12. Privacy Notice Statement

DND will comply with the federal Access to Information Act and Privacy Act with respect to proposals received. By submitting personal information, an applicant is consenting to its collection, use and disclosure in accordance with the following Privacy Notice Statement, which explains how the applicant's information will be managed.

Necessary measures have been taken to protect the confidentiality of the information provided by applicants. This information is collected under the authority of DNDs terms and conditions for the IDEaS Transfer Payment Program.

Personal information included in all proposals will be kept along with the proposal results as Information Records of Business Value and retained. These data are protected under the Access to Information and Privacy Acts. According to the Privacy Act, data linked to an individual and included in the proposal being evaluated can be accessed by the specific concerned individual who has rights with respect to this information. This individual may, upon request, (1) be given access to his/her data by making an official privacy request through DND for the attention of the Director, Access to Information and Privacy (DAIP) and (2) have incorrect information corrected or have a notation attached.

The Access to Information Act governs the protection and disclosure of information, confidential or otherwise, supplied to a federal government institution.

Paragraph 20(1) (b) of the Act states that:
a government institution [such as DND] shall refuse to disclose any record requested under the Act that contains financial, commercial, scientific or technical information that is confidential information supplied to a government institution by a third party and is treated consistently in a confidential manner by the third party.

Paragraph 20(1) (b) of the Act sets out two mandatory criteria in order to protect applicants’ confidential information supplied to DND from disclosure. First, the applicants’ documents supplied to DND must contain financial, commercial, scientific or technical information. Second, the applicant must consistently treat such information in a confidential manner. In other words, DND will protect the applicant’s confidential information in its possession as much as the applicant protects said confidential information in their own establishment.

Any Privacy or Access to Information request made under their respective Act and completed, will be retained by DAIP for a duration of two (2) years following after the date the request was responded to. After the retention period of two (2) years, the Privacy or Access to Information request file will be destroyed.

For additional information on privacy matters prior to submitting a proposal, please contact:

Director, Access to Information and Privacy (DAIP)
Department of National Defence (DND)
Telephone: direct: 613-992-0996 or toll free: 1-888-272-8207

Applicants shall note that key information related to all contribution agreements (e.g., amount, name of the recipient and project location) will be made available to the public on DND’s website.

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