2017–18 Annual Report on the Privacy Act

From April 1, 2017, to March 31, 2018

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Table of Contents

Introduction

Description of the Institution’s Structure

Delegation

Interpretation of the Statistical Report

Education and Training Activities

Overview of New or Revised Institutional Policies and Procedures

Key Issues Related to Privacy Complaints and/or Investigations

Time Monitoring for Processing Privacy Requests

Material Privacy Breaches

Privacy Impact Assessments

Personal Information Disclosed Pursuant to 8(2)(m) of the Privacy Act

Appendix A – Delegation Order

Appendix B – Statistical Report

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Introduction

The Privacy Act (PA) gives Canadians the broad legal right to access and correct their personal information contained in federal government records. The PA also places limits on the collection, use and disclosure of personal information.

The PA provides government institutions with 30 days to respond to personal information requests. Additional time may be granted if there are many records to examine, other government agencies to be consulted, or documents to be translated. Access rights are subject to specific and limited exemptions.

This annual report to Parliament is submitted by the Public Sector Integrity Commissioner (the Commissioner) pursuant to section 72 of the PA. On April 15, 2007, the Public Servants Disclosure Protection Act entered into force. It created the Office of the Public Sector Integrity Commissioner of Canada (the Office). The new legislation replaced the Treasury Board Policy on the Internal Disclosure of Information Concerning Wrongdoing in the Workplace.

The Office of the Public Sector Integrity Commissioner is mandated to establish a safe, independent, and confidential process for public servants and members of the public to disclose potential wrongdoing in the federal public sector. The Office also helps to protect from reprisal public servants who have filed disclosures or participated in related investigations.

The Public Sector Integrity Commissioner is an independent agent, reporting directly to Parliament.

Description of the Institution’s Structure

The Access to Information and Privacy (ATIP) Coordinator is the only employee dedicated, on a part‑time basis, to fulfil the Privacy Act responsibilities. The Coordinator is assisted by a contractor for the processing of the requests.

Delegation

The Commissioner, as the head of the government institution, has designated, pursuant to section 73 of the PA, the persons holding the positions set out in the delegation order, or the persons occupying on an acting basis those positions, to exercise the powers, duties or functions of the Public Sector Integrity Commissioner as specified therein. A copy of the delegation order is included in Appendix A.

Interpretation of the Statistical Report

Appendix B provides a statistical report on the PA applications processed by the Office between April 1, 2017, and March 31, 2018.

The number of requests received this reporting period is minimal considering the peak of the 2015–16 reporting year (see table 1). The increase in 2015–16 was the result of one individual’s multiple requests. The Office received one new request in this reporting period and no request was carried over from the previous period. This request was completed during this reporting period and within the 30‑day timeframe. No exemptions were applied.

No consultation was received from other government institutions.

No translations were required to respond to the request. The Office spent $6,757 in resources administering the PA.

Table 1 – Five-Year Trend of Privacy Requests

*Total requests processed include any requests carried over from previous reporting periods.

Text version

This line graph illustrates the new requests received and total requests processed from fiscal years 2013–14 to 2017–18. Number of requests are presented in along the y axis, increasing in increments of 5. These are graphed against fiscal years from 2013–14 to 2017–18 on the x axis.

	2013–1413	2014–15	2015–16	2016–17	2017–18
New requests received	6	1	32	5	1
Total requests processed	6	1	32	6	1

Education and Training Activities

Considering that only one request was received during this reporting period, no training on privacy was provided to PSIC employees. However, a refresher on one’s ATIP responsibilities will be delivered to all personnel in the next reporting period including a module focusing on privacy breaches.

Overview of New or Revised Institutional Policies and Procedures

There were no new or revised institutional policies or procedures implemented in the reporting period that had an impact on privacy.

Key Issues Relating to Privacy Complaints and/or Investigations

No complaint was received by the Privacy Office during this reporting period.

Time Monitoring for Processing Privacy Requests

Though no formal time monitoring was conducted during the reporting period, the Office uses a case management system to track processing times regarding privacy requests. This tool assists the Access to Information and Privacy Coordinator and the contractor dedicated to this function in monitoring timelines to ensure compliancy with legislated deadlines.

Material Privacy Breaches

There were no material privacy breaches during this reporting period.

Privacy Impact Assessments

The Office did not complete any Privacy Impact Assessment (PIA) during this reporting period.

Personal information disclosed pursuant to 8(2)(m) of the Privacy Act

There were no disclosures made under paragraph 8(2)(m) during this reporting period.

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Appendix A

Privacy Act Delegation Order

The Public Sector Integrity Commissioner of Canada, as the head of the government institution, hereby designates pursuant to section 73 of the Privacy Act, the person holding the position set out below, or the persons occupying on an acting basis those positions, to exercise the powers, duties or functions of the Public Sector Integrity Commissioner as specified below.

Position	Sections of Privacy Act
Deputy Commissioner ATIP Coordinator	Full Authority Full Authority except for section 8(2)(m)

 

 

 

I hereby name France Duquette as Access to Information and Privacy Coordinator.

Date: May 10, 2017

Original signed by: Joe Friday, Public Sector Integrity Commissioner

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Appendix B

Statistical Report on the Privacy Act

Name of institution: Office of the Public Sector Integrity Commissioner of Canada

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

Part 1 – Requests under the Privacy Act

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

 

Part 2 – Requests 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	0	1	0	0	0	0	0	1
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
No records exist	0	0	0	0	0	0	0	0
Request abandoned	0	0	0	0	0	0	0	0
Total	0	1	0	0	0	0	0	1

 

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	0
27	0
28	0

 

2.3 Exclusions

Section	Number of requests
69(1)(a)	0
69(1)(b)	0
69.1	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	0	0	0
Total	1	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	13	13	1
Disclosed in part	0	0	0
All exempted	0	0	0
All excluded	0	0	0
Request abandoned	0	0	0
Neither confirmed nor denied	0	0	0
Total	13	13	1

 

2.5.2 Relevant Pages Processed and Disclosed by Size of Requests

Disposition	Less than 100 pages processed		101–500 pages processed		501–1,000 pages processed		1,001–5,000 pages processed		More than 5,000 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	13	0	0	0	0	0	0	0	0
Disclosed in part	0	0	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 nor denied	0	0	0	0	0	0	0	0	0	0
Total	1	13	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 nor denied	0	0	0	0	0
Total	0	0	0	0	0

 

2.6 Deemed Refusals

2.6.1 Reasons for Not Meeting 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)	Subsection 8(5)	Total
0	0	0	0

 

Part 4 – Requests for Correction of Personal Information and Notations

Disposition for Correction Requests Received	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 the 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
Disclose 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
Disclose 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 Consultations on Cabinet Confidences

7.1 Requests with Legal Services

Number of Days	Fewer than 100 pages processed		101–500 pages processed		501–1,000 pages processed		1,001–5,000 pages processed		More than 5,000 pages processed
	Requests	Pages disclosed	Requests	Pages disclosed	Requests	Pages disclosed	Requests	Pages disclosed	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	Less than 100 pages processed		101–500 pages processed		501–1,000 pages processed		1,001–5,000 pages processed		More than 5,000 pages processed
	Requests	Pages disclosed	Requests	Pages disclosed	Requests	Pages disclosed	Requests	Pages disclosed	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		$2,620
Overtime		$0
Goods and Services		$4,137
Professional services contracts	$3,937
Other	$200
Total		$6,757

 

10.2 Human Resources

Resources	Person Years Dedicated to Privacy Activities
Full-time employees	0.01
Part-time and casual employees	0.00
Regional staff	0.00
Consultants and agency personnel	0.02
Students	0.00
Total	0.03