assistant Deputy Ministers of Consultations and Communications Branch and Corporate Services Branch, the Senior Director, Communications Policy Division, the ATIP Director, ATIP Team Leaders and Senior ATIP analysts to sign off on more administrative matters. The ATIP Director normally performs the function, with the exception of disclosures pursuant to paragraph 8(2)(e) of the Act, which are usually handled by the Assistant Deputy Minister of the Corporate Services Branch. Schedule 1 - Designation Order—Privacy Act
Disclosure for research purposes 8(2)(j)
Disclosure in the public interest or in the interest of the individual 8(2)(m)
Copies of requests under 8(2)(e) to be retained 8(4)
Notice of disclosure under 8(2)(m) 8(5)
Record of disclosures to be retained 9(1)
Personal information to be included in personal information banks 10
Notice where access requested 14
Extension of time limits 15
Language of access 17(2)(b)
Access to personal information in alternative format 17(3)(b)
Exemption (exempt bank) - Disclosure may be refused 18(2)
Exemption - Personal information obtained in confidence 19(1)
Exemption - Federal-provincial affairs 20
Exemption - International affairs and defence 21
Exemption - Law enforcement and investigation 22
Exemption - Security clearances 23
Exemption - Individuals sentenced for an offence 24
Exemption - Safety of individuals 25
Exemption - Information about another individual 26
Exemption - Solicitor-client privilege 27
Exemption - Medical record 28
Notice of intention to investigate 31
Right to make representation 33(2)
Findings and recommendations of Privacy Commissioner (complaints) 35(1)
Access to be given 35(4)
Report of findings and recommendations (exempt banks) 36(3)
Report of findings and recommendations (compliance review) 37(3)
Special rules for hearings 51(2)(b)
Ex parte representations 51(3)
Report to Parliament 72(1)
Reasonable facilities and time provided to examine personal information 9
Notification that correction to personal information has been made 11(2)
11(4) Yes
Disclosure of personal information relating to physical or mental health may be made to a qualified medical practitioner or psychologist for an opinion on whether to release information to the requestor 13(1)
Disclosure of personal information relating to physical or mental health may be made to a requestor in the presence of a qualified medical practitioner or psychologist 14
A description of the Department’s functions, programs, activities and related information holdings can be found in Sources of Federal Government and Employee Information. Info Source also provides private individuals and federal government employees (current and former) with the information required to access their personal information held by government institutions that are subject to the Privacy Act. During this reporting period, the ATIP Division reviewed the content of its Info Source chapters, including the descriptions of its information holdings, its institutional functions, programs and activities.
All Info Source publications are available free of charge on the Internet. Interpretation of Statistical Report (Annex A)
The number of formal requests received this reporting period was 36, a 44% increase from 20 formal requests received the previous reporting year. One request was carried over from 2014-2015. By the end of 2015-2016, all 37requests were completed. Table 1 illustrates a three-year trend.
In 2015-2016, the Department did not receive any consultations from other government institutions or organizations. Part 2 – Requests Closed During the Reporting Period
Many individuals who submit Privacy Act requests are under the impression that the Department holds the same type and amount of personal information about them as is held by the Canada Revenue Agency, banks, and trust companies. That is not the case and explains why many requests do not result in the retrieval of personal information about those individuals. The following table indicates the disposition of the 37 completed requests this fiscal:
Of the 37 requests completed, all were closed on time, an increase over 2014-2015’s 89.5%. Of the 37 requests closed during the reporting period, 34 (91.8%) were completed within 30 days, two (5%) requests were completed within two months and one (2.7%) request took between 61 and 120 days.
In 2015-2016, the Department invoked a total of eight exemptions pursuant to specific sections of the Act. These exemptions were as follows: Exemptions / Exclusions
Section of the Act Number of Times Exemptions Applied
Section 19 - Personal information obtained in confidence from other governments
Records were provided to applicants in 20 cases, 11 of those in paper format and nine on compact disc. No applicants asked to review the records as opposed to receiving a copy. Complexity
Six of the requests were considered complex as they contained personal information about individuals other than the requestors. Deemed Refusals
All requests were responded to within the statutory deadlines Translations
There were no requests for translation this reporting period. Part 3 – Disclosures under Subsection 8(2) and 8(5)
Paragraph 8(2)(e) of the Act allows for disclosures of personal information “to an investigative body...for the purpose of enforcing any law.” The Department did not make any disclosures pursuant to paragraph 8(2)(e) of the Act in this reporting period. Paragraph 8(2)(m) of the Act allows for disclosures of personal information in the public interest. The Department did not make any disclosures pursuant to paragraph 8(2)(m) of the Act in this reporting period. Part 4 – Requests for Correction of Personal Information and Notations
No requests for corrections or notations were received from applicants this reporting period. Part 5 – Extensions
Two extensions of the statutory time limits under the Act were taken, one for interference of operations and one for consultation purposes.
No consultations were received from other government institutions or organizations. Part 7 – Completion Time of Consultations on Cabinet Confidences
There was one complaint involving the use and disclosure of personal information lodged against the Department during the reporting period. That complaint has been carried forward to 2016-2017. No complaints were closed this reporting period.
One investigative review (audit) was initiated by the Office of the Privacy Commissioner this reporting period. It deals with the fair information handling provisions of the Privacy Act (Sections 4 to 8); it has been carried forward to 2016-2017. As previously mentioned, an internal audit of systems and processes for Access to Information (ATI) requests and security and information management was completed in 2015-2016. Though the internal audit’s primary focus was on ATI requests, several of the best practices that were developed from the findings also apply to the processing of Privacy Act requests. The audit concluded that the Department has effective and reliable information systems and activities for processing access to information requests. While the audit noted recent improvements in the review process regarding ATI requests, further opportunities exist to reduce the time required to retrieve requested information, and to streamline the process to review release packages. Part 9 - Privacy Impact Assessments
Costs incurred in the reporting period are calculated on the salaries of ATIP Division staff and the administrative expenses associated with administration of the Act. Costs do not include salaries of other departmental personnel involved in processing requests. Administration of the Act cost the Department $71,394 this reporting year. Appeals to the Federal Court of Canada
Due to the small amount of requests processed by the Department under the Act, including corrections or notations, monitoring of requests is conducted within the ATIP Division as required in order to ensure that the Department meets its legislated obligations. Material Privacy Breaches
Paragraph 8(2)(m) of the Act allows for the disclosure of personal information when the public interest clearly outweighs any invasion of privacy or when the disclosure would benefit the individual. There were no disclosures pursuant to paragraph 8(2)(m) for the 2015–2016 period. Annex A - Statistical Report on Privacy Act Requests