Parole Board of Canada Annual Report to Parliament on the Privacy Act 2019-2020

From: Parole Board of Canada

Introduction

In accordance with section 72 of the Privacy Act, an annual report to Parliament on the administration of the Privacy Act is prepared each fiscal year. This report covers the period from April 1, 2019 to March 31, 2020. This Annual Report is tabled in Parliament in accordance with section 72 of the Privacy Act.

Purpose of the Privacy Act

The Privacy Act provides citizens or permanent residents of Canada with the right of access to personal information held by the government and the protection of that information against unauthorized use and disclosure. The Privacy Act has provisions on the collection, retention and disposal of personal information. Under the Privacy Act, access is given to any personal information about the individual contained in a personal information bank, and any other personal information about the individual under the control of a government institution that is reasonably retrievable by the government institution. The Privacy Act allows for the correction of personal information where the individual believes there is an error or an omission. This may require that a notation is attached to the information reflecting any correction requested but not made.

Mandate of the Parole Board of Canada

The Parole Board of Canada (PBC/Board) is an independent administrative tribunal. The PBC is headed by a Chairperson who reports to Parliament through the Minister of Public Safety and Emergency Preparedness.

The PBC has exclusive authority under the Corrections and Conditional Release Act (CCRA) to grant, deny, cancel, terminate or revoke day parole and full parole. The Board may order certain offenders to be held in prison until the end of their sentence. This is called detention during the period of statutory release. The PBC contributes to the protection of society by facilitating, as appropriate, the timely reintegration of offenders as law-abiding citizens. The Board makes conditional release decisions for federal offenders, as well as for provincial offenders in provinces and territories that do not have their own provincial boards. Only the provinces of Ontario and Quebec currently have their own parole boards that make parole decisions for offenders serving sentences of less than two years.

The PBC is also responsible for making decisions to order, refuse to order and revoke record suspensions (pardons) under the Criminal Records Act (CRA) and the Criminal Code. A record suspension is a formal attempt to remove the stigma of a criminal record for people who, having been convicted of an offence, have satisfied the sentence and remained crime-free for a prescribed number of years. The PBC also has legislated responsibility to order or refuse to order expungement of a conviction under the Expungement of Historically Unjust Convictions Act (Expungement Act).The Board also makes recommendations for the exercise of clemency through the Royal Prerogative of Mercy.

The PBC is comprised of full-time employees as well as Board members appointed by the Governor-in-Council. The PBC's National Office is located in Ottawa and there are six regional offices located in: Moncton (Atlantic), Montreal (Quebec), Kingston (Ontario), Saskatoon and Edmonton (Prairies), and Abbotsford (Pacific). The Appeal Division of the Board is located in Ottawa.

Organizational Structure of the PBC to Fulfill its Privacy Act Responsibilities

The Access to Information and Privacy (ATIP) Unit is led by the Director of Public Affairs and Partnerships, who reports to the Executive Director General of the PBC. The ATIP Unit is responsible for:

The Director and Team Leaders are responsible for administering the legislation and signing exemptions within their delegated authority. They are also responsible for giving advice and guidance to departmental officials on matters involving the Privacy Act. In 2019-2020, ATIP staff consisted of one Director, two Team Leaders, one Analyst and one ATIP Clerk. All ATIPstaff is located at National Office.

Requests are processed as follows: completeness of the request is determined; the ATIP Team Leaders and Analyst ensure the signature from the records is the same as the signature on the privacy request form; if in doubt the requestor is contacted concerning the validity of their identity. For individuals making a request onbehalf of another individual, we ensure a signed consent form is obtained and the signature from the records is the same as the signature on the consent form; the request is acknowledged; search for relevant records is conducted; records are analysed under the provisions of the legislation, other agencies/ministries and policing services are consulted where appropriate; any necessary exemptions are applied and the applicant is provided with non-exempted material.

A tracking system is used to log all actions taken. Consultations (mainly with policing services) take place in most cases when other institutions' information is found in the PBC’s files and their recommendations are normally followed.

Reading rooms are available in each of the six regional offices of the PBC as well as at National Office.

Delegation Order

Some powers, duties and functions for the administration of the Privacy Act have been delegated to the Chairperson, Executive Vice-Chairperson, Executive Director General, Director of Public Affairs and Partnerships, and to the Team Leaders. For a copy of the signed delegation order, please refer to Annex A.

Interpretation of the Statistical Report for the 2019-2020 Reporting Period

For a copy of the Statistical Report, please refer to Annex B.

PART 1 – Requests under the Privacy Act

Three hundred and seventy-five (375) requests were received in 2019-2020 and forty-one (41) requests were outstanding from the previous reporting period, 2018-2019. Three hundred and ninety-six (396) requests were completed during the 2019-2020 reporting period. Twenty (20) requests were carried over to fiscal year 2020-2021. Requests under the Privacy Act are highlighted in the graph below for the past four fiscal years.

Requests under the Privacy Act 2019-2020
Text equivalent for Requests under the Privacy Act
Requests under the Privacy Act
2016-2017 2017-2018 2018-2019 2019-2020
Received 464 365 319 375
Outstanding 46 19 26 41
Closed 491 356 302 416
Carried Over 19 28 43 20

PART 2 – Requests Closed During the Reporting Period

2.1 Disposition and Completion Time

Of the three hundred and ninety-six (396) requests completed, information was disclosed in part in response to two hundred and twenty-two (220) requests and in full for one hundred and thirty-eight (138) requests. The PBC had no records for twenty-three (23) requests, nine (9) requests were abandoned and four (4) requests were all exempt. The PBC routinely receives many privacy requests from members of the public who do not have a file with the PBC.

The majority of requests 34% were processed within 15 days, 36% were processed from 15-30 days, 29% of requests were processed within 31-60 days and 1% within 61-120 days.

2.2 Exemptions

Consistent with past fiscal years, Section 26 was the exemption invoked the most, followed by 19(1)(c), 19(1)(d) and 22(1)(b). A comparison chart of all exemptions invoked over the past two fiscal years appears below.

 Exemptions 2019-2020
Text equivalent for Exemptions
Exemptions
Section 2018-2019 2019-2020
19(1)(a) 4 4
19(1)(b) - 1
19(1)(c) 119 149
19(1)(d) 83 131
22(1)(a)(i) 18 23
22(1)(a)(ii) 0 2
22(1)(b) 4 31
22(1)(c) 24 11
24(a) 1 0
24(b) 7 7
26 141 179
27 1 -

2.3 Exclusions

No exclusion was cited this reporting period.

2.4 Format of Information Released

The format of information released was Paper for most of the requests (58%) with the balance of the  requests disclosed in electronic format (42%).

2.5 Complexity

2.5.1 Relevant Pages Processed and Disclosed

Overall, 82,583 pages were processed this past fiscal year from 373 requests, which represents an increase of 30% for both pages and requests processed during the last fiscal year.

2.5.2 Relevant Pages Processed and Disclosed by Size of Request

Two hundred and forty-seven (247) requests had 100 pages or fewer processed. Eighty-one (81) had between 101-500 pages processed. Twenty (20) had between 501-1,000 pages processed. Twenty-Four (24) had between 1,001 and 5,000 pages processed and one (1) request had over 5,000 pages processed.

2.5.3 Other Complexities

PBC files remain relatively complex. Of the 373 requests processed with records, 281 required consultations.

2.6 Closed Requests

2.6.1 Number of Requests Closed within Legislated Timeframes

98.5% of the requests closed during 2019-2020 were closed within the legislated timeframes.

2.7 Deemed Refusals

Of the three hundred and ninety-six (396) requests received this reporting period, there were six (6) deemed refusals during this reporting period.

2.8 Requests for Translations

There were no requests for translations. This is consistent with past trends at the PBC.

PART 3 – Disclosures Under Subsection 8(2) and 8(5)

There were no disclosures made under 8(2) and 8(5) this past fiscal.

PART 4 – Requests for Correction of Personal Information and Notations

There were no requests for correction of Personal Information during this period.

PART 5 – Extensions

5.1 Reasons for Extensions and Disposition of Requests

Consistent with past trends at the PBC, the majority of the 136 extensions taken were for consultation purposes listed in the other category, had files with a disposition of disclosed in part and the extensions taken were for between 16-30 days. A comparison of the types of extensions taken is shown below.

Extensions
Text equivalent for Extensions
Reason for Extension Number of extensions
Interference with operations 4
Consultation - Section 70 0
Consultation - Other 133

PART 6 – Consultations Received from Other Institutions and Organizations

6.1 Consultation received from other Government of Canada Institutions and other Organizations

Three (3) consultations from other institutions were processed. Two (2) were completed within 1-15 days and one (1) within 31-60 days. No consultations were received from other organizations.

6.2 Recommendations and Completion Time for Consolations Received from other Government of Canada Institutions

Of the three (3) consultations received, one had a recommendation of all disclosed and the balance were disclosed in part.

6.3 Recommendations and Completion Time for Consultations Received from other Organizations

No consultations were received from other organizations. This is consistent with past trends at the PBC.

PART 7 – Completion Time of Consultations on Cabinet Confidences

7.1 Requests with Legal Services

There was no consultation on Cabinet Confidences with Legal Services or Privy Council Office this past fiscal year.

PART 8 – Complaints and Investigations Notices Received

There was one (1) complaint received from the Office of the Privacy Commissioner during this reporting period, which was also finalized during the reporting period and was deemed to be not well founded.

PART 9 – Privacy Impact Assessments (PIAs)

No Privacy Impact Assessments were completed during this reporting period.

PART 10 – Resources Related to the Privacy Act

Total salary costs associated with the Privacy Act activities were $255,267 for 2019-2020. Goods and services costs were $4,247 and overtime was $2,942. The associated full-time equivalency (FTE) human resources were 3.50. Included in the salary costs attributable to the Privacy Act are the costs associated with the administration of the Act. These are the salary costs of individuals working on privacy activities such as processing privacy requests, assisting the Office of the Privacy Commissioner in complaint investigations, processing consultation requests from other government institutions, preparing reports, maintaining statistics and working on privacy policy initiatives. A comparison of costs associated with the Privacy Act is shown below.

Costs
Text  equivalent for Costs
Costs 2019-2020 (in dollars)
Salaries 25,5267
Overtime 2,942
Goods and Services 4,247

Formal/Informal Interface

The Parole Board shares a great deal of file information with offenders in contexts other than the processing of requests under the Privacy Act. For example, information is shared during hearings with offenders and when notifying them of its decisions. In carrying out such duties, the Board must comply with the Corrections and Conditional Release Act (CCRA). Section 141 of the CCRA states that at least 15 days before the review date of an offender, the PBC shall provide or cause to be provided to the offender, in writing, the information that is to be considered in the review of the case or a summary of that information. This process, therefore, may allow for the sharing of more information than would be otherwise permitted under the provisions of the Privacy Act.

Furthermore, the CCRA gives Canadian citizens greater access to information about offenders. The CCRA provides for:

  1. A Decision Registry containing all conditional release decisions made by the PBC since November 1992, and which is accessible to anyone who demonstrates an interest in a specific case or group of cases, by written request;
  2. Access by victims to some offender-related information, and;
  3. Members of the public to attend PBC hearings.

This law has an important impact on the disclosure of offender-related personal information to third parties.

Impacts of COVID-19

During COVID-19, the ATIP Unit’s operations were slightly impacted at the outset given that one clerical staff position’s duties could not be performed remotely.  A workaround to this was implemented and the ATIP Team Leaders and the ATIP Analyst were able to perform their work remotely, which allowed the ATIP unit to continue to complete existing and new requests within legislative timeframes. See Annex C.

Training Activities

The PBC requires all of its public service staff to complete the online course “Access to Information and Privacy Fundamentals” as part of their Collective Learning Roadmap. In the reporting fiscal year, although there were no informal or formal training sessions delivered on the Privacy Act the PBC continues to have an ATIP training tool on its internal website. The training informs staff about the roles and responsibilities of each Parole Board employee in relation to the Privacy Act and emphasizes that all employees have a role to play when it comes to the collection, retention, disposal and protection of personal information. In addition, the PBC continued to expand privacy training by finalizing and posting the privacy principles on its internal website.

Revised PBC-related Policies, Guidelines and Procedures

The ATIP unit will continue to be involved in the creation and revision of forms throughout the PBC. During the reporting period, PBC also began conducting privacy verifications on the shared drives in order to ensure that employees’ access to personal information respects the need-to-know principle.

Key Issues and Actions Taken on Complaints

One (1) complaint was received during the reporting period under the ‘miscellaneous’ category, and was deemed to be not well founded.

Monitoring the Time to Process Privacy requests and Requests for Correction

The PBC monitors the time to process all privacy requests and requests for correction through the use of a computerized tracking system. Monitoring is done by the Team Leader responsible for the request.

Material Privacy Breaches

There were no material privacy breaches during this reporting period.

ANNEX A - Delegation Order Privacy Act

By this order made pursuant to section 73 of the Privacy Act, I hereby authorize those officers and employees of the Parole Board of Canada occupying, on an acting basis or otherwise, the positions identified within the attached schedule to perform on my behalf any of the powers, duties or functions specified therein.

This delegation replaces and repeals all previous orders.

Original signed by
The Honourable Bill Blair, P.C., C.O.M., M.P.
Public Safety Canada
Date: July 22, 2020.

Schedule 1

Delegation Order – Privacy Act
Powers, Duties or Functions Section Chairperson Executive Vice-Chairperson Executive Director General Director, Public Affairs and Partnerships Team Lead, ATIP
To disclose personal information, for research or statistical purposes 8(2)(j) Yes Yes Yes No No
To disclose personal information when public interest outweighs invasion of privacy or when disclosure benefits the individual 8(2)(m) Yes Yes Yes No No
To keep copies of requests made under 8(2)(3), keep records of information disclosed pursuant to such request and to make those copies and records available to Privacy Commissioner 8(4) Yes Yes Yes Yes Yes
To notify the Privacy Commissioner in writing of disclosure under paragraph 8(2)(m) 8(5) Yes Yes Yes Yes Yes
Record of disclosures 9(1) Yes Yes Yes Yes Yes
To notify the Privacy Commissioner of consistent use of personal information and update index accordingly 9(4) Yes Yes Yes Yes Yes
To include personal information in personal information banks 10 Yes Yes Yes Yes Yes
To give written notice as to whether or not access will be given, and if access is to be given, to give access to the requester 14 Yes Yes Yes Yes Yes
To extend time limit and give notice of extension 15 Yes Yes Yes Yes Yes
To determine the necessity for a translation of interpretation of a record 17(2)(b) Yes Yes Yes Yes Yes
To determine whether a record should be provided in an alternative format 17(3)(b) Yes Yes Yes Yes Yes
Exempt banks 18(2) Yes Yes Yes Yes Yes
Information obtained in confidence 19 Yes Yes Yes Yes Yes
Federal-provincial affairs 20 Yes Yes Yes Yes Yes
International affairs and defence 21 Yes Yes Yes Yes Yes
Law enforcement and Investigations 22 Yes Yes Yes Yes Yes
Public Servants Disclosure Protection Acts 22.3 Yes Yes Yes Yes Yes
Security clearances 23 Yes Yes Yes Yes Yes
Individuals sentenced for an offence 24 Yes Yes Yes Yes Yes
Safety of individuals 25 Yes Yes Yes Yes Yes
Information about another individual 26 Yes Yes Yes Yes Yes
Solicitor-client privilege 27 Yes Yes Yes Yes Yes
Medical records 28 Yes Yes Yes Yes Yes
To receive notice of investigation by the Privacy Commissioner 31 Yes Yes Yes Yes Yes
To make representations to the Privacy Commissioner 33(2) Yes Yes Yes Yes Yes
To receive the report of findings of the investigation and give notice of action taken or proposed to be taken or reasons why no action has been or is proposed to be taken 35(1) Yes Yes Yes Yes Yes
To provide access to personal information 35(4) Yes Yes Yes Yes Yes
To receive the report of findings after investigation in respect of personal information 37(3) Yes Yes Yes Yes Yes
To request that the matter be heard and determined in the National Capital Region 51(2)(b) Yes Yes Yes Yes Yes
To request the opportunity to make representations ex parte 51(3) Yes Yes Yes Yes Yes
To refuse to disclose Cabinet confidences 70 Yes Yes Yes Yes Yes
To prepare annual report for submission to Parliament 72 Yes Yes Yes Yes Yes
Delegation Order – Privacy Regulations
Powers, Duties or Functions Section Chairperson Executive Vice-Chairperson Executive Director General Director, Public Affairs and Partnerships Team Lead, ATIP
Retention of personal information requested under paragraph 8(2)(e) 7 Yes Yes Yes Yes No
Examination of information 9 Yes Yes Yes Yes Yes
Notification concerning corrections 11(2)
11(4)
Yes Yes Yes Yes Yes
Disclosure of personal information relating to physical or mental health 13(1) Yes Yes Yes Yes Yes
Examination in presence of medical practitioner or psychologist 14 Yes Yes Yes Yes Yes
Delegation Order – Privacy Regulations
Powers, Duties or Functions Section Chairperson Executive Vice-Chairperson Executive Director General Director, Public Affairs and Partnerships Team Lead, ATIP
Retention of personal information requested under paragraph 8(2)(e) 7 Yes Yes Yes Yes No
Examination of information 9 Yes Yes Yes Yes Yes
Notification concerning corrections 11(2)
11(4)
Yes Yes Yes Yes Yes
Disclosure of personal information relating to physical or mental health 13(1) Yes Yes Yes Yes Yes
Examination in presence of medical practitioner or psychologist 14 Yes Yes Yes Yes Yes

ANNEX B - STATISTICAL REPORT ON THE PRIVACY ACT

Name of Institution: Parole Board of Canada

Reporting period: 2019-04-01 to 2020-03-31

Part 1 – Requests under the Privacy Act

Number of Requests
Received during reporting period 375
Outstanding from previous reporting period 41
Total 416
Closed during reporting period 396
Carried over to next reporting period 20

Part 2 – Requests closed during the reporting period

2.1 Disposition and completion time

Disposition of Requests Completion Time
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More Than 365 Days Total
All disclosed 50 85 3 0 0 0 0 138
Disclosed in part 55 54 107 4 0 0 0 220
All exempted 1 0 3 0 0 0 0 4
All excluded 0 0 0 0 0 0 0 0
No records exist 21 2 0 0 0 0 0 23
Request abandoned 7 2 2 0 0 0 0 11
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 134 143 115 4 0 0 0 396

2.2 Exemptions

Section Number of Requests
18(2) 0
19(1)(a) 4
19(1)(b) 1
19(1)(c) 149
19(1)(d) 131
19(1)(e) 0
19(1)(f) 0
20 0
21 0
22(1)(a)(i) 23
22(1)(a)(ii) 2
22(1)(a)(iii) 0
22(1)(b) 31
22(1)(c) 11
22(2) 0
22.1 0
22.2 0
22.3 0
23(a) 0
23(b) 0
24(a) 0
24(b) 7
25 0
26 179
27 0
28 0

2.3 Exclusions

Section Number of Requests
69(1)(a) 0
69(1)(b) 0
69.1 0
70(1) 0
70(1)(a) 0
70(1)(b) 0
70(1)(c) 0
70(1)(d) 0
70(1)(e) 0
70(1)(f) 0
70.1 0

2.4 Format of information released

Disposition Paper Electronic Other formats
All disclosed 127 11 0
Disclosed in part 81 139 0
Total 208 150 0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed
Disposition of Requests Number of Pages Processed Number of Pages Disclosed Number of Requests
All disclosed 677 677 138
Disclosed in part 81731 58050 220
All exempted 0 0 4
All excluded 0 0 0
Request abandoned 0 0 11
Neither confirmed nor denied 0 0 0
Total 82583 58694 373
2.5.2 Relevant pages processed and disclosed by size of requests
Disposition Less Than 100
Pages Processed
101-500
Pages Processed
501-1000
Pages Processed
1001-5000
Pages Processed
More Than 5000
Pages Processed
Number of Requests Pages Dis
closed
Number of Requests Pages Dis-closed Number of Requests Pages Dis-
closed
Number of Requests Pages Dis-closed Number of Requests Pages Dis-closed
All disclosed 136 574 0 0 1 37 1 33 0 0
Disclosed in part 97 2673 80 16677 19 10045 23 28487 1 168
All exempted 4 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request abandoned 11 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 248 3247 80 16677 20 10082 24 28520 1 168
2.5.3 Other complexities
Disposition Consultation Required Legal Advice Sought Interwoven Information Other Total
All disclosed 2 0 1 1 4
Disclosed in part 123 0 147 3 273
All exempted 3 0 0 0 3
All excluded 0 0 0 0 0
Request abandoned 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0
Total 128 0 148 4 280

2.6 Closed requests

2.6.1 Number of requests closed within legislated timelines
Requests closed within legislated timelines
Number of requests closed within legislated timelines 390
Percentage of requests closed within legislated timelines (%) 98.5

2.7 Deemed refusals

2.7.1 Reasons for not meeting statutory deadline
Number of Requests Closed Past the Statutory Deadline Principal Reason
Workload External Consultation Internal Consultation Other
6 0 0 0 6
2.7.2 Number of days past deadline
Number of Days Past Deadline Number of Requests Past Deadline Where No Extension Was Taken Number of Requests Past Deadline Where An Extension Was Taken Total
1 to 15 days 1 0 1
16 to 30 days 1 2 3
31 to 60 days 0 2 2
61 to 120 days 0 0 0
121  to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 2 4 0

2.8 Requests for translation

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

Part 3 – Disclosures under Subsections 8(2) and 8(5)

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

Part 4 – Requests for Correction of Personal Information and Notations

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

Part 5 – Extensions

5.1 Reasons for extensions and disposition of requests

Disposition of Requests Where an Extension Was Taken 15(a)(i)
Large volume of pages
15(a)(ii)
Consultation
15(b)
Translation or Conversion
Section 70 External
137 4 0 133 0

5.2 Length of extensions

Length of Extensions 15(a)(i)
Large volume of pages
15(a)(ii)
Consultation
15(b)
Translation purposes
Section 70 External
1 to 15 days 0 0 0 0
16 to 30 days 4 0 133 0
Total 4 0 133 0

Part 6 – Consultations received from other institutions and organizations

6.1 Consultations received from other Government of Canada institutions and other organizations

Consultations Other Government of Canada Institutions Number of Pages to Review Other Organizations Number of Pages to Review
Received during the reporting period 3 791 0 6
Outstanding from the previous reporting period 0 0 0 0
Total 3 791 0 6
Closed during the reporting period 3 0 0 6
Pending at the end of the reporting period 0 791 0 0

6.2 Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendation Number of Days Required to Complete Consultation Requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121  to 180 Days 181 to 365 Days More Than 365 Days Total
All disclosed 1 0 0 0 0 0 0 1
Disclosed in part 1 0 1 0 0 0 0 2
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 2 0 1 0 0 0 0 3

6.3 Recommendations and completion time for consultations received from otherorganizations

Recommendation Number of days required to complete consultation requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121  to 180 Days 181 to 365 Days More Than 365 Days Total
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

Part 7 – Completion Time of Consultations on Cabinet Confidences

7.1 Requests with Legal Services

Number of Days Fewer Than 100
Pages Processed
101-500 Pages Processed 501-1000
Pages Processed
1001-5000
Pages Processed
More than 5000
Pages Processed
Number of
Requests
Pages Dis-closed Number of
Requests
Pages Dis-
closed
Number of
Requests
Pages Dis-
closed
Number of
Requests
Pages Dis-closed Number of
Requests
Pages Dis-closed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

7.2 Requests with Privy Council Office

Number of Days Fewer Than 100 Pages Processed 101‒500 Pages Processed 501-1000
Pages Processed
1001-5000
Pages Processed
More than 5000
Pages Processed
Number of
Requests
Pages Dis-
closed
Number of
Requests
Pages Dis-
closed
Number of
Requests
Pages Dis-closed Number of
Requests
Pages Dis-closed Number of
Requests
Pages Dis-closed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Part 8 – Complaints and Investigations notices received

Section 31 Section 33 Section 35 Court action Total
1 0 0 0 1

Part 9 – Privacy Impact Assessments (PIAs)

Number of PIA(s) completed 0

Part 10 – Resources related to the Privacy Act

10.1 Costs

Expenditures Amount
Salaries $255,267
Overtime $2,942
Goods and Services $4,247
• Professional services contracts     $0  
• Other $4247
Total $262,456

10.2 Human Resources

Resources Person Years Dedicated to Privacy Activities
Full-time employees 3.50
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 3.50

ANNEX C - Supplemental Statistical Report – Requests Affected by COVID-19

The following table reports the total number of formal requests received during two periods; 2019-04-01 to 2020-03-13 and 2020-03-14 to 2020-03-31

Table 1 – Requests Received

  Number of requests
Received from 2019-04-01 to 2020-03-13 373
Received from 2020-03-14 to 2020-03-31 2
Total 375

Table 2 – Requests Closed

  Number of requests closed within the legislated timelines Number of requests closed past the legislated timelines
Received from 2019-04-01 to 2020-03-13 and outstanding from previous reporting periods 381 6
Received from 2020-03-14 to 2020-03-31 9 0
Total 390 6

Table 3 – Requests Carried Over

  Number of requests
Requests received from 2019-04-01 to 2020-03-13 and outstanding from previous reporting period that were carried over to the 2020-2021 reporting period 20
Requests received from 2020-03-14 to 2020-03-31 that were carried over to the 2020-2021 reporting period 0
Total3 20

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