Canadian Armed Forces Relocation Program
Description
Pursuant to the Chapter 208 of the CAF’s Compensation and Benefits Instructions (CBIs), members (reserve and regular force) are eligible for relocation expenses, which includes things like traveling to look for a home, selling an existing home, buying a new home, various fees (real estate, inspector, appraisals, etc.), and other expenses related to a move.
The CAF moves a member and their family/dependents through a long-standing contract with a Contracted Relocation Service Provider (CRSP). The most recent contract was awarded in 2017 and will end at the end of 2025. Historically, the CRSP had an office at most bases and wings, but currently operates virtually through its secure web system, which is also available to members via a mobile application.
Generally, the CRSP has been contracted to manage the benefit; to facilitate the move of members from one location to another and ensure the member is reimbursed for eligible expenses. To do that, the CRSP collects minimal information from DND/CAF which prompts the communication between the CRSP and the member. Subsequently, the CRSP collects personal information from the member and, through a claims process, reimburses the member, via direct deposit, for incurred and eligible expenses.
Outside of providing the CRSP with tombstone information on the member and the move, DND/CAF is not involved in the collection of move related personal information nor payment to members. Instead, DND/CAF provides the CRSP the funds necessary for CAF members relocation expenses. Subsequently, the CRSP distributes those funds to CAF members. Therefore, the collection and disclosure of personal information by DND/CAF is limited; it ensures the CRSP has all the necessary personal information and move information. From there, the member provides their information to the CRSP and not DND/CAF members/employees.
Furthermore, once a member is ready to move, DND/CAF utilizes contractor van lines to facilitate the actual move. Contractor van lines are regionally allocated moves via the appropriate IT system in accordance with two contracts put in place by Public Services and Procurement Canada (PSPC) for the relocation of government employees, CAF members, Global Affairs Canada (GAC), and the Royal Canadian Mounted Police (RCMP); one contract is specific to North American moves (Canada, United States, and Mexico) and the second contract is specific to international moves. And, similar to the use of the CRSP, DND/CAF ensures the van line contractor has the necessary move related information, but the exchange of information on household goods and effects (HG&E) and the personal information of the member and their family, is collected by the van line directly from the member.
While DND/CAF is not involved in the collection of the most relocation benefit information and move information, it is responsible for ensuring the contractors security and privacy practices appropriately safeguard the personal information they are contracted to collect and use.
Why a privacy impact assessment was completed
This Privacy Impact Assessment was authored to assess the CAF Relocation Program which includes the management of the contracts with the CRSP, the van line contractors, and the role PSPC plays in supporting CAF moves.
Additional information
The PIA identified a number of risks and corresponding mitigation activities which will see timely improvements to security and privacy in contracting, notice, retention and destruction, information technology security, and compliance with TBS privacy policies. Senior managers within the department responsible for relocation services reviewed the risks and mitigation recommendations, and have established a fulsome action plan which will fully mitigate all risks within the current fiscal year.
All mitigation actions aim to address and manage privacy concerns effectively, ensuring that all updates and changes to the Relocation Program maintain high standards of privacy protection.
Related personal information banks
CAF Relocation (DND PPE 860)
For more information about this privacy impact assessment
DND/CAF Directorate of Access to Information and Privacy
Email: ATIP-AIPRP@forces.gc.ca
Telephone: 613-901-6720
Online request: Access to information and Privacy online request