Info Source: Personal Information Banks

Personal information banks (PIBs) are descriptions of personal information under the control of a government institution that is organized and retrievable by an individual's name or by a number, symbol or other element that identifies that individual. The personal information described in a PIB has been used, is being used or is available for an administrative purpose. The PIB describes how personal information is collected, used, disclosed, retained and/or disposed of in the administration of a government institution's program or activity.

The Immigration, Refugees and Citizenship Canada (IRCC) PIBs:

Immigration Loans Program (PPU 007)

Description: The Immigration Loans Program provides financial loans to government-assisted and privately sponsored refugees to cover the costs to procure necessary travel documents, and to obtain transportation to Canada. Loans are also available to newcomers to cover basic necessities of life.

Personal information collected, used, disclosed or retained for immigration loans may include an individual’s:

  • Name;
  • Date of birth;
  • Sex;
  • Citizenship;
  • Contact information;
  • Marital status and family information (including name of spouse and dependents);
  • Unique client identification number;
  • Social Insurance Number;
  • Loan warrant number;
  • Undertaking to repay assistance;
  • Name and address of employer;
  • Date and port of arrival; and
  • Loan status information, including outstanding balances.

Social Insurance Number: As part of its Immigration Loans Program, Immigration, Refugees and Citizenship Canada (IRCC) may collect an individual’s Social Insurance Number (or ‘SIN’). This information is collected in accordance with the Government of Canada’s Directive on Social Insurance Number for purposes of tracking and reporting taxes.

Class of Individuals: The information described in this bank pertains primarily to individuals who have received transportation, admissibility or assistance loans. This includes foreign nationals admitted to Canada as permanent residents, who do not have sufficient disposable assets to cover the cost of their transportation to Canada and/or from their port of arrival to their final destination in Canada. It may also include information about individuals unable to pay Canada’s Right of Permanent Residence fee, medical costs overseas, and/or the basic needs of life.

Purpose: The personal information described in this bank serves as the official record of loans issued and repaid for refugees. The information is used for the administration of immigration loans and the Immigration Loans Program.

Personal information is collected pursuant to the Immigration and Refugee Protection Act and Regulations.

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for quality assurance purposes, and to determine an individual’s eligibility for other programs.

Select information may be shared with Immigration, Refugees and Citizenship Canada’s Passport Program for quality assurance purposes. An individual’s Social Insurance Number may be shared with the Canada Revenue Agency and collection agencies for loan collection purposes and set-offs.

The information may also be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit.

Aggregate and de-identified data may be shared with private sector companies, Statistics Canada, and other government institutions for research and evaluation, program planning and statistics.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act.

Retention and Disposal Standards: Information relating to immigration loans that have been paid in full is retained for 6 years after the end of the fiscal year in which it was collected. Once the retention has been met, information is destroyed.

Information relating to immigration loans that have not been paid in full remains active and is retained until the loan is either paid in full or written-off. Information relating to immigration loans that have been written-off is retained for 35 years.

Governing legislation and regulations determine whether unpaid loans can be written-off and whether information regarding the loan must be kept on file.

Notes: Information collected for immigration loans is stored in the Immigration Loans System. Information previously described in bank PPU 048, Immigration Program Accounts Receivable (TBS Registration: 005214) are now described in the present bank.

Individuals requesting information related to this bank should provide their name and date of birth, along with their payee and unique client identification number.

DA Number: 2018/008
Related Record Number: CIC ASB 011, CIC APB 001
TBS Registration: 001986
Bank Number: IRCC PPU 007

Refugee and Humanitarian Resettlement (PPU 008)

Description: Canada resettles refugees to save lives and to provide stability to those fleeing persecution. Canada accepts refugees outside of Canada primarily through IRCC’s government-assisted and privately sponsored refugee programs. Additionally, the Blended Visa Office-Referred (BVOR) program is used to help match refugees identified for resettlement by the United Nations Refugee Agency (UNHCR) or by another designated referral organization with private sponsors in Canada.

Refugee and humanitarian resettlement programs are intended for people seeking refugee protection from outside Canada. This bank describes personal information collected, used, disclosed and retained in relation to the destining and arrival of Government Assisted Refugees and the submission of sponsorship undertakings for Privately Sponsored Refugees. The personal information may include:

  • Name;
  • Contact information;
  • Citizenship status;
  • Place of birth;
  • Date of birth;
  • Sex;
  • Marital and family status;
  • Place of last permanent residence;
  • Travel history;
  • Military, police and government service records;
  • Relevant biographical information;
  • Criminal history;
  • Photograph;
  • Biometric information;
  • Destined community in Canada;
  • Sponsorship Agreement Holder contact information;
  • Passport (or other travel document number);
  • Signature or electronic signature; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Under the program, information may also be collected about third party sponsors and family members also applying for refugee protection.

Class of Individuals: The program collects, uses, discloses and retains information about individuals applying for refugee status from abroad as Government Assisted Refugees and Privately Sponsored Refugees, along with information about family members included in their application.

The program also holds information about sponsors, some of which may include personal information.

Purpose: The personal information described in this bank is used to administer IRCC’s refugee and humanitarian resettlement program requirements, and to establish an inventory of private sponsorship undertakings.

Personal information is collected pursuant to the Immigration and Refugee Protection Act (IRPA) and Immigration and Refugee Protection Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for the detection, suppression and prevention of immigration offences, for quality assurance purposes, and to determine an individual’s eligibility for other programs. The information may also be used internally for research, archival and statistical purposes, for program policy and evaluation, and for internal audit.

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canada Border Services Agency (CBSA) (see CBSA PPU 032, Policy and Program Development Enforcement Data System), and to conduct additional security screening in order to identify serious inadmissibilities (see CBSA PPU 035, Intelligence Program).

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canadian Security Intelligence Service (CSIS) (see CSIS PPU 005, Security Assessments/Advice); the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records, and RCMP PIB PPU 030, National Repository of Fingerprints and Criminal Record Information).

Select information may be shared for research or program administration and enforcement purposes, by agreement, with the Immigration and Refugee Board of Canada (IRB) (see IRB PPU 105, Immigration Appeal Board Records; IRB PPU 110, Immigration Appeal Division Records; IRB PPU 115, Convention Refugee Determination Division Records; and IRB PPU 145, Research Directives, Claim Specific Information), Global Affairs Canada (GAC), Health Canada (HC), the Canada Revenue Agency (CRA), and Statistics Canada.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act (see JUS PPU 010, Civil Proceedings and Legal Services).

Select information may be shared with Elections Canada, such as the name, date of birth, sex, residential and mailing address, and UCI, (see Elections PPU 037 Voter Registration and Identification) for the purpose of updating the National Register of Electors.

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.

Select information may be shared externally with parties to verify or assess an individual’s claims or qualifications. Information may also be shared with transportation companies in accordance with their responsibilities under immigration laws, and with medical practitioners for the purpose of providing medical services to newly arrived refugees.

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

Aggregate and de-identified data may be shared with private sector companies, Statistics Canada, and other government institutions for research and evaluation, program planning and statistics.

Information may be shared with provincial, territorial and municipal governments under the terms of an agreement.

Retention and Disposal Standards: Information relating to refugee applications made from abroad, as well as an undertaking or application of sponsorship will be retained for 65 years once the application/sponsorship is completed.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

Notes: The information described in this bank is stored electronically in the Global Case Management System (GCMS). Information may also be kept in paper files at the office at which the application was processed.

Individuals requesting information described in this bank must provide their name, date of birth, and file number.

DA Number: 2018/008
Related Record Number: CIC ASB 008
TBS Registration: 002360
Bank Number: IRCC PPU 008

In-Canada Asylum (PPU 009)

Description: The Asylum Program works to provide refugee protection to people, in Canada, who have a well-founded fear of persecution or are at risk of torture, or cruel or unusual punishment in their home countries.

This bank describes information related to individuals who arrive at a Canadian border or local Immigration, Refugees and Citizenship Canada (IRCC) or Canada Border Services Agency (CBSA) office in Canada and make a claim for refugee protection (thereby requesting to remain in Canada for an indefinite period of time). Information collected for In-Canada Asylum may include the following:

  • Name;
  • Contact information;
  • Place of birth;
  • Date of birth;
  • Sex;
  • Marital and family status;
  • Information related to accompanying family members;
  • Relevant medical information;
  • Relevant biographical information (e.g., education and work history);
  • Relevant travel information, including reason(s) for coming to Canada and mode of transportation when entering Canada;
  • Citizenship status;
  • Place of last permanent residence;
  • Passport (or other travel document number);
  • Criminal record history;
  • Military, police and government service records;
  • Photograph;
  • Biometric information;
  • Status in Canada and information about previous removal activity;
  • Other information, as contained in documents supporting an individual’s application, and which may contain personal information;
  • Signature or electronic signature; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Class of Individuals: The program collects, uses, discloses and retains information about individuals and their families who arrive at a Canadian border or local IRCC or CBSA office and who, in accordance with the Immigration and Refugee Protection Act (IRPA), make a claim for refugee protection and request to remain in Canada for an indefinite period of time. This class also includes individuals who apply to IRCC for a pre-removal risk assessment.

Purpose: The personal information described in this bank is used to assess an individual’s admissibility to Canada, and to determine his or her eligibility for referral to the Immigration and Refugee Board (IRB). The information also serves to facilitate the assessment of Pre-Removal Risk Assessment (PRRA) applications.

Personal information is collected pursuant to the IRPA and Immigration and Refugee Protection Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for the detection, suppression and prevention of immigration offences, for quality assurance purposes, and to determine an individual’s eligibility for other programs. The information may also be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit.

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canada Border Services Agency (CBSA) (see CBSA PPU 032, Policy and Program Development Enforcement Data System), and to conduct additional security screening in order to identify serious inadmissibilities (see CBSA PPU 035, Intelligence Program).

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with: the Canadian Security Intelligence Service (CSIS) (see CSIS PPU 005, Security Assessments/Advice); the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records, and RCMP PIB PPU 030, National Repository of Fingerprints and Criminal Record Information).

Select information may be shared for research or program administration and enforcement purposes, by agreement or arrangement, with the Immigration and Refugee Board of Canada (see IRB PPU 105, Immigration Appeal Board Records; IRB PPU 110, Immigration Appeal Division Records; IRB PPU 115, Convention Refugee Determination Division Records; and IRB PPU 145, Research Directives, Claim Specific Information), Employment and Social Development Canada (ESDC), Global Affairs Canada (GAC), Health Canada (HC), and Statistics Canada.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act (see JUS PPU 010, Civil Proceedings and Legal Services).

Select information may be shared with Elections Canada, such as the name, date of birth, sex, residential and mailing address, and UCI, (see Elections PPU 037 Voter Registration and Identification) for the purpose of updating the National Register of Electors.

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.

Select information may be shared externally with parties to verify or assess an individual’s claims or qualifications.

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

Information may also be shared with transportation companies in accordance with their responsibilities under immigration laws, and with medical practitioners for the purpose of providing medical services to newly arrived refugees.

Aggregate and de-identified data may be shared with private sector companies, Statistics Canada, and other government institutions for research and evaluation, program planning and statistics.

Information may be shared with provincial, territorial and municipal governments under the terms of an agreement or arrangement.

Retention and Disposal Standards: Standard PRRA Information described in this bank is retained for 10 years after the issuance of a permanent resident document (e.g., permanent resident card) and then destroyed as non-archival. Non-Standard PRRA information is retained for 50 years and then destroyed as non-archival.

Appeals of a decision to the Federal Court of Canada, if of archival value, are transferred to Library and Archives Canada after a 65 year retention period.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

Notes: The information described in this bank is stored electronically in the Global Case Management System (GCMS).

Individuals requesting information described in this bank must provide their name, date of birth and place of birth.

DA Number: 2018/008
Related Record Number: CIC ASB 008
TBS Registration: 005188
Bank Number: IRCC PPU 009

Federal Immigrant Investors and Entrepreneurs (PPU 010)

Description: Until 2014, as part of its Permanent Economic Residents Program, IRCC accepted applications for residency under the federal Business Immigrants Class, Entrepreneur and Investor categories. The Entrepreneur Category was designed to attract immigrants with business experience that could be utilized in Canada. The investor category sought to attract immigrants with capital and business management experience. Both categories were terminated in 2014. 

This bank describes information that is related to individuals who were granted conditional permanent resident status in Canada under the Entrepreneur class, or those who made an investment under the Investment class. Personal information collected will vary by individual and according to the business class under which the individual applies. This information may include:

  • Name;
  • Date of birth;
  • Contact information;
  • Unique client identification number;
  • Country of birth
  • Citizenship
  • Last permanent residence;
  • Visa issuance;
  • Landing dates;
  • Relevant business or investment information;
  • Information related to compliance with program requirements;
  • Information related to the applicant’s legal representative (if any);
  • Information from interviews with IRCC, some of which may include personal information; and
  • Information regarding enforcement actions.

Class of Individuals: The program collects, uses, discloses and retains information about individuals who were granted conditional permanent resident status in Canada under the entrepreneur category, or those who made an investment under the investment category, along with information about family members included in their immigration application.

Purpose: The personal information described in this bank is used to administer, monitor and/or enforce components of the relevant program class. Prior to the program’s cancellation in 2014, this included an individual’s compliance with his or her conditions of permanent residence under the Entrepreneur category. This may also include the tracking of an individual’s investments under the Investor category, and/or the final disposition of his or her case file. Personal information is collected pursuant to the Immigration and Refugee Protection Act (IRPA) and its Immigration and Refugee Protection Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for the detection, suppression and prevention of immigration offences, for quality assurance purposes, and to determine an individual’s eligibility for other programs. The information may also be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit.

Information may be shared with IRCC citizenship officers to verify if entrepreneur category residents applying for citizenship have met the conditions of permanent residency (see IRCC PPU 050, Assessment for Canadian Citizenship).

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act (see JUS PPU 010, Civil Proceedings and Legal Services).

Select information may be shared with Elections Canada, such as the name, date of birth, sex, residential and mailing address, and UCI, (see Elections PPU 037 Voter Registration and Identification) for the purpose of updating the National Register of Electors.

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canada Border Services Agency (CBSA) (see CBSA PPU 032, Policy and Program Development Enforcement Data System); the Canadian Security Intelligence Service (CSIS) (see CSIS PPU 005, Security Assessments/Advice); the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records).

Information may be shared with provincial governments, specifically Ontario and British Columbia, pursuant to federal-provincial agreements, for the purpose of providing business counselling services, subject to an agreement.

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.

Retention and Disposal Standards: Information related to applications for permanent residency under a Business Immigrants class are retained for sixty-five years. Once the retention has been met, information is destroyed.

Notes: In 2014, the Government of Canada terminated the Investor and Entrepreneur categories of the Federal Business Immigrants Program. Notwithstanding the cancellation of these categories, information regarding investors and their investments may continue to be collected, used and disclosed until all investors under the program have been repaid in accordance with program regulations.

Personal information and privacy practices previously described in personal information bank PPU 011, Business Immigrants – Immigrant Investor Program (1988-1999) (TBS Registration: 0003335) are now described in the present bank.

The information described in this bank is stored electronically in the Entrepreneur Monitoring Information System or the Investment Monitoring Information System. Information regarding investments made by Investors in the 1999-2014 Investor program is held by IRCC’s International Network.

Individuals requesting information described in this bank must provide their name and date of birth and/or their assigned unique client identifier (UCI). Individuals should also provide the business class under which they applied for permanent residence.

DA Number: 2018/008
Related Record Number: CIC ASB 010
TBS Registration: 005216
Bank Number: IRCC PPU 010

Sponsors of Foreign Nationals (PPU 013)

Description: To support family reunification, family class provisions of the Immigration and Refugee Protection Act (IRPA) enable Canadian citizens and permanent residents of Canada to apply to sponsor eligible family members for immigration, including spouses and partners, dependent children, parents, and grandparents.

Discretionary provisions of IRPA enable the Minister to address exceptional circumstances not anticipated in the legislation. In doing so, they provide the Minister with the ability to more closely consider deserving cases, and to exempt individuals from certain criteria or statutory obligations. They also provide the Minister with the means to grant permanent or temporary residence to individuals based on humanitarian and compassionate consideration, and/or for public policy reasons.

In keeping with the above, Immigration, Refugees and Citizenship Canada (IRCC) collects, uses, discloses and retains information about Canadian citizens or permanent residents who apply to sponsor foreign nationals seeking permanent resident status in Canada; foreign nationals who are sponsored for permanent residence or who apply under a discretionary policy; and family members included in an application. This information may include an individual’s:

  • Name;
  • Contact information;
  • Date of birth;
  • Place of birth;
  • Language;
  • Sex;
  • Select physical attributes;
  • Previous and current marital status;
  • Relationship to sponsor;
  • Citizenship, status in Canada, and/or information about previous refugee claims and/or removal activity;
  • Place of last permanent residence;
  • Social Insurance Number;
  • Passport information;
  • Criminal information;
  • Financial information;
  • Medical information;
  • Military, police, and government service information;
  • Biographical information (e.g., work/travel/education history and family and living arrangement information);
  • Information related to the eligibility assessment for sponsorship;
  • Photographs;
  • Biometric information;
  • Signature;
  • Other information, as contained in documents supporting an individual’s application made under the family class or under other relevant categories; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Class of Individuals: This bank describes information related to: foreign nationals under sponsorship, sponsors or co-signers in a permanent residence application under the ‘Family Class’ or the ‘Spouse or Common-Law Partner in Canada Class’, and individuals benefiting from discretionary considerations. Personal information collected from each individual will vary on a case-by-case basis according to the program of application and the individual’s status in relation to the application.

Purpose: The personal information described in this bank will be used in the administration and enforcement of IRPA and the Immigration Refugee Protection Regulations (IRPR).

Consistent Uses: A copy of the information may form part of an immigration case file. The information may be used in investigations by IRCC, the Canada Border Services Agency (see CBSA PPU 032, Policy and Program Development Enforcement Data System), Canadian Security Intelligence Service (see CSIS PPU 005, Security Assessments/Advice), the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records), or other law enforcement bodies.

Select information may be shared with the Canada Revenue Agency to obtain income information for sponsors and co-signers for the purpose of determining whether the minimum necessary income requirements in the IRPR are met, pursuant to the terms of a formal agreement and in accordance with the Privacy Act.

Select information may be shared with Global Affairs Canada (see DFATD PPU 005, Consular Affairs – Citizenship, and DFATD PPU 10, Consular Affairs - Assistance to Canadians), or with provincial and municipal governments, pursuant to the terms of a formal agreement or arrangement and in accordance with the Privacy Act. The information may be shared to: conduct a lawful investigation, to administer or enforce any law, and/or to administer programs (e.g., enforce provisions in the Sponsorship Agreement and Undertaking relating to provincial social assistance programs).

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act.

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

The information in this bank may be matched with that in IRB PPU 105 (Immigration Appeal Board Records) and IRB PPU 110 (Immigration Appeal Division Records) to administer and conduct the appeals process under IRPA.

The information may be used for internal audits, planning, research, statistics, and evaluations. It may also be provided to private sector research firms for planning, research, statistics, and evaluation in a form that does not identify the individual to whom it relates.

Retention and Disposal Standards: For approved cases, an individual’s application to sponsor a foreign national, along with the sponsor’s sponsorship agreement and undertaking and financial evaluation are retained for five years after the sponsorship has ended. Thereafter, the application is destroyed as non-archival. Other supporting records are retained for two years after the last administrative action. Information related to individuals approved for permanent residency may be retained for up to 65 years. Information related to individuals whose application is refused is retained for up to 5 years after the last administrative action.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon the granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

Note: Most of the information described in this bank is stored electronically in the Global Case Management System (GCMS). To access this information, an individual must provide his or her name, date of birth and/or a Unique Client Identifier (UCI). The information may be held at Case Processing Centres, inland Citizenship and Immigration Centres, and/or at a Canadian mission abroad.

DA Number: 2018/008
Related Record Number: CIC ASB 013, CIC ASB 014
TBS Registration: 001976
Bank Number: IRCC PPU 013

Permanent Economic Residents (PPU 042)

Description: As part of its Permanent Economic Residents Program, Immigration, Refugees and Citizenship Canada (IRCC) selects and processes applications for immigration from individuals who can help meet Canada’s economic objectives and in turn contribute to the development of a strong and prosperous country.

This bank contains information that is related to the processing of applications for immigration submitted under economic classes, for which applicants are selected on the basis of their ability to become economically established in Canada. Current economic classes include: the Federal Skilled Workers Class, the Federal Skilled Tradespersons Class, the Quebec Skilled Workers Class, the Provincial Nominees Class, Start-up Business Class, Live-in Caregivers Class, the Canadian Experience Class, the Self-Employed Persons Class, and the Quebec Business Immigrants Classes (Entrepreneurs, Self-Employed Persons, and Investors). Previous economic classes, under which personal information may still be held, include the federal Entrepreneur and Investors categories of the Business Immigrants Class.

Economic classes may also include programs established using Ministerial Instructions under the authority of s. 14.1 of Immigration and Refugee Protection Act (IRPA), which are time-limited pilot programs. Currently, these include the Caring for Children Class, the Caring for Persons with High Medical Needs Class, the Atlantic Canada Intermediate Skilled Worker Class, the Atlantic Canada Highly Skilled Worker Class, and the Atlantic Canada International Graduate Class. Previous pilot programs include the Immigrant Venture Capital Class and the Start-up Visa pilot (Start-up visa became a permanent program in April 2018).

Express Entry is a mandatory pre-application stage for an application for permanent residence in the select economic immigration classes, including Federal Skilled Workers, Federal Skilled Trades, Canadian Experience Class, and portions of Provincial Nominees.

Personal information, including but not limited to the information outlined below, collected from individuals who submit an Express Entry Profile will vary by individual and according to the individual’s self-declared answers to the Express Entry dynamic questionnaire. This information is kept, used and disposed of by IRCC whether or not the profile is found eligible to be placed in the Express Entry pool.

Personal information collected from individuals who apply for permanent residency will vary by individual and according to the economic class under which the individual applies. This information may include:

  • Name;
  • Contact information;
  • Place of birth;
  • Date of birth;
  • Sex;
  • Language ability in official languages;
  • Marital and family status;
  • Relevant information about family members included in the application;
  • Relevant financial information;
  • Relevant medical information;
  • Relevant biographical information (e.g., education and work history);
  • Citizenship status;
  • Place of last permanent residence;
  • Passport (or other travel document number);
  • Criminal record history;
  • Military, police, and government service records (if applicable);
  • Photograph;
  • Biometric information;
  • Status in Canada and information about previous removal activity;
  • Intended occupation or work opportunities in Canada, including offers of employment and Labour Market Impact Assessments (where issued);
  • Other information, as contained in documents supporting an individual’s application, and which may contain personal information;
  • Signature or electronic signature; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Class of Individuals: The program collects, uses, discloses and retains information about foreign nationals who have submitted a Profile under Express Entry or have applied for permanent residency in Canada under an economic class, along with information about family members included in their application.

Purpose: The personal information described in this bank is used to determine the eligibility of applicants for permanent residency under an economic class, as authorized under IRPA, and to administer and enforce program requirements.

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for the detection, suppression and prevention of immigration offences, for quality assurance purposes, and to determine an individual’s eligibility for other programs. The information may also be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit.

Select information may be shared externally with parties to verify or assess an individual’s claims or qualifications. Information may also be shared with transportation companies in accordance with their responsibilities under immigration laws.

Select information may be shared with provincial and territorial authorities or agencies under the terms of an agreement or arrangement with respect to immigration.

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canada Border Services Agency (CBSA) (see CBSA PPU 032, Policy and Program Development Enforcement Data System), and to conduct additional security screening in order to identify serious inadmissibilities (see CBSA PPU 035, Intelligence Program).

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with: the Canadian Security Intelligence Service (CSIS) (see CSIS PPU 005, Security Assessments/Advice); the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records). The information may also be shared with Employment and Social Development Canada (ESDC), the Immigration and Refugee Board (IRB), the department of Global Affairs Canada (GAC), and Health Canada (HC) in relation to immigration issues.

Select information may be shared with the Department of Justice Canada for litigation purposes, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act (see JUS PPU 010, Civil Proceedings and Legal Services).

Select information may be shared with Elections Canada, such as the name, date of birth, sex, residential and mailing address, and UCI, (see Elections PPU 037 Voter Registration and Identification) for the purpose of updating the National Register of Electors.

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.

Aggregate and de-identified data may be shared with private sector companies, non-governmental agencies, academics, Statistics Canada, and other government institutions for research, evaluation, program planning and statistical purposes.

Retention and Disposal Standards: Information related to Express Entry Profiles may be retained for up to 5 years after the last administrative action. Information related to individuals approved for permanent residency under an economic class may be retained for up to 65 years after the last administrative action. Once the retention has been met, information is destroyed.

Information related to individuals denied admissibility due to criminality, security or medical issues are retained for only 5 years after the last administrative use.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

Notes: The information described in this bank is stored electronically in the Global Case Management System (GCMS).

Applications for immigration as a permanent economic resident may be received and processed in Canada or overseas. Personal information and privacy practices previously described in personal information bank PPU 039, International Services: Overseas Immigration Case Files (TBS Registration: 000344) are now described in the present bank.

Individuals requesting information described in this bank must provide their name and date of birth and/or their unique client identifier (UCI). Individuals should also provide the economic class under which they applied for permanent residence.

DA Number: 2018/008
Related Record Number: CIC AOB 005
TBS Registration: 001972
Bank Number: IRCC PPU 042

Application and Assessment for Canadian Citizenship (PPU 050)

Description: IRCC is responsible for overseeing the administration and assessment of citizenship applications under the Citizenship Act.

The Citizenship Program serves to administer and enforce citizenship legislation and to promote the rights and responsibilities of Canadian citizenship.

Personal information collected in the processing and assessment of citizenship applications is strictly limited to that which is required to administer the Citizenship Program, including determining an individual’s eligibility for Canadian citizenship, as set out in the Citizenship Act and the Citizenship Regulations. The bank contains information collected by the Department of Immigration, Refugees and Citizenship Canada (IRCC) in the administration of citizenship applications. This information may include personal information about an individual or applicant during a specified relevant period, including:

  • Name;
  • Contact information;
  • Date of birth;
  • Place of birth;
  • Sex;
  • Service language preference;
  • Special needs requiring accommodation in the application process;
  • Previous applications for Canadian citizenship;
  • Physical attributes (e.g., height and eye colour);
  • Photograph;
  • Marital status and family information, including the education history of minor children;
  • Citizenship in foreign countries, including copies of biographical pages of issued passports;
  • Dates when the applicant resided/was physically present in Canada;
  • Residency information;
  • Biographical information (e.g., work and education history);
  • Proof of language proficiency;
  • Results and responses to the citizenship knowledge test;
  • Attestation with respect to prohibitions;
  • Applicant’s signature;
  • Name and contact information of individual, firm or organization who assisted in the completion of the application (e.g., consultant’s information);
  • Unique Client Identifier (UCI)
  • Social insurance numbers (SIN), Temporary Tax Number, or Individual Tax Number;
  • Income tax filing history;
  • Attestation of an applicant’s intention to reside in Canada;
  • Calculation of physical presence in Canada;
  • Police certificates for any country;
  • Information related to the conduct of a citizenship representative; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Social Insurance Number: In processing applications for Canadian citizenship, IRCC may collect an individual’s Social Insurance Number (SIN), Temporary Tax Number, or Individual Tax Number. This information is collected in accordance with the Government of Canada’s Directive on Social Insurance Number for purposes of verification of compliance with the tax filing requirements and assessment of the residence/physical presence requirement.

Class of Individuals: Information described in this bank relates to: individuals who have applied for Canadian citizenship, a citizenship certificate, search of citizenship or renunciation of Canadian citizenship; individuals whose birth outside Canada has been registered with the Canadian government between January 1, 1947 and February 14, 1977 (inclusive); individuals whose Canadian citizenship has been recalled or revoked; citizenship consultants.

Purpose: Information described in this bank is used to determine the citizenship status of Canadians, and to facilitate the processing of applications for citizenship. The bank may also serve as a record of issuance of Canadian citizenship certificates.

Personal information is collected pursuant to the Citizenship Act and the Citizenship Regulations.

Consistent Uses: Personal information from citizenship applications may be shared with other federal departments for the purposes of administering and enforcing the Citizenship Act, the Citizenship Regulations, the Immigration and Refugee Protection Act, and laws pertaining to travel documents. It may also be shared with federal, provincial or municipal police forces, with other investigative bodies, the Canada Border Services Agency (CBSA), the Royal Canadian Mounted Police (RCMP), Canada Revenue Agency (CRA) and the Canadian Security Intelligence Service (CSIS).

If the conduct of a representative connected to an application for citizenship constitutes a breach of that representative’s professional or ethical duties, IRCC may disclose information about the representative, including information pertaining to the applicant (but only to the extent necessary), as collected from the application process, to a body that is responsible for governing or investigating improper conduct.

IRCC may share the name, date of birth, sex, residential and mailing address, UCI, citizenship status and effective date of citizenship of new citizens with Elections Canada (see Elections PPU 037 Voter Registration and Identification) and Elections Quebec for the purpose of updating the National Register of Electors and Quebec’s permanent list of electors.

Lists containing the names, addresses, gender and preferred official language of new Canadian citizens may be supplied, with their express consent, to the Prime Minister of Canada and to respective Members of Parliament, for the purpose of facilitating the drafting and distribution of congratulatory letters.

Confirmation of Canadian citizenship status may be provided to The Chancellery in support of nominations to the Order of Canada. Confirmation of Canadian citizenship status may also be provided to the spouses, children and other relatives of naturalized Canadian citizens in order to assist them in acquiring benefits.

Select information on individuals deceased for more than 20 years may be disclosed for genealogical research purposes.

Select personal information in this bank may be used internally by IRCC for program management purposes, and for purposes of program research, planning and evaluation. The information may also be used for internal audit purposes.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act.

Select information may be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of citizenship and immigration legislation.

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

Retention and Disposal Standards: Records and personal information described in this bank may be retained for a period of up to 150 years, beginning from the initiation of an application and assessment for Canadian citizenship or naturalization. Records are retained in the format in which they were received during the citizenship application process. Following the application process, records are retained electronically or in microfilm. At the end of the retention period, electronic records and microfilm are transferred into the care and control of the Library and Archives of Canada.

Note: Since 2004, personal information collected from citizenship and naturalization applications is stored mainly in the department’s Global Management Case System (GCMS). Information may also be transferred and stored on microfilm.

Historical records of citizenship and naturalization are available from the year 1854 onwards. These records are incomplete prior to 1918. Individuals seeking access to historical records must provide a correct name and date of citizenship or naturalization, along with the applicant’s place of birth. A Canadian citizenship or naturalization certificate number, where issued, may also be required to access historical records.

DA Number: 2018/008
Related Record Number: CIC ASB 004
TBS Registration: 003584
Bank Number: IRCC PPU 050

International Students (PPU 051)

Description: The International Student Program facilitates the entry of prescribed classes of foreign nationals in Canada for the purposes of study. International students contribute to the cultural, social, and economic landscape of Canada, and are viewed as ideal candidates for permanent residency, given their language proficiency, Canadian education credentials, and Canadian work experience.

This bank describes information related to individuals who apply for a study permit for the purposes of study in Canada. This information may include the following:

  • Name;
  • Contact information;
  • Place of birth;
  • Date of birth;
  • Sex;
  • Language ability in official languages;
  • Marital and family status;
  • Information related to accompanying family members;
  • Relevant financial information, including the availability of funds;
  • Relevant medical information;
  • Relevant biographical information (e.g., education and work history);
  • Citizenship status;
  • Place of last permanent residence;
  • Passport (or other travel document number);
  • Criminal record history;
  • Military, police, and government service records (if applicable);
  • Photograph;
  • Biometric information;
  • Status in Canada and information about previous removal activity;
  • Details of intended study in Canada;
  • Other information, as contained in documents supporting an individual’s application, and which may contain personal information;
  • Signature or electronic signature; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Under the program, information may also be collected about third parties, including: the name and address of a bond depositor, the sum deposited, terms and conditions imposed, the name of person signing a bond, the names of persons bonded, the name and address of the custodian of a minor child seeking to enter Canada for study purposes, the name and address of the educational institution at which the student is enrolled in Canada, and an acknowledgement of program terms and conditions.

Class of Individuals: The program collects, uses, discloses and retains information about individuals who have applied to Immigration, Refugee and Citizenship Canada (IRCC) for temporary resident status in Canada as international students, along with information about family members included in their application.

Purpose: The personal information described in this bank is used to administer, monitor and enforce program requirements, including the individual’s compliance with his or her conditions of temporary residence, study permit conditions, and the final disposition of his or her case file. Personal information is collected pursuant to the Immigration and Refugee Protection Act (IRPA) and Immigration and Refugee Protection Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for the detection, suppression and prevention of immigration offences, for quality assurance purposes, and to determine an individual’s eligibility for other programs. It may also be used for the purposes of determining a student’s compliance with the conditions of their study permit. Finally, the information may be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit.

IRCC may use the personal information collected on an application and other information collected in support of an application for computer analytics that may be used to support processing applications and decision-making. IRCC may also use this personal information with computer analytics to support research, statistics, program and policy evaluation, internal audit, compliance, risk management, strategy development and reporting.

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canada Border Services Agency (CBSA) (see CBSA PPU 032, Policy and Program Development Enforcement Data System), and to conduct additional security screening in order to identify serious inadmissibilities (see CBSA PPU 035, Intelligence Program).

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with: the Canadian Security Intelligence Service (CSIS) (see CSIS PPU 005, Security Assessments/Advice); the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records).

Select information may be shared for research or program administration purposes, by agreement or arrangement, with Employment and Social Development Canada (ESDC), the Canada Border Services Agency (CBSA), the Immigration and Refugee Board of Canada (IRB), Global Affairs Canada (GAC), Health Canada (HC), Veterans Affairs Canada (VAC), and Statistics Canada.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act (see JUS PPU 010, Civil Proceedings and Legal Services).

Select information may be shared with Elections Canada, such as the name, date of birth, sex, residential and mailing address, and UCI, (see Elections PPU 037 Voter Registration and Identification) for the purpose of updating the National Register of Electors.

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.
Select information may be shared externally with parties to verify or assess an individual’s claims or qualifications.

Aggregate and de-identified data may be shared with private sector companies, Statistics Canada, and other government institutions for research and evaluation, program planning and statistics.

Information may be shared with provincial, territorial and municipal governments under the terms of an agreement.

Information may be shared with designated learning institutions in Canada for the purposes of determining an international student’s compliance with study permit conditions.

Retention and Disposal Standards: Information related to applications for temporary residence as an international student are retained for 2 to 5 years after the last administrative action. Once the retention has been met, information is destroyed. “Denied” Applications are retained for 5 years if the applicant was denied under Section 34 to 41 of IRPA (security / criminality / medical / financial / misrepresentation / non-compliance).

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship.

Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

Notes: The information described in this bank is stored electronically in the Global Case Management System (GCMS). Information may also be kept in paper files at the office at which the application was processed.

Individuals requesting information described in this bank must provide their name and date of birth and/or their assigned unique client identifier (UCI).

This bank was previously titled ‘Foreign Student Records and Case Files’.

DA Number: 2018/008
Related Record Number: CIC ASB 017
TBS Registration: 005154
Bank Number: IRCC PPU 051

Migration Health Services (PPU 052)

Description: IRCC’s Migration Health Branch is responsible for the administration and delivery of migration-related health services to newcomers so as to manage their resettlement to Canada and so as to protect the health and safety of Canadians. Through the use of standardized medical examinations, IRCC screens all applicants for permanent and temporary residence for infectious diseases, and other medical conditions that impact on admissibility. Additionally, the Branch administers and delivers the Interim Federal Health Program (IFHP), which provides limited, temporary coverage of health care benefits to resettled refugees, refugee claimants and certain other groups who are not eligible for provincial or territorial health insurance. As part of these migration health activities, the Branch collects and creates personal information, including an individual’s:

  • Name;
  • Unique Identification Number (UCI);
  • Biographical Information;
  • Contact Information (address, postal code);
  • Citizenship Status;
  • Immigration Category;
  • Date of Birth;
  • Gender;
  • Sex;
  • Service language preference;
  • Medical Information (including the results of the immigration medical examination (IME), medical and laboratory reports, x-rays and x-ray reports; and other medical diagnosis);
  • Opinions, or Views of, or About, Individuals;
  • Other Identification Numbers;
  • Photo;
  • Physical Attributes;
  • Place of Birth;
  • Signature;
  • IFHP Claim Information; and
  • Health Care Service Information.

As part of delivering the IFHP, the Department and a third party administrator collect and create information about health care professionals, including the following personal information elements:

  • Name;
  • Business name;
  • Provider Type/Specialty;
  • Professional Affiliation, Licensing or Certification;
  • Contact Information (address, postal code);
  • IFHP Claim Information;
  • Health Care Service Information;
  • Signature; and
  • Service language preference.

Class of Individuals: The information described in this bank relates to all persons applying for permanent residence, and those temporary residence applicants who require an immigration medical examination.

The information described in this also relates to all individuals eligible for IFHP coverage (i.e., resettled refugees, asylum claimants, individuals detained under IRPA, victims of human trafficking and those identified as part of a public policy to ‎whom the Minister grants group discretionary coverage), as well as those individuals to whom the Minister grants individual discretionary coverage under the IFHP policy.

Lastly, the bank contains information about health care professionals providing medical or other services under the IFHP, who have chosen to register with the program.

Purpose: The information described in this bank is used to determine one of two things:

  1. An individual’s admissibility under the Immigration and Refugee Protection Act (IRPA), and to screen applicants who may be a danger to public health or public safety, or whose health status may place excessive demands on health or social services. Personal information is collected pursuant to the Immigration and Refugee Protection Act (IRPA) and Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).
  2. An individual's eligibility to receive coverage under the IFHP and that the benefits they receive reflect their program eligibility status. It is also used to ensure that health care professionals receive reimbursement for the provision of services covered by the IFHP. Personal information is collected pursuant to the February 2016 Cabinet decision regarding the parameters and scope of the IFHP.

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for program and reporting purposes, for quality assurance purposes, and to determine an individual’s eligibility for other programs. The information may also be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit.

Select information may be shared with Health Canada (HC), the Public Health Agency of Canada (PHAC), and Global Affairs Canada (GAC). Select information may also be shared with provincial and territorial governments for purposes of administering S.32 of IRPR and enforcing public health programs, or with resettlement services organizations for resettlement activities. Select information may be shared with IRCC’s citizenship program, to ensure compliance with S. 32 of IRPR prior to a citizenship application being approved.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act.

Select information may be shared with investigative bodies such as Canadian Border Service Agency for carrying out lawful investigations or the purpose of enforcing Canadian law, pursuant to paragraph 8(2)(e) of the Privacy Act.

Select information may be shared with Canadian Border Service Agency to provide IFHP coverage to eligible clients, pursuant to subsection 4.3 of the Memorandum of Understanding between the two organizations.

Select information is shared with a third party claims administrator for the management and adjudication of IFHP claims.

Select IFHP client information is shared onward from the third party claims administrator to registered IFHP Health Care providers to confirm client eligibility.

Retention and Disposal Standards: Information described in this bank is retained from 2 to 25 years and then destroyed as non-archival. Case files that have been appealed are retained for 10 years and then transferred to the Library and Archives Canada as archival.

DA Number: 2018/008
Related Record Number: CIC AOB 003
TBS Registration: 002723
Bank Number: IRCC PPU 052

International Mobility (PPU 054)

Description: Under the International Mobility Program, eligible foreign nationals can be issued a temporary work permit without obtaining a Labour Market Impact Assessment. This exemption exists in recognition of the expected broader economic, social and cultural benefits to Canada from temporary foreign workers, and the reciprocal benefits enjoyed by Canadians and permanent residents who go abroad to work temporarily.

Under this program, the following information may be collected about individuals who apply for or have been granted temporary resident status in Canada as a temporary foreign worker, and their employers:

  • Name;
  • Contact information;
  • Place of birth;
  • Date of birth;
  • Sex;
  • Language ability in official languages;
  • Marital and family status;
  • Information related to accompanying family members;
  • Relevant financial information, including the availability of funds;
  • Relevant medical information;
  • Relevant biographical information (e.g., education and work history);
  • Citizenship status;
  • Place of last permanent residence;
  • Passport (or other travel document) number;
  • Criminal record history;
  • Photograph;
  • Biometric information;
  • Status in Canada and information about previous removal activity;
  • Details related to the nature of work, employer, position offered, and remuneration;
  • Other information, as contained in documents supporting an individual’s application, and which may contain personal information;
  • Other information contained in documents relating to an employer’s compliance inspection of an employer-specific work permit holder;
  • Signature or electronic signature; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Personal information may also be collected about third parties, including:

  • Name and address of a bond depositor;
  • Sum deposited;
  • Terms and conditions imposed;
  • Name of person signing bond;
  • Name of persons bonded; and
  • Acknowledgement of terms and conditions.

Class of Individuals: The program collects, uses, discloses and retains information about individuals who have applied for or been granted temporary resident status in Canada as a temporary foreign worker under the International Mobility program, along with information about family members included in their application.

The program also holds information about employers and third party representatives, some of which may be personal information.

Purpose: The personal information described in this bank is used to administer, monitor and enforce program requirements, including the individual’s compliance with his or her conditions of temporary residence and the final disposition of his or her case file. Information may also be used for compliance and inspection purposes in relation to employers, as well as for correspondence and other communications with program participants.

Personal information is collected pursuant to the Immigration and Refugee Protection Act (IRPA) and Immigration and Refugee Protection Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for the detection, suppression and prevention of immigration offences, for quality assurance purposes, for compliance purposes, and to determine an individual’s eligibility for other programs. The information may also be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit.

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canada Border Services Agency (CBSA) (see CBSA PPU 032, Policy and Program Development Enforcement Data System), and to conduct additional security screening in order to identify serious inadmissibilities (see CBSA PPU 035, Intelligence Program).

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with: the Canadian Security Intelligence Service (CSIS) (see CSIS PPU 005, Security Assessments/Advice); the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records, and RCMP PIB PPU 030, National Repository of Fingerprints and Criminal Record Information).

Select information may be shared, under an agreement or arrangement, for research or program administration and enforcement purposes with: Employment and Social Development Canada (ESDC) (see ESDC PPU 440, Temporary Foreign Worker Program), the Canada Border Services Agency (CBSA), the Immigration and Refugee Board of Canada (IRB)(see IRB PPU 105, Immigration Appeal Board Records; IRB PPU 110, Immigration Appeal Division Records; IRB PPU 115, Convention Refugee Determination Division Records; and IRB PPU 145, Research Directives, Claim Specific Information), Global Affairs Canada (GAC), Health Canada (HC), Veterans Affairs Canada (VAC), the Canada Revenue Agency (CRA), and Statistics Canada. The information may also be shared with worker’s compensation boards.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act (see JUS PPU 010, Civil Proceedings and Legal Services).

Select information may be shared with Elections Canada, such as the name, date of birth, sex, residential and mailing address, and UCI, (see Elections PPU 037 Voter Registration and Identification) for the purpose of updating the National Register of Electors.

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.

Select information may be shared externally with parties to verify or assess an individual’s claims or qualifications. Data matching occurs to ensure that information about the applicant, as provided by the employer, matches the identity information provided by the applicant at the time he or she submits a work permit application.

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

Information may also be shared with transportation companies in accordance with their responsibilities under immigration laws, and with medical practitioners for the purpose of providing medical services to newly arrived immigrants being held in detention centres.

Aggregate and de-identified data may be shared with private sector parties, Statistics Canada, and other government institutions for research and evaluation, program planning and statistics.

Information may be shared with provincial, territorial and municipal governments under the terms of an agreement or arrangement.

Retention and Disposal Standards: Information related to applications for temporary residence as a temporary foreign worker are retained for up to 6 years after the last administrative action. Permits (on microfilm) are retained for 70 years.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

Notes: The information described in this bank is stored electronically in the Global Case Management System (GCMS). Information may also be kept in paper files at the office at which the application was processed.

Individuals requesting information described in this bank must provide their name and date of birth and/or their assigned unique client identifier (UCI).

This bank was previously titled "Foreign Student Records and Case Files".

DA Number: 2018/008
Related Record Number: CIC ASB 018
TBS Registration: 005009
Bank Number: IRCC PPU 054

Settlement Services (PPU 062)

Description: Settlement programming supports the settlement, adaptation and integration of newcomers into Canadian society. This bank contains information that is related to individuals and the settlement services they receive prior to arrival in Canada and in Canada from third-party service providers (as funded through contribution agreements by Immigration, Refugees and Citizenship Canada (IRCC)).

Personal information collected, used, disclosed or retained from individuals who access settlement services may include:

  • Name;
  • Date of birth;
  • Contact information;
  • Unique client identifier; and
  • Information about service providers and servicing employees.

Personal information needed for the provision of settlement services, as compiled from other IRCC immigration systems may include:

  • Country of birth;
  • Citizenship;
  • Last permanent residence;
  • Sex;
  • Mother tongue;
  • Status in Canada;
  • Date of arrival/landing in Canada;
  • Destination city;
  • Immigrant category;
  • Marital and family status;
  • Educational information;
  • Language ability in official languages;
  • Intended occupation;
  • Skill level information; and
  • Number of individuals listed on the application.

Additional personal information may be collected according to the services accessed by an individual. This information will vary by individual but may include: needs assessments and referrals information; information and orientation service information; employment related service information; language training and language assessment information; and community connections service information.

Class of Individuals: The program collects, uses, discloses and retains information about individuals who access settlement services, including permanent residents of Canada, protected persons as defined in Section 95 of the Immigration and Refugee Protection Act (IRPA), and persons whose applications for permanent resident status are being processed (and who have been informed of the initial approval of their application, subject to an admissibility assessment).

Purpose: The personal information described in this bank is used to administer the Settlement Program. IRCC derives its authority for settlement programs from paragraph 3(1)(e) of the IRPA. The authority for the collection, use and disclosure of information for settlement services is set out in sections 4 and 5 of the Department of Citizenship and Immigration Act.

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information described in this bank may be used internally for: program and policy planning, monitoring and reporting; for research, statistics, and archival storage purposes; and for internal audits. Information related to specific IRCC-funded service provider organizations may be shared with such organizations on an individual basis. Information may also be shared with IRCC-authorized researchers and Statistics Canada (StatCan PPU 135). Personal information may be used for client satisfaction surveys, with the consent of the individual.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act.

Retention and Disposal Standards: Information related to settlement services stored in the Immigration-Contribution Accountability Reporting Environment System (iCARE) may be retained for up to 21 years and then destroyed as non-archival.

Notes: Immigration information used for settlement programming is stored in the Global Case Management System (GCMS). Information used to monitor and evaluate settlement services performed by service provider organizations is stored in iCARE. Prior to 2013, this information was stored in IRCC’s Immigration-Contribution Accountability Measurement System (iCAMS).

Settlement-related services offered through the Immigrant Settlement and Adaptation Program (PPU 003), the Language Instruction for Newcomers to Canada Program (PPU 004), the Enhanced Language Training Initiative (PPU 074), and the Host Program (PPU 005) ended in 2008. Information described in personal information banks related to those programs was retained for up to 6 years following the last settlement service provided. Information of business value may be available through archives.

Individuals requesting information described in this bank must provide a unique client identifier, specific information in reference to the program area concerned, and information about the service provider organization that delivered the program services in question.

DA Number: 2018/008
Related Record Number: CIC ASB 020
TBS Registration: 005249
Bank Number: IRCC PPU 062

Resettlement Assistance (PPU 065)

Description: The Resettlement Assistance Program provides immediate and essential services and income support to recently arrived eligible refugees (primarily government-assisted refugees). This bank contains information that is related to individuals eligible for resettlement assistance and the essential services they receive from third-party service provider organizations (as funded through contribution agreements by Immigration, Refugees, Citizenship Canada (IRCC)). It also includes information related to income support which is provided for up to one year or until a government-assisted refugee becomes self-sufficient (whichever comes first).

Personal information collected, used, disclosed or retained from individuals who access resettlement services may include:

  • Name;
  • Date of birth;
  • Contact information;
  • Unique client identifier;
  • Country of birth;
  • Citizenship; and
  • Information about service providers and servicing employees.

Personal information needed for the provision of resettlement services, as compiled from other IRCC immigration systems may include:

  • Sex;
  • Mother tongue;
  • Status in Canada;
  • Date of arrival/landing in Canada;
  • Destination city;
  • Immigrant category;
  • Marital and family status;
  • Educational information;
  • Language ability in official languages;
  • Intended occupation;
  • Skill level information; and
  • Number of individuals listed on the application.

Additional personal information may be collected according to the resettlement services accessed by an individual. This may include: Resettlement Assistance Program service information; information pertaining to assistance delivered at a port of entry; information about accommodation services provided; orientation services information; needs assessment services information; and information relating to service linkages.

Class of Individuals: The information described in this bank pertains primarily to government-assisted refugees, Joint Assistance Sponsorship refugees, privately-sponsored refugees under the Visa Office Referred Program, and public policy cases entitled to receive Resettlement Assistance Program payments. It may also contain information relating to other eligible refugees, as per the Terms and Conditions of the Resettlement Program, who require financial assistance and a range of immediate essential services after arrival in Canada.

Purpose: The personal information is used to administer the Resettlement Assistance Program and for the administration of financial assistance granted to government-assisted refugees in need. IRCC derives its authority for the Resettlement Assistance Program from paragraphs 3(2)(b) and 3(1)(e) of the Immigration and Refugee Protection Act (IRPA). The authority for the collection, use and disclosure of information is provided in sections 4 and 5 of the Department of Citizenship and Immigration Act.

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

IRCC uses this information internally for the administration of resettlement services. It may also be used for the administration of income support and financial contributions. Other internal uses of information described in this bank include: program and policy planning, monitoring and reporting; research, statistics, and archival storage purposes; and internal audits. Information may also be shared with IRCC-authorized researchers and Statistics Canada (StatCan PPU 135). Personal information may be used for client satisfaction surveys, with the consent of the individual.

The information may be disclosed externally to provincial authorities, by agreement or arrangement, in order to conduct a lawful investigation or to administer or enforce any law of Canada or a province. An individual’s Social Insurance Number may be shared with the Canada Revenue Agency (CRA) and collection agencies for taxation and tax collection purposes.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act.

Retention and Disposal Standards: Contributions (Grants & Contributions) are retained for 7 years and then destroyed as non-archival. Income Support (comparable to Immigration Loans R&D), iCAM information (now in iCARE) is retained for 21 years before being destroyed as archival.

Note: Information used for resettlement services is stored in the Global Case Management System (GCMS). Information used to monitor and evaluate resettlement programming performed by service providers is stored in the Immigration-Contribution Accountability Reporting Environment System (iCARE). Prior to 2015, this information was stored in IRCC’s Immigration-Contribution Accountability Measurement System (iCAMS).

DA Number: 2018/008
Related Record Number: CIC ASB 021, CIC ASB 011, CIC APB 001
TBS Registration: 005309
Bank Number: IRCC PPU 065

Protected Persons Status Documents (PPU 066)

Description: The Protected Person Status Document is an official document issued by IRCC confirming an individual’s status in Canada as a protected person. A protected person is an individual in need of protection, as determined by IRCC and the Immigration and Refugee Board of Canada (IRB).

This bank describes information related to individuals who have applied for and/or been issued a Protected Person Status Document. Information collected may include the following:

  • Name;
  • Contact information;
  • Place of birth;
  • Date of birth;
  • Sex;
  • Physical attributes;
  • Marital and family status;
  • Information related to accompanying family members;
  • Citizenship status and status in Canada;
  • Date determined to be a protected person;
  • Date applied for permanent residence in Canada;
  • Other information, as contained in documents supporting an individual’s application, and which may contain personal information; and
  • Signature or electronic signature.

Class of Individuals: The information described in this bank pertains to Protected Persons, as defined under the Immigration and Refugee Protection Act (IRPA), and who are physically present in Canada.

Purpose: The personal information described in this bank is used to register information pertaining to protected persons in Canada, and so as to support the issuance of documentation indicating their status as protected persons.

Personal information is collected pursuant to IRPA and Immigration and Refugee Protection Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for the detection, suppression and prevention of immigration offences, for quality assurance purposes, and to determine an individual’s eligibility for other programs. The information may also be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit.

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canada Border Services Agency (CBSA) (see CBSA PPU 032, Policy and Program Development Enforcement Data System); the Canadian Security Intelligence Service (CSIS) (see CSIS PPU 005, Security Assessments/Advice); the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records, and RCMP PIB PPU 030, National Repository of Fingerprints and Criminal Record Information).

Select information may be shared for research or program administration and enforcement purposes, by agreement, with the Immigration and Refugee Board of Canada (see IRB PPU 105, Immigration Appeal Board Records; IRB PPU 110, Immigration Appeal Division Records; IRB PPU 115, Convention Refugee Determination Division Records; and IRB PPU 145, Research Directives, Claim Specific Information), Employment and Social Development Canada (ESDC), Global Affairs Canada (GAC), Health Canada (HC), and Statistics Canada.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act (see JUS PPU 010, Civil Proceedings and Legal Services).

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.
Select information may be shared externally with parties to verify or assess an individual’s claims or qualifications.

Information may also be shared with transportation companies in accordance with their responsibilities under immigration laws, and with medical practitioners for the purpose of providing medical services to newly arrived refugees.

Aggregate and de-identified data may be shared with private sector companies, Statistics Canada, and other government institutions for research and evaluation, program planning and statistics.

Information may be shared with provincial, territorial and municipal governments under the terms of an agreement.

Retention and Disposal Standards: Information pertaining to files processed may be retained for up to 5 years after the last administrative action

Notes: IRCC stopped accepting applications for Protected Person Status Documents on December 17, 2012 and ceased the issuance of such documents starting December 31, 2012. Protected Person Status Documents (PPSDs) issued on or before December 31, 2012 nonetheless remain valid until their expiry date.

As of December 17, 2012, protected persons can present the following documents as proof of their status: a decision letter (Notice of Decision) from the Immigration and Refugee Board (IRB) or, a Verification of Status document from IRCC. Protected persons can also use these documents for applying for a refugee travel document from IRCC’s Passport Program.

The information described in this bank is stored electronically in the Global Case Management System (GCMS).

Individuals requesting information described in this bank must provide their date of birth and the approximate date on which they were determined to be a protected person.

DA Number: 2018/008
Related Record Number: CIC ASB 008
TBS Registration: 005310
Bank Number: IRCC PPU 066

Migration Control and Security Management (PPU 068)

Description: The Migration Control and Security Management Program supports the managed migration of foreign nationals and newcomers to Canada. Through the use of various policy and operational measures, the Program facilitates the travel of bona fide permanent residents, visitors, students, and temporary workers to Canada, while protecting the health, safety and security of Canadians.

The primary activities of the Migration Control and Security Management Program include the establishment of visa and other document entry requirements, maintaining the policy framework for terms and conditions of entry, establishing admissibility criteria, implementing and enforcing anti-fraud measures, negotiating bilateral and multilateral information-sharing agreements, arrangements and treaties, developing strategic partnership, and setting Immigration, Refugees and Citizenship Canada’s (IRCC) general identity management practices. In conducting these activities, the program may collect, use, disclose or retain personal information of persons seeking permanent or temporary residence, including the individual’s:

  • Name;
  • Contact information;
  • Place of birth;
  • Date of birth;
  • Language preference;
  • Sex;
  • Select physical attributes;
  • Photograph;
  • Marital and family status;
  • Relevant information about family members included in the application;
  • Relevant financial information;
  • Relevant medical information;
  • Relevant biographical information (e.g., education and work history);
  • Citizenship status;
  • Place of last permanent residence and addresses of last five years of residence;
  • Travel history, including periods when the individual was away from Canada;
  • Passport (or other travel document number);
  • Criminal record history;
  • Military, police, and government service records (if applicable);
  • Biometric information;
  • Status in Canada and information about previous removal activity;
  • Intended occupation or work opportunities in Canada, including offers of employment and Labour Market Impact Assessments (where issued);
  • Other information, as contained in documents supporting an individual’s application, and which may contain personal information;
  • Specific terms and conditions attached to the individual’s residency;
  • Signature or electronic signature; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Under the program, information may also be collected about third parties, including bond depositors or those willing to assist in a relocation.

Class of Individuals: The information described in this bank relates to individuals who have applied for or are seeking permanent residence in Canada or temporary residence in Canada, and to foreign nationals whom the Minister may determine to be ineligible on the basis of public policy considerations (see section 22.1 of the Immigration and Refugee Protection Act).

Purpose: The information described in this bank may be used to administer and enforce provisions of the Immigration and Refugee Protection Act (IRPA), to record the legal admission of immigrants to Canada, to verify an individual’s right to remain in Canada, and to inventory and record information about individuals who have been granted permanent or temporary residence in Canada.

Personal information is collected pursuant to IRPA and Immigration and Refugee Protection Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

The information may be used internally for the detection, suppression and prevention of immigration offences, for quality assurance purposes, and to determine an individual’s admissibility. The information may also be used internally for research and statistical purposes, for program policy and evaluation, and for internal audit, compliance, risk management, strategy development and reporting. Personal information may be used for client satisfaction surveys, with the individual’s consent.

IRCC may use the personal information collected on an application and other information collected in support of an application for computer analytics that may be used to support processing applications and decision-making. IRCC may also use this personal information with computer analytics to support research, statistics, program and policy evaluation, internal audit, compliance, risk management, strategy development and reporting.

Select information may be shared externally with parties to verify or assess an individual’s claims or qualifications.

Select information may be shared with provincial and territorial authorities or agencies under the terms of an agreement or arrangement with respect to immigration or refugees.

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canada Border Services Agency (CBSA) (see CBSA PPU 032, Policy and Program Development Enforcement Data System), and to conduct additional security screening in order to identify serious inadmissibilities (see CBSA PPU 035, Intelligence Program).

Select information may be shared for the administration and enforcement of immigration legislation or for law enforcement purposes with the Canadian Security Intelligence Service (CSIS) (see CSIS PPU 005, Security Assessments/Advice); the Royal Canadian Mounted Police (RCMP) (see RCMP PPU 005, Operational Case Records). The information may also be shared with Employment and Social Development Canada (ESDC), the Immigration and Refugee Board (IRB), the department of Global Affairs Canada (GAC), and Health Canada (HC) in relation to immigration issues.

Select information may be shared with the Department of Justice Canada for litigation purposes, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act (see JUS PPU 010, Civil Proceedings and Legal Services).

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

Subject to the terms of an agreement or arrangement, select information may be shared with foreign governments and immigration authorities in order to conduct a lawful investigation or administer or enforce laws.

Select information may be shared by the Minister of Citizenship and Immigration, on his own initiative, with the Minister of Public Safety and Emergency Preparedness or the Minister of Foreign Affairs for the purpose of exercising the authority under s.22.1 of the IRPA (to declare that a foreign national may not become a temporary resident on the basis of public policy considerations).

Retention and Disposal Standards: Personal information described in this bank may be retained for up to 6 years in electronic form. Paper records are only retained for 2 years.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

Notes: Information previously described in banks PPU 053, Permanent Resident Data System (TBS Registration: 005219), PPU 067, Permanent Resident Card (TBS Registration: 005312) and PPU 055, Visitor Case Files (TBS Registration: 00501) are now described in the present bank.

Individuals requesting information related to this bank should provide their name, date of birth, permit information and year of entry. To access permanent residence data for landing years 1919 through 1935, additional information may be required, such as the country of birth, port of entry, vessel type (if applicable). Landing records for individuals prior to 1935 are archived with Library and Archives Canada.

DA Number: 2018/008
Related Record Number: CIC ASB 016, CIC ASB 009, CIC ASB 012, CIC ASB 016
TBS Registration: 005308
Bank Number: IRCC PPU 068

Panel Member Management (PPU 072)

Description: IRCC’s Migration Health Branch is responsible for the administration and delivery of the Department’s health admissibility screening. These responsibilities include management of the panel members (which includes panel physicians and panel radiologists) who perform immigration medical examinations (IMEs) in Canada and abroad. As part of health admissibility screening, the Branch collects and creates personal information about panel members, including:

  • Name;
  • Business name;
  • Provider type/Specialty;
  • Professional affiliation, Licensing or Certification;
  • Contact information (address, postal code);
  • Languages spoken;
  • Sex;
  • Signature;
  • Photograph;
  • Evaluations performed by the Branch;
  • Evaluations shared with Canada by the governments of Australia, New Zealand, the United Kingdom and the United States of America.

Class of Individuals: Information described in this bank relates to physicians and radiologists selected by IRCC and designated as panel members. It also includes information related to a designated physician’s clinic, medical staff, and other health care professionals who may have provided professional referrals and expertise (e.g. laboratories and specialists).

Purpose: The information described in this bank is used for the selection, evaluation, and termination of panel members, and the overall management of the panel member network.

Personal information is collected pursuant to the Immigration and Refugee Protection Act (IRPA) and Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: Information described in this bank will only be used for the purposes for which it was first collected, or for a use consistent with that purpose.

Information may be used in aggregate (and de-identified) for the preparation of reports and statistics, for audit purposes, and for quality assurance.

Information may be shared under a Memorandum of Understanding with Australia, and under a bilateral Letter of Agreement with New Zealand, the United Kingdom and the United States of America.

Select information may be shared with the Department of Justice Canada for litigation purposes, where relevant, pursuant to section 5 of the Department of Justice Act and paragraph 8(2)(d) of the Privacy Act.

Retention and Disposal Standards: Information described in this bank is retained for 5 years after the last administrative action concerning the panel member, or following revocation of his or her designation, whichever comes last.

DA Number: 2018/008
Related Record Number: CIC AOB 006
TBS Registration: 20090816
Bank Number: IRCC PPU 072

Certificates of Identity and Refugee Travel Documents (PPU 080)

Description: The Passport Program processes applications for certificates of identity and refugee travel documents.

Personal information collected, used, disclosed or retained by Immigration, Refugees and Citizenship Canada (IRCC) for certificates of identity and refugee travel documents may include an individual’s:

  • Name (current and previous);
  • Date of birth;
  • Place of birth;
  • Sex and/or gender;
  • Marital status, year of marriage, name of spouse;
  • Biographical information;
  • Biometric information, including facial recognition alphanumeric photo identifier;
  • Address and history of residences for two years prior to the date of application;
  • Photographs;
  • Physical attributes;
  • Contact information, including emergency contact information;
  • Signature;
  • Citizenship/immigration status;
  • Date and place of death for deceased travel document bearers and deceased parents/legal guardians for children;
  • Travel information;
  • Occupation history, including employment and education history;
  • Language;
  • Other identification numbers, as reflected on documents used to support an individual’s identity;
  • Supporting documentation in relation to custody of, access to, and mobility of a child, court records and power of attorney;
  • Supporting documentation in relation to changes to biographical information and medical records; and
  • Other information necessary to determine an individual’s ongoing entitlement to passport services.

Class of individuals: The information described in this bank relates to non-Canadian citizens who have applied for a certificate of identity or refugee travel document, including: permanent residents of Canada who are not yet Canadian citizens and who are stateless or unable, for a valid reason, to obtain a travel document from any source including their country of origin, and who have applied for a certificate of identity; and persons with protected person status in Canada, including Convention refugees and persons in need of protection, who have applied for a refugee travel document.

The program also holds information about individuals who act as guarantors, emergency contacts, personal references, individuals who submit an application on behalf of an applicant (e.g. family members, parents, tutors or guardians), the person(s) authorized to apply for a certificate of identity or travel document for a child, representatives (e.g. power of attorney, legal representative for incapable individuals, or a third party that acts on behalf of a guarantor), and passport photo service providers.

Purpose: The information described in this bank is used to determine an applicant’s current and ongoing entitlement to a certificate of identity or refugee travel document, to administer related services, and to provide information to the Consular Affairs Bureau of Global Affairs Canada (GAC) in the event that the applicant requires assistance abroad.

Personal information is collected pursuant to the Minister’s authority to exercise the Royal Prerogative over Canadian travel documents.

Consistent uses: Information described in this bank will only be used for the purposes for which it was collected, or for a use consistent with those purposes. All personal information collected is subject to verification and security queries to authenticate identity, eligibility and entitlement. In performing these verification tasks, information is disclosed to and collected from various departments, including provincial and territorial identity document issuing institutions, foreign governments, and other programs within IRCC (see Permanent Resident Card, IRCC PPU 067; Protected Persons Status Documents, see IRCC PPU 066; and Refugee Claims in Canada, IRCC PPU 009).

As authorized by IRCC, information may be disclosed to Employment and Social Development Canada (ESDC) in support of service delivery. Information about the applicant, guarantor, references, and/or emergency contact may be disclosed to GAC in the event that the individual requires assistance abroad (see Consular Affairs-Assistance to Canadians, GAC PPU 010).

All information collected may be used to determine whether there are grounds to refuse to issue a certificate of identity or refugee travel document, to cancel or revoke a valid certificate of identity or refugee travel document, and/or to impose a period of refusal of travel document services.In exercising these authorities, personal information may be shared with Public Safety Canada so that the Minister of Public Safety may exercise his refusal, cancellation and revocation authorities. Information may be shared with law enforcement and security agencies to determine if there are grounds for travel document refusal, cancellation or revocation. Information about the applicant may be shared with the Correctional Service of Canada (CSC) to identify offenders who are incarcerated (see CSC PIB PPU 042). Information about the applicant may also be shared with the Parole Board of Canada (PBCCSC) to identify offenders and parolees (see Conditional Release Decisions (Parole), PBCCSC PIB PPU 005). 

IRCC uses facial recognition technology to convert an applicant’s photo into a biometric template and to compare it with information contained in the Passport facial recognition database.

Personal information that is printed on certificates of identity and refugee travel documents will also be electronically stored on a chip embedded in the certificate of identity and refugee travel document.

Personal information may be disclosed to other governments (municipal, provincial, territorial, and foreign), police forces, an international organization of states, or an international organization established by the governments of states (e.g., INTERPOL) for the purpose of administering or enforcing any law or carrying out a lawful investigation. Information about the applicant may be shared with the Canada Border Services Agency (CBSA) for the purpose of cessation proceedings or to determine a travel document holder’s admissibility to Canada.

Information about invalidated travel documents and the individuals to whom the documents were issued may be disclosed to the RCMP and is available to police services across Canada via the Canadian Police Information Centre (CPIC). The information is also disclosed to INTERPOL (via CPIC) and available to foreign law enforcement and border control authorities via INTERPOL’s Stolen and Lost Travel Document (SLTD) database.

Certificates of identity and refugee travel documents may be sent to foreign embassies/high commissions to obtain official visas. Information may also be used or disclosed for evaluation, reporting, and verification purposes.

Retention and Disposal Standards: Certificate of identity and refugee travel document applications and supporting documentation are retained until the applicant has reached 100 years of age. When an individual holds a valid certificate of identity or refugee travel document that will expire after his/her 100th birthday, the certificate of identity or refugee travel document application and all supporting documentation will be retained electronically for one additional period that is equivalent to the validity period of the travel document. Microfilmed certificate of identity and refugee travel document applications and supporting documentation are retained for 75 years.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

DA Number: 2018/008
Related Record Number: To be confirmed
TBS Registration: 20180037
Bank Number: IRCC PPU 080 (formerly PPTC PPD 101)

Note: Effective July 2, 2013, and pursuant to Order in Council P.C. 2013-0540, the Passport Program was transferred from GAC to IRCC. As a result of that transfer, this personal information bank was transferred from the former Passport Canada to IRCC.

Regular and Official Passports (PPU 081)

Description: The Passport Program processes applications for regular and official passports.

This bank describes information related to individuals who have applied for a passport. Personal information collected by Immigration, Refugees and Citizenship Canada (IRCC) for regular and official passports may include the following:

  • Name (current and previous);
  • Contact information, including emergency contact information;
  • Date of birth;
  • Place of birth;
  • Sex and/or gender;
  • Biographical information;
  • Marital status, including year of marriage and name of spouse;
  • Signature;
  • Occupation history including employment and education history;
  • Occupation details including title, accreditation, and employee service number;
  • Address history for up to five year prior to the date of application;
  • Photographs;
  • Physical attributes;
  • Biometric information (including facial recognition alphanumeric photo identifier);
  • Citizenship status including certificate number and registration number;
  • Date and place of death for deceased passport bearers and deceased parents/legal guardians for children;
  • Travel information;
  • Language;
  • Other identification numbers as reflected on documents used to support an individual’s identity;
  • Supporting documentation in relation to custody of, access to, and mobility of a child, court records and power of attorney;
  • Supporting documentation in relation to changes to biographical information and medical records;
  • Other information collected in order to determine an individual’s ongoing entitlement to a travel document; and
  • Previous entry and/or exit information to and from Canada (including dates, times, locations, and modes of transport).

Class of individuals: The information described in this bank relates to Canadian citizens and in exceptional cases to non-Canadians who have applied for passports. The program also holds information about individuals who act as guarantors, emergency contacts, personal references, individuals who submit an application on behalf of an applicant (e.g., family members, parents, tutors or guardians), the person(s) authorized to apply for a passport for a child, representatives (e.g. power of attorney, legal representative for incapable individuals, or a third party that acts on behalf of a guarantor), and passport photo service providers.

Purpose: The personal information described in this bank is used to determine an applicant’s current and ongoing entitlement to a Canadian passport and to administer passport services. Personal information is collected pursuant to the Canadian Passport Order (SI 81-86), as amended and the Diplomatic and Special Passports Order.

Consistent Uses: As authorized by Immigration, Refugees and Citizenship Canada (IRCC), Employment and Social Development Canada (ESDC) provides domestic passport service delivery functions and Global Affairs Canada (GAC) provides international passport service delivery functions, respectively. In support of passport program delivery, information may be disclosed between the three departments, (insert reference to ESDC Passport Program PIB once registration completed by TBS) as described in the GAC institution specific personal information bank Consular Affairs-Assistance to Canadians, GAC PPU 010.

Information may be disclosed to GAC in the event that a Canadian passport applicant or holder requires assistance abroad (see Consular Affairs-Assistance to Canadians, GAC PPU 010). Information may also be exchanged with GAC to determine whether grounds exist to refuse or revoke in cases where children were born in Canada to foreign diplomats/non-Canadians working for foreign governments in Canada. Children born in Canada to foreign diplomats or non-Canadians working for foreign governments in Canada do not acquire Canadian citizenship at birth and are therefore not eligible for a Canadian passport.

All personal information collected is subject to verification and to security queries to authenticate identity, eligibility and entitlement. In undertaking these queries, information may be disclosed to and/or collected from various government departments, including provincial and territorial identity document issuing institutions. Information may also be shared with other programs within IRCC to verify the identity and/or citizenship (see Application and Assessment for Canadian Citizenship, IRCC PIB PPU 050) of any person listed amongst the Class of Individuals. IRCC may also exchange information with third parties used to receive passport applications submitted in person.

All information collected may be used to determine whether grounds exist to refuse the issuance of a passport, to cancel or revoke a valid passport, and/or to impose a period of refusal for passport services. In exercising this right, personal information may be shared with Public Safety Canada so that the Minister of Public Safety may exercise his refusal, cancellation and revocation authorities.

As it pertains to entry/exit information, IRCC may receive information from the CBSA for the administration and enforcement of immigration law in accordance with Section 107(5)(j) of the Customs Act (see CBSA PPU 1202, Entry/Exit Traveller Processing).

Personal information may be shared with law enforcement and security agencies to determine if there are grounds for passport refusal, cancellation or revocation. Information about the applicant may be shared with Correctional Service of Canada (CSC) to identify offenders who are incarcerated (see Case Management, CSC PIB PPU 042). Information about the applicant may be shared with the Parole Board of Canada (PBC) to identify offenders and parolees (see Conditional Release Decisions (Parole), PBC PPU 005). Information about the applicant may also be shared with the Department of Justice to identify debtors who are subject to a license denial application under the Family Orders and Agreements Enforcement Assistance Act (FOAEAA) (see Family Orders and Agreements Enforcement Assistance, JUS PPU 125).

IRCC uses facial recognition technology to convert an applicant’s photo into a biometric template and to compare that template with information contained in the Passport facial recognition database.

Personal information that is printed on passports is also electronically stored on a chip embedded in the passport booklet.

Personal information may be disclosed to other governments (municipal, provincial, territorial, and foreign), police forces, an international organization of states, or an international organization established by the governments of states (e.g., INTERPOL) for the purpose of administering or enforcing any law or carrying out a lawful investigation. Information may also be shared with investigative bodies such as the Royal Canadian Mounted Police (RCMP), the Canadian Security Intelligence Service (CSIS), and the Canada Border Service Agency (CBSA) (see Disclosure to Investigative Bodies, PSU 913).

Information about invalidated travel documents and the individuals to whom the documents were issued is disclosed to the RCMP and is available to police services across Canada via Canadian Police Information Centre (CPIC). The information is also disclosed to INTERPOL (via CPIC) and available to foreign law enforcement and border control authorities via INTERPOL’s Stolen and Lost Travel Document (SLTD) database.

Information may also be used or disclosed for evaluation, reporting, and verification purposes.

Retention and Disposal Standards: Passport applications and all supporting documentation are retained until an applicant has reached 100 years of age. When an individual holds a valid Canadian passport that will expire after his/her 100th birthday, the passport application and supporting documentation are retained electronically for one additional period that is equivalent to the validity period of the passport. Microfilmed passport applications and all supporting documentation will be retained for 75 years.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

Notes: Historically IRCC (formerly Passport Canada) collected the social insurance number (SIN) when the SIN was provided by an applicant in support of his or her identity. That practice ceased on August 2014 and the SIN is no longer collected by IRCC. Records of SINs collected may remain in records under the control of the department in keeping with the retention standards above.

IRCC may use the services of third parties to receive passport applications submitted in person. These services are limited to those of a Receiving Agent, as provided by Canada Post Corporation and the Service Canada initiative within Employment and Social Development Canada (ESDC) (see Receiving Agent, ESDC PPU 702).

DA Number: 2018/008
Related Record Number: To be confirmed
TBS Registration: 20180037
Bank Number: IRCC PPU 081 (formerly PIB number PPTC PPD 102)

Note: Effective July 2, 2013, and pursuant to Order in Council P.C. 2013-0540, the Passport Program was transferred from GAC to IRCC. As a result of that transfer, this personal information was transferred from the former Passport Canada to IRCC.

Security and Intelligence Case Management (PPU 082)

Description: This bank contains information on individuals whose requests for passport or travel document services may be subject to refusal or limitation, and on individuals who may be subject to cancellation or revocation of a passport or travel document issued in their name or imposition of a period of refusal. The information is in the form of a master control list, reports, memoranda, correspondence and application forms.

Information is supplied by: individuals applying for passport or travel document services or requesting assistance abroad; federal, provincial, and municipal agencies; law enforcement, security and intelligence agencies; Canadian missions abroad; and by foreign governments and international organizations. In addition to personal information collected from passport and travel document applications and supporting documentation (CIC PPU 080 and CIC PPU 081), the personal information in this bank may also include:

  • Name (current and previous);
  • Biographical information;
  • Date and place of birth;
  • Date and place of death for deceased passport bearers and deceased parents/legal guardians for children;
  • Travel information;
  • Language;
  • Immigration/Citizenship status including certificate number and registration number;
  • Signature;
  • Credit information;
  • Criminal checks/history;
  • Employee personnel information;
  • Financial information;
  • Facts about individuals; and
  • Identification numbers, including an individual’s Social Insurance Number in some cases.

Note: The Personal Information Bank updated in 2010 and formerly entitled Passport Office - System Lookout Files. Information may be stored in the System Lookout index in the Passport Program’s Central Index database and associated hard copy security files, the Case Management System, the Facial Recognition System and/or IRCC’s Global Case Management System (GCMS).

Class of Individuals: Individuals who have, or are suspected of having misused, committed fraud or made a false statement in obtaining, produced or used a Canadian passport, certificate of identity or refugee travel document; who is liable to commit sexual offences involving minors; who have lost possession or control of more than one passport (through loss or theft) within a the validity period of five years; whose legal right to apply on behalf of a child under 16 years of age has not been established or is questionable; who stand charged with the commission of an indictable offence; who are serving a term of imprisonment or otherwise forbidden by either domestic or foreign authorities to leave Canada or a foreign country; who permit another person to use the passport; who are indebted to the Crown for expenses related to repatriation to Canada or for other consular financial assistance provided abroad at their request by the Government of Canada; who are wanted by law enforcement agencies; who may present a threat to national security in Canada or that of another country; guarantor or individuals listed on an application form (e.g. references) that could be related to the applicant/bearer; individuals with discrepancies/variations in their place of birth or date of birth; individuals who are subject to license denial under the Family Orders and Agreements Enforcement Assistance Act (FOAEAA); or children and parents/guardians where there are concerns related to possible child abduction.

Purpose: The personal information described in this bank is used to determine an individual’s current and ongoing entitlement to a Canadian passport or travel document and to administer passport or travel document services.

Personal information is collected pursuant to the Canadian Passport Order (SI 81-86), as amended. Some personal information is collected pursuant to sections 68 and 79(c) of the FOAEAA and is used to assist IRCC in determining if a debtor identified by the Department of Justice is the same person as the one requesting passport services or holding a passport, before taking appropriate actions in accordance with the above mentioned Act.

Consistent Uses: Pursuant to the Canadian Passport Order, and as authorized by Immigration, Refugees and Citizenship Canada (IRCC), Employment and Social Development Canada (ESDC) provides domestic passport service delivery functions and Global Affairs Canada (GAC) provides international passport service delivery functions, respectively. In support of passport program delivery, information may be disclosed between the three departments, (insert reference to ESDC Passport Program PIB once registration completed by TBS) as described in the GAC institution specific personal information bank Consular Affairs-Assistance to Canadians, GAC PPU 010.

Information may be disclosed to GAC in the event that a Canadian passport applicant or holder requires assistance abroad (see Consular Affairs-Assistance to Canadians, GAC PPU 010). Information may also be exchanged with GAC to determine whether grounds exist to refuse or revoke in cases where children were born in Canada to foreign diplomats/non-Canadians working for foreign governments in Canada. Children born in Canada to foreign diplomats or non-Canadians working for foreign governments in Canada do not acquire Canadian citizenship at birth and are therefore not eligible for a Canadian passport.

All personal information collected is subject to verification and to security queries to authenticate identity, eligibility and entitlement. In undertaking these queries, information may be disclosed to and/or collected from various government departments, including provincial and territorial identity document issuing institutions. Information may also be shared with other programs within IRCC to verify the identity and/or citizenship (see Application and Assessment for Canadian Citizenship, IRCC PIB PPU 050) of any person listed amongst the Class of Individuals. IRCC may also exchange information with third parties used to receive passport applications submitted in person.

All information collected may be used to determine whether grounds exist to refuse the issuance of a passport, to cancel or revoke a valid passport, and/or to impose a period of refusal for passport services. In exercising this right, personal information may be shared with Public Safety Canada so that the Minister of Public Safety may exercise his refusal, cancellation and revocation authorities.

Personal information may be shared with law enforcement and security agencies to determine if there are grounds for passport refusal, cancellation or revocation. Information about the applicant may be shared with Correctional Service of Canada (CSC) to identify offenders who are incarcerated (see Case Management, CSC PIB PPU 042). Information about the applicant may be shared with the Parole Board of Canada (PBC) to identify offenders and parolees (see Conditional Release Decisions (Parole), PBC PPU 005). Information about the applicant may also be shared with the Department of Justice to identify debtors who are subject to a license denial application under the Family Orders and Agreements Enforcement Assistance Act (FOAEAA) (see Family Orders and Agreements Enforcement Assistance, JUS PPU 125).

IRCC uses facial recognition technology to convert an applicant’s photo into a biometric template and to compare that template with information contained in the Passport facial recognition database.

Personal information that is printed on passports and travel documents is also electronically stored on a chip embedded in the passport booklet and travel document. 

Personal information may be disclosed to other governments (municipal, provincial, territorial, and foreign), police forces, an international organization of states, or an international organization established by the governments of states (e.g., INTERPOL) for the purpose of administering or enforcing any law or carrying out a lawful investigation. Information may also be shared with investigative bodies such as the Royal Canadian Mounted Police (RCMP), the Canadian Security Intelligence Service (CSIS), and the Canada Border Service Agency (CBSA) (see Disclosure to Investigative Bodies, PSU 913).

Information about invalidated travel documents and the individuals to whom the documents were issued is disclosed to the RCMP and is available to police services across Canada via Canadian Police Information Centre (CPIC). The information is also disclosed to INTERPOL (via CPIC) and available to foreign law enforcement and border control authorities via INTERPOL’s Stolen and Lost Travel Document (SLTD) database.

Retention and Disposal Standards: Records are retained for up to 10 years, except for cases of special interest which are retained for an indefinite period.

Biometric information is stored by the RCMP on behalf of IRCC and retained for 15 years from the time of the most recent biometric collection. That information is systematically destroyed after 15 years or upon granting of Canadian Citizenship. Biometric information attached to an individual who has been deemed inadmissible under sections 34 through 37 of the IRPA will be retained until the individual has reached the age of 100.

DA Number: 2018/008
Related Record Number: To be confirmed
TBS Registration: 20180038
Bank Number: IRCC PPU 082 (Formerly DFAIT PPU 020)

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