ANNEX B: 2024-25 Annual Report on the Privacy Act
Canadian High Arctic Research Station
2024-25 Annual Report on the Privacy Act
April 1, 2024-March 31, 2025
B1. Introduction
The purpose of the Privacy Act is to extend the present laws of Canada that protect the privacy of individuals with respect to personal information about themselves held by a government institution and that provide individuals with a right of access to that information.
In accordance with section 72 of the Privacy Act, this annual report is prepared and tabled in Parliament.
Established on June 1, 2015, the Canadian High Arctic Research Station (operating as Polar Knowledge Canada) has the following purpose:
- advance knowledge of the Canadian Arctic in order to improve economic opportunities, environmental stewardship and the quality of life of its residents and all other Canadians;
- promote the development and dissemination of knowledge of the other circumpolar regions, including the Antarctic;
- strengthen Canada’s leadership on Arctic issues; and
- establish a hub for scientific research in the Canadian Arctic
B2. Organizational Structure
The Canadian High Arctic Research Station is a departmental corporation, reporting to the Minister of Northern and Arctic Affairs and Minister responsible for the Canadian Northern Economic Development Agency. As a small agency, it has no full-time Access to Information and Privacy staff. All requests are dealt with by a staff member who fulfills the Access to Information and Privacy Coordinator duties on an ad hoc basis, with assistance from other staff as required.
The Canadian High Arctic Research Station was not party to any agreements under section 73.1 of the Privacy Act during the 2024-25 reporting period.
B3. Delegation Order
The President and Chief Executive Officer (Deputy Head) of the Canadian High Arctic Research Station has not delegated any of their powers and responsibilities under the Act.
B4. Performance 2024-2025
The Canadian High Arctic Research Station received 1 request pursuant to the Privacy Act during the 2024-25 reporting period.
- 1 request was carried over to the next reporting period within legislated timelines.
- There were no active complaints as of the end of the 2024-25 reporting period.
- 0 consultations were received from other Government of Canada institutions.
B5. Training and Awareness
The Canadian High Arctic Research Station did not provide any training or awareness activities during the 2024-25 reporting period.
B6. Policies, Guidelines, and Procedures
The Canadian High Arctic Research Station did not implement any new policies, guidelines, or procedures during the 2024-25 reporting period.
B7. Initiatives and Projects to Improve Privacy
The Canadian High Arctic Research Station did not implement any initiatives or projects to improve privacy within the institution during the 2024-25 reporting period.
B8. Summary of Key Issues and Actions Taken on Complaints
The Canadian High Arctic Research Station did not receive any complaints during the 2024-25 reporting period.
B9. Material Privacy Breaches
No material privacy breaches were reported by the Canadian High Arctic Research Station to the Office of the Privacy Commissioner or to Treasury Board of Canada Secretariat (Privacy and Responsible Data Division) during the 2024-25 reporting period.
B10. Privacy Impact Assessments
The Canadian High Arctic Research Station did not have any Privacy Impact Assessments completed during the 2024-25 reporting period.
B11. Public Interest Disclosures
The Canadian High Arctic Research Station did not have any disclosures pursuant to paragraph 8(2)(m) of the Privacy Act during the 2024-25 reporting period.
B12. Monitoring Compliance
All procurement contracts include standard language specifying that information created, collected, or used in the course of delivering services to the Government of Canada is subject to the Access to Information and Privacy Acts. This ensures contractors are aware that such records may be disclosed in response to formal requests, subject to applicable exemptions.
As the official responsible for completion timelines, the Access to Information and Privacy Coordinator is made aware of new and outstanding requests on a continual basis, and a request database is maintained to track deadlines and allow for effective monitoring. The Canadian High Arctic Research Station only receives a few Privacy requests each year, eliminating the need for rigorous monitoring.
Statistical Report on the Privacy Act
Section 1: Requests Under the Privacy Act
1.1 Number of requests received
| |
Number of Requests |
| Received during reporting period |
|
1 |
| Outstanding from previous reporting periods |
|
0 |
- Outstanding from previous reporting period
|
0 |
|
- Outstanding from more than one reporting period
|
0 |
|
| Total |
|
1 |
| Closed during reporting period |
|
0 |
| Carried over to next reporting period |
|
1 |
- Carried over within legislated timeline
|
1 |
|
- Carried over beyond legislated timeline
|
0 |
|
1.2 Channels of requests
| Source |
Number of Requests |
| Online |
1 |
| E-mail |
0 |
| Mail |
0 |
| In person |
0 |
| Phone |
0 |
| Fax |
0 |
| Total |
1 |
Section 2: Informal requests
2.1 Number of informal requests
| |
Number of Requests |
| Received during reporting period |
|
0 |
| Outstanding from previous reporting periods |
|
0 |
- Outstanding from previous reporting period
|
0 |
|
- Outstanding from more than one reporting period
|
0 |
|
| Total |
|
0 |
| Closed during reporting period |
|
0 |
| Carried over to next reporting period |
|
0 |
2.2 Channels of informal requests
| Source |
Number of Requests |
| Online |
0 |
| E-mail |
0 |
| Mail |
0 |
| In person |
0 |
| Phone |
0 |
| Fax |
0 |
| Total |
0 |
2.3 Completion time of informal requests
| Completion Time |
| 0 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 |
| 0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
2.4 Pages released informally
| Less Than 100 Pages Released |
100-500 Pages Released |
501-1000 Pages Released |
1001-5000 Pages Released |
More Than 5000 Pages Released |
| Number of Requests |
Pages Released |
Number of Requests |
Pages Released |
Number of Requests |
Pages Released |
Number of Requests |
Pages Released |
Number of Requests |
Pages Released |
| 0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 3: Requests Closed During the Reporting Period
3.1 Disposition and completion time
| Disposition of Requests |
Completion Time |
| 0 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 |
| No records exist |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Request abandoned |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
3.2 Exemptions
| Section |
Number of Requests |
Section |
Number of Requests |
Section |
Number of Requests |
| 18(2) |
0 |
22(1)(a)(i) |
0 |
23(a) |
0 |
| 19(1)(a) |
0 |
22(1)(a)(ii) |
0 |
23(b) |
0 |
| 19(1)(b) |
0 |
22(1)(a)(iii) |
0 |
24(a) |
0 |
| 19(1)(c) |
0 |
22(1)(b) |
0 |
24(b) |
0 |
| 19(1)(d) |
0 |
22(1)(c) |
0 |
25 |
0 |
| 19(1)(e) |
0 |
22(2) |
0 |
26 |
0 |
| 19(1)(f) |
0 |
22.1 |
0 |
27 |
0 |
| 20 |
0 |
22.2 |
0 |
27.1 |
0 |
| 21 |
0 |
22.3 |
0 |
28 |
0 |
| |
|
22.4 |
0 |
|
|
3.3 Exclusions
| Section |
Number of Requests |
Section |
Number of Requests |
Section |
Number of Requests |
| 69(1)(a) |
0 |
70(1) |
0 |
70(1)(d) |
0 |
| 69(1)(b) |
0 |
70(1)(a) |
0 |
70(1)(e) |
0 |
| 69.1 |
0 |
70(1)(b) |
0 |
70(1)(f) |
0 |
| |
|
70(1)(c) |
0 |
70.1 |
0 |
3.4 Format of information released
| Paper |
Electronic |
Other |
| E-record |
Data set |
Video |
Audio |
| 0 |
0 |
0 |
0 |
0 |
0 |
3.5 Complexity
3.5.1 Relevant pages processed and disclosed for paper and e-record formats
| Number of Pages Processed |
Number of Pages Disclosed |
Number of Requests |
| 0 |
0 |
0 |
3.5.2 Relevant pages processed by request disposition for paper and e-record formats by size of requests
| Disposition |
Less Than 100 Pages Processed |
100-500 Pages Processed |
501-1000 Pages Processed |
1001-5000 Pages Processed |
More Than 5000 Pages Processed |
| Number of Requests |
Pages Processed |
Number of Requests |
Pages Processed |
Number of Requests |
Pages Processed |
Number of Requests |
Pages Processed |
Number of Requests |
Pages Processed |
| All disclosed |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Disclosed in part |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Request abandoned |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
3.5.3 Relevant minutes processed and disclosed for audio formats
| Number of Minutes Processed |
Number of Minutes Disclosed |
Number of Requests |
| 0 |
0 |
0 |
3.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
| Disposition |
Less Than 60 Minutes Processed |
60 - 120 Minutes Processed |
More than 120 Minutes Processed |
| Number of Requests |
Minutes Processed |
Number of Requests |
Minutes Processed |
Number of Requests |
Minutes Processed |
| All disclosed |
0 |
0 |
0 |
0 |
0 |
0 |
| Disclosed in part |
0 |
0 |
0 |
0 |
0 |
0 |
| All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
| All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
| Request abandoned |
0 |
0 |
0 |
0 |
0 |
0 |
| Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
0 |
0 |
3.5.5 Relevant minutes processed and disclosed for video formats
| Number of Minutes Processed |
Number of Minutes Disclosed |
Number of Requests |
| 0 |
0 |
0 |
3.5.6 Relevant minutes processed per request disposition for video formats by size of requests
| Disposition |
Less Than 60 Minutes Processed |
60 - 120 Minutes Processed |
More than 120 Minutes Processed |
| Number of Requests |
Minutes Processed |
Number of Requests |
Minutes Processed |
Number of Requests |
Minutes Processed |
| All disclosed |
0 |
0 |
0 |
0 |
0 |
0 |
| Disclosed in part |
0 |
0 |
0 |
0 |
0 |
0 |
| All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
| All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
| Request abandoned |
0 |
0 |
0 |
0 |
0 |
0 |
| Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
0 |
0 |
3.5.7 Other complexities
| Disposition |
Consultation Required |
Legal Advice Sought |
Interwoven Information |
Other |
Total |
| All disclosed |
0 |
0 |
0 |
0 |
0 |
| Disclosed in part |
0 |
0 |
0 |
0 |
0 |
| All exempted |
0 |
0 |
0 |
0 |
0 |
| All excluded |
0 |
0 |
0 |
0 |
0 |
| Request abandoned |
0 |
0 |
0 |
0 |
0 |
| Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
0 |
3.6 Closed requests
3.6.1 Number of requests closed within legislated timelines
| Number of requests closed within legislated timelines |
0 |
| Percentage of requests closed within legislated timelines (%) |
0 |
3.7 Deemed refusals
3.7.1 Reasons for not meeting legislated timelines
| Number of requests closed past the legislated timelines |
Principal Reason |
| Interference with operations / Workload |
External Consultation |
Internal Consultation |
Other |
| 0 |
0 |
0 |
0 |
0 |
3.7.2 Request closed beyond legislated timelines (including any extension taken)
| Number of days past legislated timelines |
Number of requests past legislated timeline where no extension was taken |
Number of requests past legislated timeline where an extension was taken |
Total |
| 0 to 15 days |
0 |
0 |
0 |
| 16 to 30 days |
0 |
0 |
0 |
| 31 to 60 days |
0 |
0 |
0 |
| 61 to 120 days |
0 |
0 |
0 |
| 121 to 180 days |
0 |
0 |
0 |
| 181 to 365 days |
0 |
0 |
0 |
| More than 365 days |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
3.8 Requests for translation
| Translation Requests |
Accepted |
Refused |
Total |
| English to French |
0 |
0 |
0 |
| French to English |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
Section 4: Disclosures Under Subsections 8(2) and 8(5)
| Paragraph 8(2)(e) |
Paragraph 8(2)(m) |
Subsection 8(5) |
Total |
| 0 |
0 |
0 |
0 |
Section 5: Requests for Correction of Personal Information and Notations
| Disposition for Correction Requests Received |
Number |
| Notations attached |
0 |
| Requests for correction accepted |
0 |
| Total |
0 |
Section 6: Extensions
6.1 Reasons for extensions
| Number of extensions taken |
15(a)(i) Interference with operations |
15(a)(ii) Consultation |
15(b) Translation purposes or conversion |
| Further review required to determine exemptions |
Large volume of pages |
Large volume of requests |
Documents are difficult to obtain |
Cabinet ConfidenceSection (Section 70) |
External |
Internal |
| 0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
6.2 Length of extensions
| Length of Extensions |
15(a)(i) Interference with operations |
15(a)(ii) Consultation |
15(b) Translation purposes or conversion |
| Further review required to determine exemptions |
Large volume of pages |
Large volume of requests |
Documents are difficult to obtain |
Cabinet Confidence Section (Section 70) |
External |
Internal |
| 1 to 15 days |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 16 to 30 days |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 31 days or greater |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 7: Consultations Received From Other Institutions and Organizations
7.1 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 |
0 |
0 |
0 |
0 |
| Outstanding from the previous reporting period |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
| Closed during the reporting period |
0 |
0 |
0 |
0 |
| Carried over within negotiated timelines |
0 |
0 |
0 |
0 |
| Carried over beyond negotiated timelines |
0 |
0 |
0 |
0 |
7.2 Recommendations and completion time for consultations received from other Government of Canada institutions
| Recommendation |
Number of Days Required to Complete Consultation Requests |
| 0 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 |
| Disclose entirely |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Disclose in part |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Exempt entirely |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Exclude entirely |
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 |
7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada
| Recommendation |
Number of Days Required to Complete Consultation Requests |
| 0 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 |
| Disclose entirely |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Disclose in part |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Exempt entirely |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Exclude entirely |
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 |
Section 8: Completion Time of Consultations on Cabinet Confidences
8.1 Requests with Legal Services
| Number of Days |
Fewer Than 100 Pages Processed |
100-500 Pages Processed |
501-1000 Pages Processed |
1001-5000 Pages Processed |
More than 5000 Pages Processed |
| Number of Requests |
Pages Disclosed |
Number of Requests |
Pages Disclosed |
Number of Requests |
Pages Disclosed |
Number of Requests |
Pages Disclosed |
Number of Requests |
Pages Disclosed |
| 1 to 15 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 16 to 30 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 31 to 60 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 61 to 120 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 121 to 180 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 181 to 365 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| More than 365 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
8.2 Requests with Privy Council Office
| Number of Days |
Fewer Than 100 Pages Processed |
100-500 Pages Processed |
501-1000 Pages Processed |
1001-5000 Pages Processed |
More than 5000 Pages Processed |
| Number of Requests |
Pages Disclosed |
Number of Requests |
Pages Disclosed |
Number of Requests |
Pages Disclosed |
Number of Requests |
Pages Disclosed |
Number of Requests |
Pages Disclosed |
| 1 to 15 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 16 to 30 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 31 to 60 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 61 to 120 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 121 to 180 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| 181 to 365 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| More than 365 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 9: Complaints and Investigations Notices Received
| Section 31 |
Section 33 |
Section 35 |
Court action |
Total |
| 0 |
0 |
0 |
0 |
0 |
Section 10: Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs)
10.1 Privacy Impact Assessments
| Number of PIAs completed |
0 |
| Number of PIAs modified |
0 |
10.2 Institution-specific and Central Personal Information Banks
| Personal Information Banks |
Active |
Created |
Terminated |
Modified |
| Institution-specific |
0 |
0 |
0 |
0 |
| Central |
0 |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
0 |
Section 11: Privacy Breaches
11.1 Material Privacy Breaches reported
| Number of material privacy breaches reported to TBS |
0 |
| Number of material privacy breaches reported to OPC |
0 |
11.2 Non-Material Privacy Breaches
| Number of non-material privacy breaches |
0 |
Section 12: Resources Related to the Privacy Act
12.1 Allocated Costs
| Expenditures |
Amount |
| Salaries |
|
$2,422 |
| Overtime |
|
$0 |
|
Goods and Services
|
|
$0 |
- Professional services contracts
|
$0 |
|
|
$0 |
|
| Total |
|
$2,422 |
12.2 Human Resources
| Resources |
Person Years Dedicated to Access to Information Activities |
| Full-time employees |
0.025 |
| Part-time and casual employees |
0.000 |
| Regional staff |
0.000 |
| Consultants and agency personnel |
0.000 |
| Students |
0.000 |
| Total |
0.025 |
Supplemental Statistical Report on the Privacy Act
Section 2: Requests Carried Over and Active Complaints Under the Privacy Act
2.1 Requests carried over to next reporting period, broken down by reporting period received
| Reporting Period Requests Carried Over Were Received |
Requests Carried Over that are Within Legislated Timelines as of March 31, 2025 |
Requests Carried Over that are Beyond Legislated Timelines as of March 31, 2025 |
Total |
| Received in 2024-2025 |
1 |
0 |
1 |
| Received in 2023-2024 |
0 |
0 |
0 |
| Received in 2022-2023 |
0 |
0 |
0 |
| Received in 2021-2022 |
0 |
0 |
0 |
| Received in 2020-2021 |
0 |
0 |
0 |
| Received in 2019-2020 |
0 |
0 |
0 |
| Received in 2018-2019 |
0 |
0 |
0 |
| Received in 2017-2018 |
0 |
0 |
0 |
| Received in 2016-2017 |
0 |
0 |
0 |
| Received in 2015-2016 or earlier |
0 |
0 |
0 |
| Total |
1 |
0 |
1 |
2.2 Active complaints with the Privacy Commissioner of Canada, broken down by reporting period received
| Reporting Period Active Complaints Were Received by Institution |
Number of Active Complaints |
| Received in 2024-2025 |
0 |
| Received in 2023-2024 |
0 |
| Received in 2022-2023 |
0 |
| Received in 2021-2022 |
0 |
| Received in 2020-2021 |
0 |
| Received in 2019-2020 |
0 |
| Received in 2018-2019 |
0 |
| Received in 2017-2018 |
0 |
| Received in 2016-2017 |
0 |
| Received in 2015-2016 or earlier |
0 |
| Total |
0 |
Section 3: Social Insurance Number
| Has your institution begun a new collection or a new consistent use of the SIN in 2024-2025? |
No |
Section 4: Universal Access under the Privacy Act
| How many requests were received from foreign nationals outside of Canada in 2024-25? |
0 |
