Annual Report to Parliament 2014-2015 - Privacy Act

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 2014-2015.

General Information

Status of Women Canada

The 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 of Communications and Public Affairs. The office coordinates all activities related to the legislation within the Agency both at headquarters and in the regions.

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 July 2013. The Coordinator/ Head of Agency and the Director General of Communications and Public Affairs have full authority while the Access to Information and Privacy (ATIP) Coordinator has partial authority delegated by the Minister of Status of Women for administration and decision-making responsibilities under 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 has been operating with 1.43 full-time employees dedicated to the administration of both the Access to Information Act and the Privacy Act and related functions.

The agency’s allocation for the central coordination of the Privacy Act amounted to $5,806.00 salary expenditures and $350.00 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 Act and the Privacy Act and the creation of new Personal Information Banks or Program Records, as necessary

Appendix A

Delegation Order

Delegation of Powers, Duties and Functions Pursuant of Section 73 of the Privacy Act
Section of the Act Powers, Duties and Functions Head, Status of Women Canada ATIP Coordinator
8(2)(j) Disclose personal information for research purposes X X
8(2)(m) Disclose personal information in the public interest or in the interest of the individual X
8(4) Retain copy of 8(2)(e) requests and disclosed records X X
8(5) Notify Privacy Commissioner of 8(2)(m) disclosures X X
9(1) Retain record of use X X
9(4) Notify Privacy Commissioner of consistent use and amend index X X
10 Include personal information in personal information banks X X
14 Respond to request for access within 30 days; give access or give notice X X
15 Extend time limit for responding to request for access X X
17(2)(b) Decide whether to translate requested information X X
18(2) May refuse to disclose information contained in an exempt bank X X
19(1) Shall refuse to disclose information obtained in confidence from another government 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
20 May refuse to disclose information injurious to the conduct of federal-provincial affairs X X
21 May refuse to disclose information injurious to international affairs or defence 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
23 May refuse to disclose information prepared by an investigative body for security clearances 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
25 May refuse to disclose information which could threaten the safety of individuals X
26 May refuse to disclose information about another individual, and refuse to disclose such information where disclosure is prohibited under Section 8 X
27 May refuse to disclose information subject to solicitor-client privilege 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
31 Receive notice of investigation by the Privacy Commissioner X X
33(2) Right to make representations to the Privacy Commissioner during investigation X
35(1) Receive Privacy Commissioner’s report of findings of the investigation and give notice of action taken X
35(4) Give complainant access to information after 35 (1) (b) notice X X
36(3) Receive Privacy Commissioner’s report of findings of investigation of exempt bank X X
37(3) Receive report of Privacy Commissioner’s findings after compliance investigation X X
51(2)(b) Request that Section 51 hearing be held in the National Capital Region X
51(3) Request and be given right to make representations in Section 51 hearings X
72(1) Prepare annual report to Parliament 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

Part II : Report on the Privacy Act

Request Under the Privacy Act

  1. Statistical Report

    The Annual Statistical report for the fiscal year 2014-2015 is included at the end of this chapter.

  2. Interpretation of the Statistics

    Between April 1, 2014 and March 31, 2015, Status of Women Canada received only 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 2014-2015 reporting period, there were no PPIAs or PIAs initiated.

  4. Privacy Education and Training Activities

    No formal training activities were provided during the reporting period, however informal advice and guidance was provided as needed

  5. Disclosures pursuant to Subsection 8(2)(m)

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

  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.

  8. Time Monitoring

    There was no time monitoring needed this fiscal year.

  9. Privacy Breaches

    No material privacy breaches occurred during the period.

Annual Statistical Report

April 1, 2014 - March 31, 2015

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 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
No records exist 1 0 0 0 0 0 0 1
Request abandoned 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 1 0 0 0 0 0 0 1
2.2 Exemptions
Section Number or Request Section Number or Request Section Number or Request
18(2) 0 22(1)(a)(i) 0 23(a) 0
19(1)(a) 0 22(1)(a)(ii) 0 23(b) 0
19(1)(b) 0 22(1)(a)(iii) 0 24 (a) 0
19(1)(c) 0 22(1)(b) 0 24(b) 0
19(1)(d) 0 22(1)(c) 0 25 0
19(1)(e) 0 22(2) 0 26 0
19(1)(f) 0 22.1 0 27 0
20 0 22.2 0 28 0
21 0 22.3 0
2.3 Exclusions
Section Number of Requests Section Number of Requests Section Number of Requests
69(1)(a) 0 70(1) 0 70(1)(d) 0
69(1)(b) 0 70(1)(a) 0 70(1)(e) 0
69.1 0 70(1)(b) 0 70(1)(f) 0
70(1)(c) 0 70.1 0
2.4 Format of information released
Disposition Paper Electronic Other formats
All disclosed 0 0 0
Disclosed in part 0 0 0
Total 0 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
Communication All disclosed 0 0 0
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 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
All disclosed 0 0 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 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
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 abondoned 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 Autres
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 60 days 0 0 0
31 to 30 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) Tranlsation purposes
Article 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 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 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 Consultations on Cabinet Confidences

7.1 Requests with Legal Services
Number of days Less than 100 Pages Processed 100-500 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 days 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 100-500 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 days 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 $5,806
Overtime $0
Goods and Services $350
Professional services contracts $0
Other $350
Total $6,156
10.2 Human Resources
Resources Person Years Dedicated to Privacy Activities
Full-time employees 0.07
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.07
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