Notification to External Stakeholders: Sample Letter

Privacy Breach Management Tools

Department address

Dear [name]:

This letter is to inform you about a recent privacy breach and to provide you with some important information. Personal information provided to the [insert ?] may have inadvertently been disclosed on [date]. The information disclosed consisted of [insert ?] relating to [insert ?].

[Organization name] regards the safeguarding of personal information and data to be of the utmost importance and makes every effort to protect the personal information under its control. We will be undertaking an internal inquiry into the circumstances of this breach and take measures to prevent a recurrence of this situation.

Please note that the Office of the Privacy Commissioner of Canada has been notified.

We will keep you apprised of pertinent information related to this breach.

Sincerely,

[Name of department official]
[Title]
[Contact information: email and/or telephone]