Parole Board of Canada Annual Report to Parliament on the Privacy Act 2020-2021
About this publication
Author: Parole Board of Canada
ISSN 2564-0224
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, 2020 to March 31, 2021. 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) 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 Parole Board of Canada, as part of the criminal justice system, contributes to the protection of society by facilitating, as appropriate, the timely reintegration of offenders and the sustained rehabilitation of individuals into society as law-abiding citizens. The Board makes independent, quality conditional release, record suspension and expungement decisions, as well as clemency recommendations, in a transparent and accountable manner, while respecting diversity and the rights of offenders and victims.
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 detained in prison until the end of their sentence. 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. The provinces of Ontario, Quebec and Alberta have their own parole boards.
The PBC is 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:
- processing and responding to all formal requests under the Privacy Act;
- answering interdepartmental consultations;
- handling complaints from the Office of the Privacy Commissioner;
- advising senior officials and employees on privacy-related issues;
- producing the Annual Report to Parliament;
- updating Info Source;
- training employees;
- replying to informal inquiries; and
- coordinating and implementing policies, guidelines and procedures to ensure compliance with the Privacy Act.
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 2020-2021, ATIP staff consisted of one Director, two Team Leaders, one Analyst and one ATIP Clerk. All ATIP staff 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 on behalf 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 2020-2021 Reporting Period
For a copy of the Statistical Report, please refer to Annex B.
PART 1 – Requests under the Privacy Act
Three hundred and one (301) requests were received in 2020-2021 and twenty (20) requests were outstanding from the previous reporting period, 2019-2020. Two hundred and ninety five (295) requests were completed during the 2020-2021 reporting period. Twenty six (26) requests were carried over to fiscal year 2021-2022. Requests under the Privacy Act are highlighted in the graph below for the past four fiscal years.
Text equivalent for Requests under the Privacy Act
| 2017-2018 | 2018-2019 | 2019-2020 | 2020-2021 | |
|---|---|---|---|---|
| Received | 365 | 319 | 375 | 301 |
| Outstanding | 19 | 26 | 41 | 20 |
| Closed | 356 | 302 | 416 | 321 |
| Carried Over | 28 | 43 | 20 | 26 |
PART 2 – Requests Closed During the Reporting Period
2.1 Disposition and Completion Time
Of the Two hundred and ninety five (295) requests completed, information was disclosed in part in response to one hundred and fifty seven (157) requests and in full for one hundred and one (101) requests. The PBC had no records for twenty two (22) requests, thirteen (13) requests were abandoned and two (2) 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.
Of these requests, 37% were processed within 15 days, 46% were processed from 15-30 days, 16% of requests were processed within 31-60 days and 1% within 181-365 days.
Of the 295 requests processed, 53% were fully disclosed and 34% were partially disclosed.
Text equivalent for Disposition and Completion Time
| 1-15 Days | 16 -30 Days | 31-60 Days | 61-120 Days | 121-180 Days | 181-365 Days | More then 365 Days | |
|---|---|---|---|---|---|---|---|
| All Disclosed | 39 | 62 | |||||
| Disclosed in Part | 41 | 69 | 46 | 1 | |||
| All Exempted | 1 | 1 | |||||
| All Excluded | |||||||
| No Records Exist | 17 | 5 | |||||
| Abandoned | 12 | 1 | |||||
| Neither confirm nor denied |
2.2 Exemptions
Consistent with past fiscal years, Section 26 (Personal Information) was the exemption invoked the most, followed by 19(1)(c), 19(1)(d) and 22(1)(b).
Text equivalent for Exemptions
| 19(1)(a) | 1 |
| 19(1)(c) | 88 |
| 19(1)(d) | 93 |
| 22(1)(a)(i) | 1 |
| 22(1)(b) | 32 |
| 26 | 134 |
2.3 Exclusions
No exclusion was cited this reporting period.
2.4 Format of Information Released
The format of information released was electronic format for most of the requests (78%) with the balance of the requests disclosed in paper format (22%).
2.5 Complexity
2.5.1 Relevant Pages Processed and Disclosed
Overall, 58,715 pages were processed this past fiscal year from 295 requests, which represents a decrease of 28% for pages processed and a 21% decrease in requests processed during the last fiscal year.
2.5.2 Relevant Pages Processed and Disclosed by Size of Request
One hundred and ninety-five (195) requests had 100 pages or fewer processed. Fifty-two (52) had between 101-500 pages processed. Ten (10) had between 501-1,000 pages processed. Fifteen (15) 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 295 requests processed with records, 128 had complexities.
2.6 Closed Requests
2.6.1 Number of Requests Closed within Legislated Timeframes
99.7% of the requests closed during 2020-2021 were closed within the legislated timeframes.
2.7 Deemed Refusals
2.7.1 Reasons for not meeting legislated timelines
Of the two hundred and ninety five (295) requests received this reporting period, there was one (1) deemed refusal during this reporting period.
2.7.2 Requests closed beyond legislation timelines (including any extension taken)
Of the two hundred and ninety five (295) requests received this reporting period, one (1) request was closed between 121-180 days.
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 54 extensions taken were for consultation purposes listed in the other category, had files with a disposition of disclosed in part. A comparison of the types of extensions taken is shown below.
Text equivalent for Reasons for Extension and Disposition of Requests
| Reasons for Extension and Disposition | Number of Requests |
|---|---|
| Interference with operations | 18 |
| Consultation - Section 70 | 0 |
| Consultation - Other | 36 |
5.2 Length of extensions
All extensions taken were for between 16-30 days.
PART 6 – Consultations Received from Other Institutions and Organizations
6.1 Consultation received from other Government of Canada Institutions and other Organizations
One (1) consultation from another Government institution was processed.
6.2 Recommendations and Completion Time for Consolations Received from other Government of Canada Institutions
The one (1) consultation received was completed within 1-15 days and had a recommendation of 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 this past fiscal year.
7.2 Requests with Privy Council Office
There was no consultation on Cabinet Confidences with the Privy Council Office this past fiscal year.
PART 8 – Complaints and Investigations Notices Received
There were two (2) complaints received from the Office of the Privacy Commissioner during this reporting period.
PART 9 – Privacy Impact Assessments (PIA) and Personal Information Banks (PIB)
9.1 Privacy Impact Assessments
No Privacy Impact Assessments were completed during this reporting period.
9.2 Personal Information Banks
No Personal Information Banks were created or modified during this reporting period.
PART 10 – Material Privacy Breaches
There were no Material Privacy Breaches during this reporting period.
PART 11 – Resources Related to the Privacy Act
Total salary costs associated with the Privacy Act activities were $280,146 for 2020-2021. Goods and services costs were $2,744 and overtime was $13,330. 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.
Text equivalent for Costs
| Costs | 2020-2021 (in dollars) |
|---|---|
| Salaries | 280,146 |
| Overtime | 13,330 |
| Goods and Services | 2,744 |
Formal/Informal Interface
The PBC 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:
- 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;
- Access by victims to some offender-related information, and;
- 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. The supplemental statistical report on the capacity to receive and process request during the reporting period is in 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. One (1) informal session on the Access and Privacy Act was also delivered to new Board members by the Team Leader. Some examples of the type of information provided to Board employees this past fiscal year include: information regarding the collection, correction, use and disclosure of personal information, writing privacy notice statements, and handling privacy breaches. These training sessions were given to approximately sixteen (16) Board employees.
The PBC continues to have an ATIP training tool on its internal website. The training tool 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
Two (2) complaints were received during the reporting period under the “Refusal-General” category, and they have not yet been resolved.
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 - Privacy Act Delegation Order
By this order made pursuant to section 73(1) 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.
Dated at the City of Ottawa,
this 22, day of July, 2020
Bill Blair, P.C., C.O.M., M.P.
Public Safety Canada
| 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 |
| 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 | ||||
| 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: 2020-04-01 to 2021-03-31
Part 1 – Requests under the Privacy Act
| Number of Requests | |
|---|---|
| Received during reporting period | 301 |
| Outstanding from previous reporting period | 20 |
| Total | 321 |
| Closed during reporting period | 295 |
| Carried over to next reporting period | 26 |
Part 2 – Requests closed during the reporting period
| 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 | 39 | 62 | 0 | 0 | 0 | 0 | 0 | 101 |
| Disclosed in part | 41 | 69 | 46 | 0 | 0 | 1 | 0 | 157 |
| All exempted | 1 | 0 | 1 | 0 | 0 | 0 | 0 | 2 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| No records exist | 17 | 5 | 0 | 0 | 0 | 0 | 0 | 22 |
| Request abandoned | 12 | 1 | 0 | 0 | 0 | 0 | 0 | 13 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 110 | 137 | 47 | 0 | 0 | 1 | 0 | 295 |
| Section | Number of Requests |
|---|---|
| 18(2) | 0 |
| 19(1)(a) | 1 |
| 19(1)(b) | 0 |
| 19(1)(c) | 88 |
| 19(1)(d) | 93 |
| 19(1)(e) | 0 |
| 19(1)(f) | 0 |
| 20 | 0 |
| 21 | 0 |
| 22(1)(a)(i) | 1 |
| 22(1)(a)(ii) | 0 |
| 22(1)(a)(iii) | 0 |
| 22(1)(b) | 32 |
| 22(1)(c) | 0 |
| 22(2) | 0 |
| 22.1 | 0 |
| 22.2 | 0 |
| 22.3 | 0 |
| 23(a) | 0 |
| 23(b) | 0 |
| 24(a) | 0 |
| 24(b) | 0 |
| 25 | 0 |
| 26 | 134 |
| 27 | 0 |
| 28 | 0 |
| 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 |
| Paper | Electronic | Other formats |
|---|---|---|
| 29 | 229 | 0 |
2.5 Complexity
| Number of Pages Processed | Number of Pages Disclosed | Number of Requests |
|---|---|---|
| 58,715 | 27,590 | 273 |
| Disposition | Less Than 100 Pages Processed | 101-500 Pages Processed | 501-1,000 Pages Processed | 1001-5,000 Pages Processed | More Than 5,000 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 | 100 | 545 | 1 | 356 | 0 | 0 | 0 | 0 | 0 | 0 |
| Disclosed in part | 80 | 1,760 | 51 | 10,200 | 10 | 3,934 | 15 | 9,397 | 1 | 1,398 |
| All exempted | 2 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Request abandone d | 13 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 195 | 2,305 | 52 | 10,556 | 10 | 3,934 | 15 | 9,397 | 1 | 1,398 |
| Disposition | Consultation Required | Legal Advice Sought | Interwoven Information | Other | Total |
|---|---|---|---|---|---|
| All disclosed | 0 | 0 | 0 | 0 | 0 |
| Disclosed in part | 36 | 0 | 90 | 1 | 127 |
| All exempted | 1 | 0 | 0 | 0 | 1 |
| All excluded | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 0 | 0 | 0 | 0 | 0 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 |
| Total | 37 | 0 | 90 | 1 | 128 |
2.6 Closed requests
| Requests closed within legislated timelines | |
|---|---|
| Number of requests closed within legislated timelines | 294 |
| Percentage of requests closed within legislated timelines (%) | 99.7 |
2.7 Deemed refusals
| Number of Requests Closed Past the Statutory Deadline | Principal Reason | |||
|---|---|---|---|---|
| Workload | External Consultation | Internal Consultation | Other | |
| 1 | 0 | 0 | 0 | 1 |
| Number of Days Past Deadline | Number of Requests Past Deadline Where No Extension Was Taken | Number of Requests Past Deadline Where An Extension Was Taken | Total |
|---|---|---|---|
| 1 to 15 days | 0 | 0 | 0 |
| 16 to 30 days | 0 | 0 | 0 |
| 31 to 60 days | 0 | 0 | 0 |
| 61 to 120 days | 0 | 0 | 0 |
| 121 to 180 days | 0 | 1 | 1 |
| 181 to 365 days | 0 | 0 | 0 |
| More than 365 days | 0 | 0 | 0 |
| Total | 0 | 1 | 1 |
| 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
| 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 | |||
| 54 | 18 | 0 | 36 | 0 |
| 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 | 18 | 0 | 36 | 0 |
| Total | 18 | 0 | 36 | 0 |
Part 6 – Consultations received from other institutions and organizations
| Consultations | Other Government of Canada Institutions | Number of Pages to Review | Other Organizations | Number of Pages to Review |
|---|---|---|---|---|
| Received during the reporting period | 1 | 6 | 0 | 6 |
| Outstanding from the previous reporting period | 0 | 0 | 0 | 0 |
| Total | 1 | 6 | 0 | 6 |
| Closed during the reporting period | 1 | 6 | 0 | 6 |
| Pending at the end of the reporting period | 0 | 0 | 0 | 0 |
| 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 | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
| All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Consult other institution | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Other | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
| 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
| Number of Days | Fewer Than 100 Pages Processed | 101-500 Pages Processed | 501-1,000 Pages Processed | 1,001-5,000 Pages Processed | More than 5,000 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 |
| Number of Days | Fewer Than 100 Pages Processed | 101‒500 Pages Processed | 501-1,000 Pages Processed | 1,001-5,000 Pages Processed | More than 5,000 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 |
|---|---|---|---|---|
| 2 | 0 | 0 | 0 | 2 |
Part 9 – Privacy Impact Assessments (PIA) and Personal Information Banks (PIB)
| Number of PIA(s) completed | 0 |
|---|
| Number of PIB(s) completed | 0 |
|---|
Part 10 – Material Privacy Breaches
| Material Privacy Breaches | Total |
|---|---|
| Number of material privacy breaches reported to TBS | 0 |
| Number of material privacy breaches reported to OPC | 0 |
Part 11 – Resources related to the Privacy Act
| Expenditures | Amount | |
|---|---|---|
| Salaries | $280,146 | |
| Overtime | $13,330 | |
| Goods and Services | $2,744 | |
| Professional services contracts | $0 | |
| Other | $2,744 | |
| Total | $296,220 | |
| 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 2020-2021
| Number of Weeks | |
|---|---|
| Able to receive requests by mail | 52 |
| Able to receive requests by email | 52 |
| Able to receive requests through the digital request service | 52 |
Section 2: Capacity to Process Records
| No Capacity | Partial Capacity | Full Capacity | Total | |
|---|---|---|---|---|
| Unclassified Paper Records | 0 | 0 | 52 | 52 |
| Protected B Paper Records | 0 | 0 | 52 | 52 |
| Secret and Top Secret Paper Records | 0 | 0 | 52 | 52 |
| No Capacity | Partial Capacity | Full Capacity | Total | |
|---|---|---|---|---|
| Unclassified Electronic Records | 0 | 0 | 52 | 52 |
| Protected B Electronic Records | 0 | 0 | 52 | 52 |
| Secret and Top Secret Electronic Records | 52 | 0 | 0 | 52 |
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