2022-2023 Annual Report to Parliament on the Privacy Act

PDF Version (431 Kb, 36 Pages)

ISSN 2564-4890

Table of contents

1. Introduction

The Privacy Act provides Canadian citizens and people present in Canada the right of access to, and correction of, information about them that is held by the federal government. It also protects against unauthorized disclosure of that personal information. In addition, it strictly controls how the government will collect, use, store, disclose, and dispose of any personal information.

This report summarizes the activities of CanNor in implementing the Act, and fulfils the requirement under Section 72, which stipulates that the head of every government institution shall prepare for submission to Parliament an annual report on the administration of this Act within the institution during each financial year.

Mandate

CanNor works with partners to advance economic development in Canada's territories. The Agency supports, invests in and advocates for national, territorial and community level economic development; fosters growth and innovation; contributes to building capacity; and invests in foundational economic development projects in the territories. In addition, through the Northern Projects Management Office the Agency coordinates federal participation in the territorial environmental review processes and maintains the Crown consultation record for major projects.

The Agency works closely with all federal partners to advance a whole of government approach to economic development in the territories.

CanNor supports the implementation of the Government of Canada priorities and the mandate letter for the Minister of Northern Affairs, Minister Responsible for Prairies Economic Development Canada and Minister responsible for the Canadian Northern Economic Development Agency.

2. Organizational Structure

For the purposes of the Privacy Act, the President of CanNor has delegated powers, duties and functions under the Act to the Corporate Secretary who performs the role of ATIP Coordinator responsible for leading the ATIP Program. The ATIP Coordinator administers the Act with assistance from an Administrative Officer. During the reporting period, CanNor was not party to any service agreements under section 73.1 of the Privacy Act.

The ATIP Coordinator is accountable for the development, coordination, and implementation of effective policies, guidelines, systems, and procedures to meet responsibilities under the Act, and to permit processing requests, and disclosure of information. Additionally, the ATIP Coordinator provides strategic support and advice to the executive management of the Agency regarding the administration of the ATIP program, and is responsible for all privacy activities and operations pursuant to the Act such as:

3. Delegation Order

The President's Privacy Delegation Order (Annex A) was updated on March 23, 2020. It provides delegated authority to the Corporate Secretary and the Manager, IM/IT and Chief Information Officer.

4. Performance 2022-2023

CanNor's 2022-2023 Statistical Report on the Privacy Act is attached as Annex B. The following is an overview of key data on CanNor's performance for the fiscal year:

a) Requests Received Under the Privacy Act

CanNor received one new request during the 2022-2023 reporting period and one request was carried over from the 2021-2022 reporting period. Two requests were processed and closed. The closed requests were completed within 1 to 15 days and no existing records were found. No extensions were taken and CanNor closed all requests on time, leading to a 100% rate of completion within legislated timelines. No informal requests were received or processed outside the Privacy Act during this reporting period or during the past three reporting periods. CanNor has no active complaints.

The following table shows a comparison for the past three years with respect to Privacy requests received and outstanding.

Privacy Requests 2020-2021 2021-2022 2022-2023
Received during reporting period 0 2 1
Outstanding from previous reporting period 0 0 1
Total 0 2 2

The following table shows a comparison for the past three years with respect to Privacy requests closed and carried over.

Privacy Requests 2020-2021 2021-2022 2022-2023
Closed during reporting period 0 1 2
Carried over to next reporting period 0 1 0
Total 0 2 2

b) Consultations Received from other Government of Canada Institutions

No consultations from other Government of Canada Departments were received during 2022-2023 and none were carried forward from 2021-2022 reporting period.

The following table shows the comparison for the past three years with respect to Consultation requests received and outstanding.

Consultation Requests 2020-2021 2021-2022 2022-2023
Received during reporting period 0 0 0
Outstanding from previous reporting period 0 0 0
Total 0 0 0

The following table shows the comparison for the past three years with respect to Consultation requests closed and carried over.

Consultation Requests 2020-2021 2021-2022 2022-2023
Closed during reporting period 0 0 0
Carried over to next reporting period 0 0 0
Total 0 0 0

c) Impacts of COVID-19-related Measures and Implemented Mitigation Measures

From the start of the pandemic, including the time period of April 1, 2022, to March 31, 2023, CanNor's ATIP Coordinator and Administrative Officer were provided with network access from their home in order to respond to Access to Privacy requests as well as consultation requests received from other Government of Canada institutions. Outside of periodic, locally mandated stay-at-home orders, office building access was available on an as needed basis in case any non-electronic documents or documents labelled "Secret" needed to be reviewed. However, the Agency did not receive any requests during this time period, therefore, COVID-19-related measures had no impact on its ability to fulfil its responsibilities under the Privacy Act.

5. Training and Awareness

Formal training was conducted during the CanNor Administrative Professionals Annual Training Meeting in January, 2023. This session captured all sectors of CanNor and focused on record collection, internal processes, timelines and exemptions. In addition, informal briefings were provided to CanNor Middle Managers on the administration of the Privacy Act. These were conducted one-on-one as needed by way of video or phone call.

6. Policies, Guidelines, Procedures and Initiatives

CanNor did not implement or amend any institution-specific Privacy policies, guidelines, procedures or initiatives during the reporting period. The Agency did not receive authority for any new collections or new consistent uses of Social Insurance Numbers during the reporting period.

7. Initiative and Projects to Improve Privacy

In addition to providing enhanced training to employees and managers on implementing the Privacy Act; the agency actively employs TBS approved technological tools, including Access Pro Case Management and the ATIP on-line portal, to efficiently process requests.

8. Summary of Key Issues and Actions Taken on Complaints or Audits

There were no complaints received concerning the administration of the Privacy Act, and no audits, investigations or appeals to the Federal Court were undertaken.

9. Material Privacy Breaches

No material privacy breaches occurred during the 2022-2023 reporting period.

10. Privacy Impact Assessment

During the reporting period, CanNor did not complete any Privacy Impact Assessments and no assessments were forwarded to the Office of the Privacy Commissioner.

11. Public Interest Disclosures

There were no disclosures pursuant to paragraph 8(2)(m) for the 2022-2023 period.

12. Monitoring Compliance

As the official responsible for completion timelines, the Corporate Secretary and ATIP Coordinator is made aware of new and outstanding requests on a continual basis. A shared request database is used when processing Privacy requests which tracks deadlines and allows for effective monitoring.

Annex A – Privacy Act Delegation Order

Privacy Act – Delegation Order

Pursuant to the powers of designation conferred upon me by Section 73(1) of the Privacy Act, the persons exercising the functions or positions of Manager, IM/IT and Chief Information Officer (position number 000139900), and Corporate Secretary (position number 146270) and their respective successors, including in their absence, a person or officer designated in writing to act in the place of the holder of any such functions or positions are hereby designated to exercise those powers, duties or functions of the President as the Head of the government institution under the Act, and as set out in the attached Schedule A and B.

President - Canadian Northern Economic Development Agency
Dated at Ottawa, the 23rd of March, 2020

Schedule A - Delegation Order
Designation Pursuant to Section 73 of the Privacy Act

Sections and Powers, Duties or Functions

8(2)
Disclose personal information without the consent of the individual to whom it relates
8(4)
Keep copies of requests made under 8(2)(e), keep records of information disclosed pursuant to such requests and to make those records available to Privacy Commissioner
8(5)
Notify the Privacy Commissioner in writing of disclosure under paragraph 8(2)(m)
9(1)
Retain a record of use of personal information
9(4)
Notify the Privacy Commissioner of consistent use of personal information and update index accordingly
10
Include personal information in personal information banks
11(a)
Publish annually an index of all personal information banks and their respective contents
11(b)
Publish annually an index of all personal information held by the institution which is not part of a bank
14
Respond to request for access, within statutory deadline; give access or give notice
15
Extend time limit and notify applicant
16
Where access is refused
17(2)(b)
Language of access or alternative format of access
17(3)(b)
Access to personal information in alternative format
18(2)
May refuse to disclose information contained in an exempt bank
19(1)
Shall refuse to disclose information obtained in confidence from another government
19(2)
May disclose any information referred to in 19(1) if the other government consents to the disclosure or makes the information public
20
May refuse to disclose information injurious to federal-provincial affairs
21
May refuse to disclose information injurious to international affairs and/or defence
22
May refuse to disclose information injurious to law enforcement and investigation
23
May refuse to disclose information injurious to security clearances
24
May refuse to disclose information collected by the Canadian Penitentiary Service, the National Parole Service or the National Parole Board
25
May refuse to disclose information injurious to which could threaten the safety of individuals
26
May refuse to disclose information about other individuals, and shall refuse to disclose such information where disclosure is prohibited under section 8
27
May refuse to disclose information subject to solicitor-client privilege
28
May refuse to disclose information relating to an individual's physical or mental health where disclosure is contrary to the best interests of the individual
31
Receive notice of investigation by the Privacy Commissioner
33(2)
Make representations to the Privacy Commissioner during an investigation
35(1)
Receive the Privacy Commissioner's report of findings of the investigation and give notice of action taken
35(4)
Give complainant access to information after 35(1)(b) notice
36(3)
Receive Privacy Commissioner's report of findings of investigation of exempt
37(3)
Receive report of Privacy Commissioner's findings after compliance investigation where the institution has not complied with sections 4 to 8
51(2)(b)
Request that matter be heard and determined in National Capital Region
51(3)
Request and be given right to make representations in Section 51 hearing
72(1)
Prepare Annual Report to Parliament
77
Carry out responsibilities conferred on the head of the institution by the regulations made under section 77 which are not included above

Schedule B - Delegation Order
Designation Pursuant to Section 73 of the Privacy Act

Sections and Powers, Duties or Functions

10
Include personal information in personal information banks
11(a)
Publish annually an index of all personal information banks and their respective contents
11(b)
Publish annually an index of all personal information held by the institution which is not part of a bank
15
Extend time limit and notify applicant
31
Receive notice of investigation by the Privacy Commissioner

Statistical Report on the Privacy Act

Reporting Period: 4/1/2022 to 3/3/2023

Section 1: Requests Under the Privacy Act

1.1a Number of requests received and outstanding

Number of Requests
Received during reporting period 1
Outstanding from previous reporting periods
Outstanding from previous reporting period
 1
Outstanding from more than one reporting period
 0
Total Outstanding from previous reporting periods 1
Total 2

1.1b Number of requests closed and carried over

Number of Requests
Closed during reporting period 2
Carried over to next reporting period
Carried over within legislated timeline
 0
Carried over beyond legislated timeline
 0
Total Carried over to next reporting period 0
Total 2

1.2 Channels of requests

Source Number of Requests
Online 1
E-mail 0
Mail 0
In person 0
Phone 0
Fax 0
Total 1

Section 2: Informal requests

2.1a Number of informal requests received and outstanding

Number of Requests
Received during reporting period 0
Outstanding from previous reporting periods
Outstanding from previous reporting period
 0
Outstanding from more than one reporting period
 0
Total Outstanding from previous reporting periods 0
Total 0

2.1b Number of informal requests closed and carried over

Number of Requests
Closed during reporting period 0
Carried over to next reporting period 0
Total 0

2.2 Channels of informal requests

Source Number of Requests
Online 0
E-mail 0
Mail 0
In person 0
Phone 0
Fax 0
Total 0

2.3 Completion time of informal 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
0 0 0 0 0 0 0 0

2.4 Pages released informally

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
0 0 0 0 0 0 0 0 0 0

Section 3: Requests Closed During the Reporting Period

3.1 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 2 0 0 0 0 0 0 2
Request abandoned 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 2 0 0 0 0 0 0 2

3.2 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
22.4 0
23(a) 0
23(b) 0
24(a) 0
24(b) 0
25 0
26 0
27 0
27.1 0
28 0

3.3 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

3.4 Format of information released

Paper Electronic Other
E-record Data set Video Audio
0 0 0 0 0 0

3.5 Complexity

3.5.1 Relevant pages processed and disclosed for paper and e-record formats
Number of Pages Processed Number of Pages Disclosed Number of Requests
0 0 0
3.5.2 Relevant pages processed by request disposition for paper and e-record formats 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 Processed Number of Requests Pages Processed Number of Requests Pages Processed Number of Requests Pages Processed Number of Requests Pages Processed
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
3.5.3 Relevant minutes processed and disclosed for audio formats
Number of Minutes Processed Number of Minutes Disclosed Number of Requests
0 0 0
3.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
Disposition Less than 60 Minutes
processed		 60-120 Minutes
processed		 More than 120 Minutes
processed
Number of Requests Minutes Processed Number of Requests Minutes Processed Number of Requests Minutes Processed
All disclosed 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Total 0 0 0 0 0 0
3.5.5 Relevant minutes processed and disclosed for video formats
Number of Minutes Processed Number of Minutes Disclosed Number of Requests
0 0 0
3.5.6 Relevant minutes processed per request disposition for video formats by size of requests
Disposition Less than 60 Minutes
processed		 60-120 Minutes
processed		 More than 120 Minutes
processed
Number of Requests Minutes Processed Number of Requests Minutes Processed Number of Requests Minutes Processed
All disclosed 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Total 0 0 0 0 0 0
3.5.7 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

3.6 Closed requests

3.6.1 Number of requests closed within legislated timelines
Number of requests closed within legislated timelines 2
Percentage of requests closed within legislated timelines (%) 100

3.7 Deemed refusals

3.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines Principal Reason
Interference with operations / Workload External Consultation Internal Consultation Other
0 0 0 0 0
3.7.2 Request closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelines Number of requests past legislated timeline where no extension was taken Number of requests past legislated timeline 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

3.8 Requests for translation

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

Section 4: Disclosures Under Subsections 8(2) and 8(5)

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

Section 5: Requests for Correction of Personal Information and Notations

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

Section 6: Extensions

6.1 Reasons for extensions

Number of requests where an extension was taken 15(a)(i) Interference With Operations 15(a)(ii) Consultation 15(b) Translation purposes or conversion
Further review required to determine exemptions Large volume of pages Large volume of requests Documents are difficult to obtain Cabinet Confidence Section (Section 70) External Internal
0 0 0 0 0 0 0 0 0

6.2 Length of extensions

Length of Extensions 15(a)(i) Interference With Operations 15(a)(ii) Consultation 15(b) Translation purposes or conversion
Further review required to determine exemptions Large volume of pages Large volume of requests Documents are difficult to obtain Cabinet Confidence Section (Section 70) External Internal
1 to 15 days 0 0 0 0 0 0 0 0
16 to 30 days 0 0 0 0 0 0 0 0
31 days or greater 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

Section 7: Consultations Received From Other Institutions and Organizations

7.1a Consultations received and outstanding 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

7.1b Consultations closed and carried over 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
Closed during the reporting period 0 0 0 0
Carried over within negotiated timelines 0 0 0 0
Carried over beyond negotiated timelines 0 0 0 0
Total 0 0 0 0

7.2 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
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
Total 0 0 0 0 0 0 0 0

7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada

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
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
Total 0 0 0 0 0 0 0 0

Section 8: Completion Time of Consultations on Cabinet Confidences

8.1 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

8.2 Requests with Privy Council Office

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

Section 9: Complaints and Investigations Notices Received

Section 31 Section 33 Section 35 Court action Total
0 0 0 0 0

Section 10: Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs)

10.1 Privacy Impact Assessments

Number of PIAs completed 0
Number of PIAs modified 0

10.2 Institution-specific and Central Personal Information Banks

Personal Information Banks Active Created Terminated Modified
Institution-specific 0 0 0 0
Central 0 0 0 0
Total 0 0 0 0

Section 11: Privacy Breaches

11.1 Material Privacy Breaches reported

Number of material privacy breaches reported to TBS 0
Number of material privacy breaches reported to OPC 0

11.2 Non-Material Privacy Breaches

Number of non-material privacy breaches 0

Section 12: Resources Related to the Privacy Act

12.1 Allocated Costs

Expenditures Amount
Salaries $2,000
Overtime $0
Goods and Services
Professional services contracts
 $0  
Other
 $0
Total Goods and Services $0
Total $2,000

12.2 Human Resources

Resources Person Years Dedicated to Privacy Activities
Full-time employees 0.020
Part-time and casual employees 0.000
Regional staff 0.000
Consultants and agency personnel 0.000
Students 0.000
Total 0.020
Note: Enter values to three decimal places.

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