Health Canada Privacy Act Annual Report 2017-2018

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Table of Contents

Introduction

I. Privacy Act

The Privacy Act (the Act) gives Canadian citizens and permanent residents of Canada the right of access to information about themselves held by the federal government with certain specific and limited exceptions.  The Act protects an individual's privacy by setting out provisions related to the collection, retention, accuracy, disposal, use and disclosure of personal information.

The Act requires the head of every federal government institution to submit an annual report to Parliament on the administration of the Act following the close of each fiscal year.  This annual report is prepared and is being tabled before each House of Parliament in accordance with section 72 of the Act.  This report summarizes how Health Canada has fulfilled its privacy responsibilities during the fiscal year 2017-2018.

II. About Health Canada

Health Canada (HC) is the federal department responsible for helping the people of Canada maintain and improve their health.
HC is committed to improving the lives of all of Canada's people and to making this country's population among the healthiest in the world as measured by longevity, lifestyle and effective use of the public health care system.
By working with others in a manner that fosters the trust of Canadians, HC strives to:

  • Prevent and reduce risks to individual health and the overall environment;
  • Promote healthier lifestyles;
  • Ensure high quality health services that are efficient and accessible;
  • Integrate renewal of the health care system with longer term plans in the areas of prevention, health promotion and protection;
  • Reduce health inequalities in Canadian society; and
  • Provide health information to help Canadians make informed decisions.

HC has regional offices in British Columbia, Alberta, Saskatchewan, Manitoba, Ontario, Quebec, and the Atlantic and Northern Regions.

For more information about HC, please visit our website at:
https://www.canada.ca/en/health-canada.html

Privacy Delivery and Governance

Privacy protection and the appropriate management of personal information, including personal health information, are extremely important for Canadians and HC.  The Department takes its role in the management of personal information seriously and has taken steps to raise awareness and implement processes to comply with the Privacy Act.  These are outlined in this report.

Privacy Act requirements are led out of the Privacy Management Division and the Access to Information and Privacy Management Division. Both Divisions are housed in the Planning, Integration and Management Services Directorate of the Corporate Services Branch at HC.

In 2017–2018, the Act was administered at HC by 16.04 full-time equivalent (FTE) employees with the support of 1.40 FTEs in consultant services, as well as part-time and casual employees of 0.79 FTEs for a total resource complement of 18.23 FTEs. These figures include administrative support, management, reporting, monitoring and policy resources, and overhead cost which contribute to the overall support of the operations of the application of the Act.  

I. Privacy Management Division

The Privacy Management Division (PMD) strengthens capacity and expertise supporting HC's programs that collect, use, disclose, retain and dispose of personal information.

The Division's key areas of work include:

  • Developing corporate privacy policies, guidelines and practices that promote a culture of privacy;
  • Actively promoting privacy awareness through both on-line and in-person training;
  • Integrating privacy considerations into the investment planning process;
  • Working with programs to complete, monitor and report on privacy impact assessments and privacy breaches;
  • Reviewing Memorandum to Cabinet and Treasury Board submissions to ensure privacy requirements are met;
  • Coordinating HC annual input into Info Source, including the development and registration of Personal Information Banks;
  • Liaising with the Office of the Privacy Commissioner of Canada on privacy aspects of new and proposed programs, legislation/regulations, policies, privacy impact assessments, breaches and complaints;
  • Monitoring privacy policies, practices; and
  • Liaising with other federal departments, agencies, provincial ministries of health and other key partners regarding privacy issues within the health portfolio to provide informed advice to clients.

II. The Access to Information and Privacy Division

The management of requests and associated complaints under the Privacy Act is jointly led by the Access to Information and Privacy Division and the Privacy Management Division.  Together, these Divisions are responsible for legislative requirements pursuant to the Act such as:

  • Responding to privacy requests within the statutory time frame as well as meeting the duty to assist requesters;
  • Promoting staff awareness and providing training across HC on the Act;
  • Preparing the Annual Report to Parliament;
  • Supporting other forms of information sharing by HC by ensuring the appropriate identification and redaction of personal information (e.g., documents for litigation, information disclosure, and relating to human resource issues); and
  • Liaising with the Office of the Privacy Commissioner (OPC), Treasury Board of Canada Secretariat (TBS), other federal departments and agencies, provincial ministries of health and other key partners regarding the application of the Act to develop relevant policies, tools and guidelines.

Delegation of Authority

The most recent delegation order for the Privacy Act was signed by the Minister of Health on November 25, 2015.  In keeping with Treasury Board Secretariat recommendations on best practice, the delegation order extends authorities to multiple positions including the Coordinator, the Corporate Services Branch's Assistant Deputy Minister and Director General of Planning Integration and Management Services Directorate.  As appropriate, certain administrative authorities are delegated to various senior levels within the ATIP Division and Privacy Management Division to support the effective and efficient administration of the Act.

The Delegation Order is attached as Appendix A.

Requests under the Privacy Act - Statistical Figures, Interpretation and Explanation

I. Statistical Report

This section of the report includes an interpretation and explanation of the data contained in Health Canada's statistical report that summarizes ATI-related activity for the period between April 1, 2017, and March 31, 2018 (Appendix B).

In August 2017, the Prime Minister announced an action plan to dissolve Indigenous and Northern Affairs Canada (INAC) and create two departments: Indigenous Services Canada (ISC) and Crown-Indigenous Relations and Northern Affairs Canada (CIRNAC). ISC was officially created with an order on November 30, 2017, and all employees of the First Nations and Inuit Health Branch (FNIHB) of Health Canada (HC) were transferred to that new department.

Although FNIHB was transferred to ISC on November 30, 2017, through a memorandum of understanding, HC continued to provide internal services until March 31, 2018 including processing privacy requests associated with FNIHB. From November 30, 2017, until March 31, 2018, HC working on behalf of ISC, administered the requests received for FNIHB-related files. This arrangement helped support continued access to information until the transition on April 1, 2018.

HC processed six Privacy Act requests in the name of the ISC, which are included in HC's statistical report. Of those six requests, HC completed two before April 1, while the four others were transferred to ISC for completion.

II. Number of Privacy Requests and Case Load

Requests under the Privacy Act

In 2017–2018, HC processed 237 Privacy Act requests compared to 269 in 2016–2017, a 12% decrease. Many of these requests were for requesters access to medical files. HC also received a significant number of requests from current and former HC employees who wanted to obtain their personal information which can often lead to complexities in retrieving and processing their requests.

Case Load

During the 2017–2018 fiscal year, HC processed 228 of 277 active requests (82%). Active requests included 237 new requests and 40 requests carried forward from 2016–2017.

Case Load and Pages Reviewed by Fiscal Year

Fiscal Year Number of Requests Received Number of Requests Carried Over Total Caseload Number of Requests Closed # of Pages Reviewed for Closed Files
2013-2014 627 48 675 596 86,338
2014-2015 532 79 611 543 81,385
2015-2016 531 68 599 549 36,748
2016-2017 269 50 319 279 13,305
2017-2018 237 40 277 228 8,608
Figure 1: Privacy Requests Received/Completed
Figure 1
Figure 1 - Text description
Fiscal Year Received Completed
2013-2014 627 596
2014-2015 532 435
2015-2016 531 549
2016-2017 269 279
2017-2018 277 228

Consultations Received from Other Government Institutions

In 2017–2018, HC completed a total of six consultations (114 pages) from other federal government departments.  No consultations were received from institutions outside of the federal government. 

Number of Consultations and Pages Reviewed from Other Federal Institutions

Federal Institutions Number of Consultations Completed Pages Reviewed
Public Health Agency of Canada 1 69
Royal Canadian Mounted Police 2 36
Veterans Affairs Canada 2 9
Canadian Border Services Agency 1 1
Total 6 114

III. Disposition of Requests Completed

Completed requests were classified as follows:

Disposition of Requests Completed by Percentage

Disposition of Requests Requests Completed by Percentage
All disclosed 9%
Disclosed in part 27%
No records exist 18%
Request abandoned 47%

Figure 2: Disposition of Completed Requests

Figure 2

A large percentage of Privacy Act requests made to HC are abandoned, mainly due to the requester's confusion surrounding the mandate of the Department and the information that it holds. Most of these "abandoned" requests concerned personal medical records that fall under provincial jurisdiction and are not held by HC. Requesters are advised of these details.

IV. Exemptions Invoked

Sections 18 through 28 of the Act set out the exemptions intended to protect information pertaining to a particular public or private interest.  Section 26 "personal information of other individuals" accounted for 83% of the all exemptions invoked in 2017–2018.

Principal Exemptions Applied

Exemptions Number of Times Applied
Section 26 – Information about another individual 60
Section 27 – Solicitor-client privilege 7
Section 25 – Safety of individuals 4
Section 21 – International affairs and defence 1

V. Exclusions Cited

The Act does not apply to personal information that is available to the public (section 69), nor does it apply to confidences of the Queen's Privy Council (section 70), with some exceptions.  Requests containing proposed exclusions under section 70 require consultation with the Department of Justice, and potentially the Privy Council Office.  In 2017–2018, HC did not exclude any information under either section 69 or 70.

VI. Completion Time

HC was able to respond within 30 days or less in 72% of the completed requests.  Of the remaining requests, 13% were completed in 31 to 60 days, 8% in 61 to 120 days, and 7% in 121 days or more.

VII. Extensions

Legal extensions were invoked in 17 cases (8%) of the total 228 requests completed.

VIII. Translation

There were no requests for translation of records responsive to Privacy Act requests in 2017–2018.

IX. Format of Information Released

Of requests that were fully or partially disclosed, 36 were sent out in paper format and 46 requests were released electronically.

HC's imaging software allows the Department to respond to privacy requests using Portable Document Format (PDF).  It is anticipated that the use of electronic formats for the release of information will continue to grow in future years.

X. Corrections and Notations

There were no requests for the correction or the notation of personal information during this fiscal year.

XI. Costs

HC spent a total of $1,781,552 responding to requests related to the Act.  Of this total, salaries accounted for $1,489,965 and administration costs accounted for $292,587; most of the administration costs were used to retain temporary help to address the complexity of requests.

Training and Awareness

Training, Orientation and Awareness for HC Employees

HC continues to offer privacy training through 'Privacy 101' sessions.  General Privacy awareness training was provided to 91 employees during the year. These sessions provide participants with a high-level understanding of the Privacy Act and its requirements relating to the processing of requests for information under the Privacy Act, the "need to know" principle, and general obligations regarding the collection, use, retention, disclosure and retention of personal information.

Several new training sessions were delivered in 2017–2018, notably, a session on authorized communications and privacy impact assessments (PIAs) and a new session on privacy breaches designed to facilitate the management and prevention of such breaches. In total, 60 participants attended these additional training sessions. Furthermore, an online learning tool, which HC created, called Privacy Basics continued to be used in 2017–2018. The total of online learning participants in this course during the year was 472 from HC and 2411 from other departments. In all, 549 HC employees received Privacy Act training.

HC management continued to increase employee awareness on the protection of privacy and their responsibilities according to the Privacy Act by providing targeted information sessions: for example, promoting Privacy Awareness Week in October, during which, general awareness-raising communications and messages were sent out internally. Tweets on Privacy Awareness Week activities were shared approximately 8,000 times. The Privacy Management Division's Twitter feed had 245 followers by the end of the fiscal year.

Recent Privacy Initiatives

In March 2018, the Privacy Management Division and the ATIP Division participated in an orientation session on integrating new HC employees. The session introduced employees to the main services they could need in the context of their work. Personnel from both divisions gave an overview of the meaning of privacy, why employees must manage it appropriately, the importance of detailed research while meeting reasonable deadlines and the inner workings involved when requests are processed. Thirty-six people participated in the session.

HC is pursuing a plan to add capacity to this function going forward.

New and/or Revised Institution-Specific Privacy-Related Policies, Guidelines and Procedures

I. Privacy Management Division

Privacy Management Division again gave an introductory course on the main requirements for collecting, using, retaining, communicating and withdrawing personal information and specific modules on monitoring the protection of privacy, managing privacy breaches and PIAs. The training was very popular with 2,411 government-wide participants completing it during the fiscal year.

II. Other Initiatives

Governance and Outreach

There is an ongoing focus on engagement through meetings with employees across the Department, central agencies and other government departments.   For example, in 2017–2018, three (3) meetings of the Health Partnership Privacy Committee (HPPC) were held to promote privacy issues.  As a director-level forum with representation from all areas of HC, the HPPC generates discussion and approval of privacy guidance, practices and tools, collaborates in ensuring that privacy compliance requirements are met, and makes recommendations to senior management.

Health Information Privacy Group

HC continues to participate as a member of the Canada Health Infoway's Federal-Provincial Territorial Health Information Privacy Working Group focused on privacy issues related to the development digital health services in Canada.  In 2017–2018, HC participated in 2 in person meetings as well as one (1) conference call.

Key Issues Raised as a Result of Privacy Complaints and/or Investigations

I. Complaints to the Privacy Commissioner

Twelve section 31, Privacy Act complaints were received on HC's processing of Privacy Act requests. OPC personnel sent nine section 33, Privacy Act notices to HC. Those notices provide HC authorities with the opportunity to make formal representations on active investigations. Last, five letters of finding (section 35) regarding complaints were received from the OPC.

II. Types of Complaints and their Disposition Completed

During 2017–2018, five investigations into complaints that related to the processing of Privacy Act requests were completed and closed by the OPC. All five findings were well-founded.

HC processed three informal complaints through the OPC early resolution process. Observations were shared with OPC personnel, the complaints were well-founded and the files were closed.  

The Department reviews the outcomes of all OPC investigations, and where appropriate, incorporates lessons learned into business processes.

III. Applications/Appeals Submitted to the Federal Court/Federal Court of Appeal

There were no applications or appeals submitted to the Federal Court or the Federal Court of Appeal during fiscal year 2017–2018.

IV. Health Canada Responses to Recommendations raised by other Agents of Parliament

There were no recommendations raised by other Agents of Parliament during fiscal year 2017–2018.

V. Privacy Audits

There were no privacy audits concluded during fiscal year 2017–2018 for HC.

Monitoring Compliance

The ATIP Division has undertaken the production of weekly, monthly and quarterly reporting to senior management in order to monitor performance within HC. Similarly, PMD produces quarterly reports on privacy breaches and privacy impact assessments.

Privacy Breaches

During the 2017–2018 fiscal year, HC reported 32 privacy breaches affecting individuals. Most of these breaches concerned low-sensitivity information. None of the breaches were considered serious.

Privacy Impact Assessments Completed

Five privacy impact assessments were completed during the 2017–2018 fiscal year.  Below are the PIAs listed with a brief description along with a hyperlink to the PIA on the HC website where available. For additional information regarding PIAs not yet posted to the HC website, please send your request to: hc.privacy-vie.privee.sc@canada.ca

  1. ATIP Division's Ricoh case management system: A PIA was launched on the subject of new case management systems to determine and mitigate risks to privacy in processing personal information for the purposes of access to information, Privacy Act requests and advice on the privacy policy for HC.
  2. Medical Marijuana Registration Program: This PIA reviewed the risks to privacy associated with the processing of personal information in the [Medical Marijuana Registration Program], including the exchange of personal information with third parties. The PIA also dealt with the risks to privacy with the connected Jira software, which processes requests and information in certificates.
  3. Vision care benefit, NIHB: This PIA was conducted to review the decision-making process for those applying for the vision care benefit under HC's Non-Insured Health Benefits (NIHB) Program. 
  4. Special Access Program (SAP): This PIA was conducted in the context of updating a 2009 PIA assessing the risks to privacy related to SAP operational activities containing the processing of personal information, specifically, SAP management of personal information related to the processing of special access requests (SARs) and the response for status update requests for processing SARs.
  5. Grants and Contribution Information Management System (GCIMS): This PIA was conducted to identify risks to privacy associated with the personal information used in the GCIMS, which will support the administration of HC grant and contribution programs and services.

Disclosures made Pursuant to Paragraph 8(2)(E)

There was one disclosure made pursuant to paragraph 8(2)(e) of the Privacy Act.

Disclosures made Pursuant to Paragraph 8(2)(m)

There were two communications in terms of paragraph 8(2)(m) of the Privacy Act and two written notices to the OPC in accordance with paragraph 8(5).

Appendix A:  Access to Information Act and Privacy Act – Delegation Order

Delegation of Authority

Access to Information Act and Privacy Act

I, the Minister of Health, pursuant to section 73 of the Access to Information Act and section 73 of the Privacy Act, hereby designate the persons holding the positions set out in the Delegation of Authority Schedule attached hereto, or the persons occupying on an acting basis those positions, to exercise the powers, duties and functions of the Minister responsible for Health Canada, under the provisions of the Act and related regulations set out in the schedule opposite each position.  This designation supersedes all previous delegation orders.

The Honourable Jane Philpott MP
Minister of Health
Nov 25, 2015

Delegation of Authority Schedule / Annexe de délégation de pouvoirs

Position Access to Information Act and Regulations Privacy Act and Regulations
Assistant Deputy Minister, Corporate Services Branch
HC/PHAC
Full authority Full authority
Director General, Planning, Integration and Management Services, Corporate Services Branch
HC/PHAC
Full authority Full authority
Director (Coordinator), Access to Information and Privacy
HC/PHAC
Full authority Full authority except
Sections/Articles
8(2)(j), 8(2)(m), 8(5), 9(1), 9(4), 10
Deputy Director, Access to Information and Privacy Full authority Full authority except
Sections/Articles
8(2)(j), 8(2)(m), 8(5), 9(1), 9(4), 10
Director, Privacy Management Division nil Full authority except
Sections/Articles
14-28 inclusively/inclusivement
Chief, Access to Information and Privacy Full authority except:
: 35(2), 52(2)(b), 52(3), 72
Regulations:
Sections: Full authority
Full authority except:
8(2)(j), 8(2)(m), 8(4), 8(5), 9(1), 9(4), 10, 33(2) 51(2)(b), 51(3), 72(1)
Regulations: Sections: Full authority except: 7
Team Leader, Access to Information and Privacy Sections: 4(2.1), 7, 8(1), 9(1), 9(2), 10(1), 10(2), 11(2), 11(3), 11(4), 11(5), 11(6), 12(2)(b), 12(3)(b), 19, 25, 27(1), 27(4), 33, 43(1), 44(2)
Regulations: Sections: Full authority
Sections: 14, 15, 16, 17(2)(b), 17(3)(b), 26, 31
Regulations:
Sections: 9, 11(2), 13(1), 14
Senior Analyst, Access to Information and Privacy Sections: 4(2.1), 7, 9(2), 27(1), 27(4), 33
Regulations:
Sections: 5
Regulations:
Sections: 9, 11(2)
Analyst, Access to Information and Privacy Sections: 4(2.1), 7, 9(2)
Regulations:
Sections: 5
Regulations:
Sections: 9, 11(2)

Appendix B:  Statistical Report on the Privacy Act

TBS/SCT 350-63

Name of institution: Health Canada
Reporting period:      2017-04-01 to 2018-03-31

Part 1: Requests Under the Privacy Act

Requests Under the Privacy Act

Requests Number of Requests
Received during reporting period 237
Outstanding from previous reporting period 40
Total 277
Closed during reporting period 228
Carried over to next reporting period 49

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 2 5 7 4 0 1 0 20
Disclosed in part 4 19 14 13 4 4 4 62
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 24 11 2 2 0 1 0 40
Request abandoned 87 12 6 0 0 0 1 106
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 117 47 29 20 4 6 5 228

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 1
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 4
26 60
27 7
28 0

2.3 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

2.4 Format of information released

Disposition Paper Electronic Other formats
All disclosed 10 10 0
Disclosed in part 26 36 0
Total 36 46 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 490 492 20
Disclosed in part 7667 7396 62
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 451 0 106
Neither confirmed nor denied 0 0 0
Total 8608 7888 188

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 18 231 2 261 0 0 0 0 0 0
Disclosed in part 39 1708 21 4448 2 1240 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 105 0 1 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 162 1939 24 4709 2 1240 0 0 0 0

2.5.3 Other complexities

Disposition Consultation Required Legal Advice Sought Interwoven Information Other Total
All disclosed 3 0 0 2 5
Disclosed in part 6 1 0 3 10
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Request abandoned 0 0 0 0 0
Neitder confirmed nor denied 0 0 0 0 0
Total 9 1 5 5 15

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
57 40 2 2 13

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 16 3 19
16 to 30 days 7 0 7
31 to 60 days 10 1 11
61 to 120 days 6 3 9
121  to 180 days 0 1 1
181 to 365 days 4 2 6
More than 365 days 2 2 4
Total 45 12 57

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)

Disclosures Under Subsections 8(2) and 8(5)

Paragraph 8(2)(e) Paragraph 8(2)(m) Subsection 8(5) Total
1 2 2 5

Part 4: Requests for Correction of Personal Information and Notations

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 1 0
Disclosed in part 4 0 9 0
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 1 0 0 0
Request abandoned 2 0 0 0
Total 7 0 10 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
1 to 15 days 0 0 0 0
16 to 30 days 7 0 10 0
Total 7 0 10 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 tde reporting period 6 114 1 4
Outstanding from tde previous reporting period 1 5 0 0
Total 7 119 1 4
Closed during tde reporting period 6 115 1 4
Pending at tde end of tde reporting period 1 4 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 3 1 1 1 0 0 0 6
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 3 1 1 1 0 0 0 6

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 Ddays 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 1 0 0 0 0 0 0 1
Total 1 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 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

7.2 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

Part 8: Complaints and Investigations Notices Received

Part 8: Complaints and Investigations Notices Received

Section 31 Section 33 Section 35 Court action Total
12 9 5 0 26

Part 9: Privacy Impact Assessments (PIAs)

Part 9: Privacy Impact Assessments (PIAs)

Number of PIA(s) completed 4

Part 10: Resources Related to the Privacy Act

10.1 Costs

Expenditures Amount
Salaries $1,478,692
Overtime $10,273
Goods and Services $292,587
  • Professional services contracts
$233 630
  • Other
$58 957
Total $1,781,552

10.2 Human Resources

Resources Person Years Dedicated to Privacy Activities
Full-time employees 16.04
Part-time and casual employees 0.79
Regional staff 0.00
Consultants and agency personnel 1.40
Students 0.00
Total 18.23

Appendix C:  Health Canada On Behalf Of Indigenous Services Canada - Statistical Report

TBS/SCT 350-63

Name of institution: Health Canada on behalf of Indigenous Services Canada
Reporting period: 2017-04-01 to 2018-03-31

Part 1: Requests Under the Privacy Act

Requests Under the Privacy Act

Requests Number of Requests
Received during reporting period 6
Outstanding from previous reporting period 0
Total 6
Closed during reporting period 6
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 1 0 0 0 0 1
Disclosed in part 0 1 0 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 2 1 1 0 0 0 0 4
Request abandoned 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 2 2 2 0 0 0 0 6

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 0
27 0
28 0

2.3 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

2.4 Format of information released

Disposition Paper Electronic Other formats
All disclosed 0 1 0
Disclosed in part 1 0 0
Total 1 1 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 18 18 1
Disclosed in part 149 145 1
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
Neither confirmed nor denied 0 0 0
Total 167 163 2

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 1 18 0 0 0 0 0 0 0 0
Disclosed in part 0 0 1 145 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 1 18 1 145 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 abandoned 0 0 0 0 0
Neitder 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 Other
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 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

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)

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

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 1 0 0 0
Request abandoned 0 0 0 0
Total 1 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
1 to 15 days 0 0 0 0
16 to 30 days 1 0 0 0
Total 1 0 10 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 tde reporting period 0 0 0 0
Outstanding from tde previous reporting period 0 0 0 0
Total 0 0 0 0
Closed during tde reporting period 0 0 0 0
Pending at tde end of tde 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 Ddays 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 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

7.2 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

Part 8: Complaints and Investigations Notices Received

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)

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 $0
Overtime $0
Goods and Services $0
  • Professional services contracts
$0
  • Other
$0
Total $0

10.2 Human Resources

Resources Person Years Dedicated to Privacy Activities
Full-time employees 0.00
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.00
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