Planning and Reporting

Annual Report to Parliament
2011–2012
Privacy Act

Table of Contents

Introduction

The Privacy Act was proclaimed on July 1, 1983.

The Privacy Act extends to individuals the right of access to information about themselves. This law also protects an individual's privacy by preventing others from having access to personal information, and gives individuals substantial control over its collection and use.

Section 72 of the Privacy Act requires that the head of every government institution shall prepare, for submission to Parliament, an annual report on the administration of the Act within the institution during each fiscal year.

This report describes the administration of Status of Women Canada's Privacy program for the fiscal year 2011-2012.

Part I: General Information

Status of Women Canada

The legal mandate of Status of Women Canada is to "coordinate federal policy with respect to the status of women and administer related programs." This was set out in Order-in-Council 1976-779 and the Appropriation Act 1976-77.

The vision of Status of Women Canada (SWC) is a Canada where equality is achieved between women and men in all aspects of life.

The mission of the Agency is to exercise leadership and work in partnership to advance equality and increase women's participation; to provide expert advice on how to take gender equality into account in developing the best policies and programs for all Canadians and to support action and innovation that will lead to equality in communities across Canada.

The ATIP office reports to the Director General Communications and Public Affairs. The office coordinates all activities related to the legislation within the Agency both at headquarters and in the regions. The ATIP office consists of two FTEs.

Privacy Activities

The Access to Information and Privacy Coordinator is responsible for all aspects of program delivery, which include:

  • processing requests under the Privacy Act;
  • acting as spokesperson for the Agency in dealings with the Treasury Board Secretariat and the Office of the Privacy Commissioner regarding the application of the Privacy Act as it relates to the Agency;
  • preparing the annual report to Parliament and other statutory reports as well as other material that may be required by the institution;
  • reviewing and approving collections in accordance with the Government Policy on Information Collection;
  • developing policies, procedures and guidelines for the orderly implementation of both Acts;
  • promoting awareness of the Privacy Act to ensure agency responsiveness to the obligations imposed;
  • monitoring agency compliance with the Privacy Act; and
  • participating and advising in preparation of Privacy Impact Assessments (PIAs).

Implementation of Privacy Activities and Administrative Issues

Delegation of Authority

The delegation orders were last amended in June 2011. The Coordinator/ Head of Agency and the Director General of Communications and Public Affairs have full authority while the ATIP Coordinator has partial authority delegated by the Minister responsible for Status of Women Canada for the administration and decision-making responsibility of the two Acts. Appendix A provides a more detailed description of the delegation of authority.

Salary and Administrative Expenditures

The Access to Information and Privacy office operates with two full-time employees dedicated to the administration of both the Access to Information Act and the Privacy Act and related functions. Resourcing of the office is reviewed on a regular basis.

The agency's allocation for the central coordination of the Privacy Act amounted to $1543.00. Salary expenditures were $1,536.00[1], with $7.00 committed to administrative costs.

Reading Room

A reading room is available at headquarters, as needed. Should a reading room be needed elsewhere, SWC's regional offices in certain regions across Canada are available upon request.

Data Collection

The responsibility for the coordination of new data collection by the Agency is assigned to the ATIP Coordinator. This ensures both compliance with the Access to Information and the Privacy Acts and the creation of new Personal Information Banks or Program Records, as necessary.

Appendix A: Delegation Order

The Minister for Status of Women, pursuant to section 73 of the Access to Information Act and the Privacy Act, hereby designates the persons holding the positions set out in the schedules hereto, or the persons occupying on an acting basis those positions, to exercise the powers and functions of the Mnister as the head of a government institution, under the section of the Acts set out in the schedules opposite each position. This Delegation Order supersedes all previous Delegation Orders.

Dated this 23rd day of June 2011 and signed by Rona Ambrose
The Honourable Rona Ambrose, P.C.M.P.

Section of the Act Powers, Duties and Functions Coordinator
Deputy Head
Deputy
Coordinator
ATIP
Coordinator
8(2)(j) Disclose personal information for research purposes X X X
8(2)(m) Disclose personal information in the public interest or in the interest of the individual X X  
8(4) Retain copy of 8(2)(e) requests and disclosed records X X X
8(5) Notify Privacy Commissioner of 8(2)(m) disclosures X X X
9(1) Retain record of use X X X
9(4) Notify Privacy Commissioner of consistent use and amend index X X X
10 Include personal information in personal information banks X X X
14 Respond to request for access within 30 days; give access or give notice X X X
15 Extend time limit for responding to request for access X X X
17(2)(b) Decide whether to translate requested information X X X
18(2) May refuse to disclose information contained in an exempt bank X X X
19(1) Shall refuse to disclose information obtained in confidence from another government X X X
19(2) May disclose any information referred to in 19(1) if the other government consents to the disclosure or makes the information public X X X
20 May refuse to disclose information injurious to the conduct of federal-provincial affairs X X X
21 May refuse to disclose information injurious to international affairs or defence X X X
22 May refuse to disclose information prepared by an investigative body information injurious to the enforcement of a law, or information injurious to the security of penal institutions X X  
23 May refuse to disclose information prepared by an investigative body for security clearances X X  
24 May refuse to disclose information collected by the Canadian Penitentiary Service, the National Parole Service or the National Parole Board while individual was under sentence if conditions in section are met X X  
25 May refuse to disclose information which could threaten the safety of individuals X X  
26 May refuse to disclose information about another individual, and refuse to disclose such information where disclosure is prohibited under Section 8 X X  
27 May refuse to disclose information subject to solicitor-client privilege X X  
28 May refuse to disclose information relating to the individual's physical or mental health where disclosure is contrary to the best interests of the individual X X X
31 Receive notice of investigation by the Privacy Commissioner X X X
33(2) Right to make representations to the Privacy Commissioner during investigation X X  
35(1) Receive Privacy Commissioner's report of findings of the investigation and give notice of action taken X X  
35(4) Give complainant access to information after 35 (1) (b) notice X X X
36(3) Receive Privacy Commissioner's report of findings of investigation of exempt bank X X X
37(3) Receive report of Privacy Commissioner's findings after compliance investigation X X X
51(2)(b) Request that Section 51 hearing be held in the National Capital Region X X  
51(3) Request and be given right to make representations in Section 51 hearings X X  
72(1) Prepare annual report to Parliament X X X
77 Responsibilities conferred on the head of the institution by the regulations made under section 77 which are not included above X X X

Part II: Report on the Privacy Act

Requests under the Privacy Act

1. Statistical Report

The Annual Statistical report for the fiscal year 2011-2012 is included at the end of this chapter.

2. Interpretation of the Statistics

Between April 1, 2011 and March 31, 2012, Status of Women Canada received one (1) privacy request.

3. Privacy Impact Assessment

The Privacy Impact Assessment (PIA) Policy came into effect on May 2, 2002. Its objective is to assure Canadians that privacy principles are being taken into account during the design, implementation and evaluation of the programs and services that involve personal information. The policy requires that the programs and services with potential privacy risks undergo a PIA. Preliminary Privacy Impact Assessments (PPIAs) are conducted to determine whether there are privacy-related concerns warranting a full PIA. During the 2011-2012 reporting period, there were no PPIAs or PIAs initiated.

4. Privacy Education and Training Activities

SWC created several training and reference tools and commenced training sessions for all employees in November 2011. A schedule has been created for additional sessions in 2012-2013.

During 2011-2012 one information session was provided to eleven (11) employees.

5. Disclosures pursuant to Subsection 8(2)

Nil

6. Complaints and Investigations

During this fiscal year, no complaints were filed with the Privacy Commissioner.

7. Appeals to the Courts

There were no appeals filed.

Annual Statistical Report on the Privacy Act

Name of institution: Status of Women Canada

Reporting period: 4/1/2011 to 3/31/2012

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
Total 0 0 1 0 0 0 0 1
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 1 0 0 0 0 1
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
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 1
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
Total 1 0 0
All disclosed 0 0 0
Disclosed in part 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 0 0 0
Disclosed in part 236 216 1
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
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
Total 0 0 1 216 0 0 0 0 0 0
All disclosed 0 0 0 0 0 0 0 0 0 0
Disclosed in part 0 0 1 216 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
Abandoned 0 0 0 0 0 0 0 0 0 0
2.5.3 Other complexities
Disposition Consultation required Legal Advice Sought Interwoven Information Other Total
Total 0 0 0 0 0
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
Abandoned 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
1 1 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
Total 1 0 1
1 to 15 days 1 0 1
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
2.7 Requests for translation
Translation Requests Accepted Refused Total
Total 0 0 0
English to French 0 0 0
French to English 0 0 0
Part 3 – Disclosures under subsection 8(2)
Paragraph 8(2)(e) Paragraph 8(2)(m) Total
0 0 0
Part 4 – Requests for correction of personal information and notations
  Number
Requests for correction received 0
Requests for correction accepted 0
Requests for correction refused 0
Notations attached 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
Total 0 0 0 0
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
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
Total 0 0 0 0
1 to 15 days 0 0 0 0
16 to 30 days 0 0 0 0
Part 6 – Consultations received from other institutions and organizations
6.1 Consultations received from other government institutions and organizations
Consultations Other government institutions Number of pages to review Other organizations Number of pages to review
Received during the 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 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
Total 0 0 0 0 0 0 0 0
Disclose entirely 0 0 0 0 0 0 0 0
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 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
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
Total 0 0 0 0 0 0 0 0
Disclose entirely 0 0 0 0 0 0 0 0
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 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
Part 7 – Completion time of consultations on Cabinet confidences
Number of days Number of responses received Number of responses received past deadline
Total 0 0
1 to 15 0 0
16 to 30 0 0
31 to 60 0 0
61 to 120 0 0
121 to 180 0 0
181 to 365 0 0
More than 365 0 0
Part 8 – Resources related to the Privacy Act
8.1 Costs
Expenditures Amount
Total $1,543
Salaries $1,536
Overtime $0
Goods and Services $7
  • Contracts for privacy impact assessments
$0  
  • Professional services contracts
$0
  • Other
$7
8.2 Human Resources
Resources Dedicated full-time Dedicated part-time Total
Total 2.16 0.50 2.66
Full-time employees 2.00 0.50 2.50
Part-time and casual employees 0.00 0.00 0.00
Regional staff 0.00 0.00 0.00
Consultants and agency personnel 0.16 0.00 0.16
Students 0.00 0.00 0.00

[1] Breakdown of $1,536 in Salary Expenditures: 1 FTE during 5 days.