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2022-2023 Annual Report on the Privacy Act

About this publication

© His Majesty the King in Right of Canada, as represented by the Minister of the Atlantic Canada Opportunities Agency, 2023

Catalogue No.: AC2-15/2E-PDF

ISSN: 2817-3716 – 2022-2023 Annual Report to Parliament – Privacy Act

TABLE OF CONTENTS

REPORT ON THE PRIVACY ACT

1. INTRODUCTION

The Privacy Act (hereinafter the Act) gives individuals the right to access their personal information held by federal institutions listed in the schedule of the Act and to request corrections to that information. The Act also imposes obligations on those institutions to respect privacy rights by limiting the collection, use and disclosure of personal information.

This report is prepared in accordance with section 72 of the Act, which requires that the head of the Atlantic Canada Opportunities Agency (ACOA) prepare, for tabling in Parliament, an annual report on the administration of the Act.

ACOA’s mandate is to create opportunities for economic growth in Atlantic Canada by helping businesses become more competitive, innovative and productive, by working with diverse communities to develop and diversify local economies, and by championing the strengths of Atlantic Canada. Additional information is available on ACOA’s website (https://www.canada.ca/en/atlantic-canada-opportunities.html).

2. ORGANIZATIONAL STRUCTURE

The Access to Information and Privacy (ATIP) Directorate oversees the administration of the Access to Information Act and the Privacy Act. It consists of a director (ATIP coordinator), an ATIP analyst and a support staff member located at ACOA’s head office in Moncton, N.B. The ATIP Directorate is responsible for processing all access and privacy requests, and for the development, coordination and implementation of effective policies, guidelines and procedures to manage the Agency’s compliance with the ATIP acts.

The ATIP Directorate also reviews various documents before publication to ensure that they do not contain information that would be subject to exemption or exclusion under the Act. During this reporting period, the ATIP Directorate reviewed records prepared in response to 112 written parliamentary questions.

The administration of the legislation within ACOA is also facilitated at the branch and regional levels. Each sector and corporate branch has a liaison officer (generally reporting to the deputy minister or an assistant deputy minister) who coordinates the records-retrieval process.

The Agency did not enter into any service agreements with another government institution under section 73.1 of the Act during the reporting period.

3. DELEGATION OF AUTHORITY

For the purpose of the Privacy Act, the President delegated full authority to the Vice-President, Finance and Corporate Services and Corporate Secretary and partial authority to the ATIP Coordinator.

A copy of the signed delegation instrument for the Privacy Act is attached as Annex A.

4. HIGHLIGHTS OF THE STATISTICAL REPORT

As can be seen from the statistical reports in Annex B and Annex C, the Agency responded to three requests under the Privacy Act in 2022-2023. All requests were completed within the legislated timelines. Two requests were completed within 1 to 15 days, and one within 61 to 120 days. All records were disclosed in response to one request, records were disclosed in part for one request and no records existed for one request. There were no active requests or complaints as of the last day of the reporting period.

The processing of one request required an extension of 30 days beyond the statutory time limit since it necessitated a search through a large number of records and meeting the original time limit would have unreasonably interfered with the operations of government.

The cost of administering the Privacy Act in 2022-2023 was $13,494, which comprised a portion of salary costs as well as operations and maintenance costs.

The following table shows the trend in the number of requests closed in the last 10 fiscal years.

Caption text
Fiscal Year 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 2020-2021 2021-2022 2022-2023
Totals 1 2 0 1 2 3 3 1 2 3

The Agency did not receive any requests for consultations from other federal or provincial governments in 2022-2023.

The measures taken by the Agency in response to the COVID-19 pandemic did not have an impact on the organization’s ability to fulfill its responsibilities under the Privacy Act.

5. TRAINING AND AWARENESS

The ATIP Directorate provides ongoing advice to Agency officials on the processing of privacy requests as well as the interpretation of the Act to ensure the efficient and consistent processing of all requests received by the Agency.

Informal briefings on the requirements of the Privacy Act were provided to staff by the ATIP coordinator throughout the reporting period. No formal training sessions were given.

6. POLICIES, GUIDELINES, PROCEDURES AND INITIATIVES

The Agency developed and implemented an identity verification procedure for personal information requests in accordance with Treasury Board of Canada Secretariat Privacy Implementation Notice 2022-02. This procedure provides guidance on the requirement to validate the identity of requesters under the Act.

7. COMPLAINTS AND AUDITS

No privacy complaints were received, and no investigations or audits were conducted during the reporting period.

8. MATERIAL PRIVACY BREACHES

No material privacy breaches were reported to the Office of the Privacy Commissioner of Canada and the Treasury Board of Canada Secretariat’s Information and Privacy Policy Division during the reporting period.

9. PRIVACY IMPACT ASSESSMENTS

A Privacy Impact Assessment (PIA) is a risk management process that helps institutions ensure they meet legislative requirements, and identify the impacts their programs and activities will have on the privacy of individuals. To fulfill its mandate, some of the Agency’s responsibilities require the collection, use and disclosure of personal information.

During this reporting period, a PIA on e-recruitment was approved and submitted to the Office of the Privacy Commissioner. This PIA sets out the Agency’s assessment and resolution of privacy implications related to recruitment video and audio recordings. A summary of the Agency’s PIA on e-recruitment is available at: E-recruiting - Privacy Impact Assessment (PIA) summary - Canada.ca.

10. PUBLIC INTEREST DISCLOSURES

The Agency did not disclose personal information pursuant to paragraph 8(2)(m) of the Privacy Act during the reporting period.

11. MONITORING

In light of the limited number of privacy requests received, no monitoring was required during the reporting period.

ANNEX A

ANNEX A

ANNEX B

Statistical Report on the Privacy Act

Name of institution: Atlantic Canada Opportunities Agency

Reporting period: April 1, 2022 to March 31, 2023

Section 1 – Requests Under the Privacy Act

1.1 Number of requests received

Caption text
  Number of Requests
Received during reporting period 3
Outstanding from previous reporting periods 0
  • Outstanding from previous reporting period
0  
  • Outstanding from more than one reporting period
0  
Total 3
Closed during reporting period 3
Carried over to next reporting period 0
  • Carried over within legislated timeline
0  
  • Carried over beyond legislated timeline
0  

1.2 Channels of requests

Caption text
Source Number of Requests
Online 3
E-mail 0
Mail 0
In person 0
Phone 0
Fax 0
Total 3

Section 2 – Informal requests

2.1  Number of informal requests

Caption text
  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

Caption text
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

Caption text
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
0 0 0 0 0 0 0 0

2.4 Pages released informally

Caption text
Less Than 100 Pages Released 100-500 Pages Released 501-1,000 Pages Released 1,001-5,000 Pages Released More Than 5,000 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

Caption text
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 1 0 0 0 0 0 0 1
Disclosed in part 0 0 0 1 0 0 0 1
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 1 0 0 0 0 0 0 1
Request abandoned 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 2 0 0 1 0 0 0 3

3.2 Exemptions

Caption text
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 1
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

Caption text
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

Caption text
Paper Electronic Other
E-record Data set Video Audio
0 1 1 0 0 0

3.5 Complexity

3.5.1 Relevant pages processed and disclosed for paper and e-record formats
Caption text
Number of Pages Processed Number of Pages Disclosed Number of Requests
59 53 2
3.5.2 Relevant pages processed by request disposition for paper and e-record formats by size of requests
Caption text
Disposition Less Than 100 Pages Processed 100-500 Pages Processed 501-1,000 Pages Processed 1,001-5,000 Pages Processed More Than 5,000 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
All disclosed 1 3 0 0 0 0 0 0 0 0
Disclosed in part 1 56 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 2 59 0 0 0 0 0 0 0 0
3.5.3 Relevant minutes processed and disclosed for audio formats
Caption text
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
Caption text
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
Caption text
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
Caption text
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
Caption text
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
Caption text
Number of requests closed within legislated timelines 3
Percentage of requests closed within legislated timelines (%) 100

3.7 Deemed refusals

3.7.1 Reasons for not meeting legislative timelines
Caption text
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 Requests closed beyond legislated timelines (including any extension taken)
Caption text
Number of Days Past Legislated Timelines Number of Requests Past Legislated Timeline Where No Extension Was Taken Number of Requests Past  Legislated Timelines 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 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

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

Section 4 – Disclosure Under Subsections 8(2) and 8(5)

Caption text
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

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

Section 6 – Extensions

6.1 Reasons for extensions and disposition of requests

Caption text
Number of requests where an extension was 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 Confidence Section (Section 70) External Internal
1 0 1 0 0 0 0 0 0

6.2 Length of extensions

Caption text
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 1 0 0 0 0 0 0
31 days or greater               0
Total 0 1 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

Caption text
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

Caption text
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
Disclose entirely 0 0 0 0 0 0 0 0
Disclosed 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

Caption text
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
Disclose entirely 0 0 0 0 0 0 0 0
Disclosed 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

Caption text
Number of Days Fewer Than 100 Pages Processed 100-500 Pages Processed 501-1,000 Pages Processed 1,001-5,000 Pages Processed More than 5,000 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

Caption text
Number of Days Fewer Than 100 Pages Processed 100-500 Pages Processed 501-1,000 Pages Processed 1,001-5,000 Pages Processed More than 5,000 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

Caption text
Section 31 Section 33 Section 35 Court action Total
0 0 0 0 0

Section 10 – Privacy Impact Assessments (PIAs) and Personal Information Banks (PIB)

10.1 Privacy Impact Assessments

Caption text
Number of PIAs completed 1
Number of PIAs modified 0

10.2 Institution-specific and Central Personal Information Banks

Caption text
Personal Information Banks Active Created Terminated Modified
Institution-specific 2 1 0 0
Central 0 0 0 0
Total 2 1 0 0

Section 11 –Privacy Breaches

11.1 Material Privacy Breaches reported

Caption text
Number of material privacy breaches reported to TBS 0
Number of material privacy breaches reported to OPC 0

11.2 Non-material Privacy Breaches

Caption text
Number of non-material privacy breaches 0

Section 12 – Resources Related to the Privacy Act

12.1 Allocated Costs

Caption text
Expenditures Amount
Salaries $13,440
Overtime $0
Goods and Services $54
  • Professional services contracts
$0   
  • Other
$54
Total $13,494

12.2 Human Resources

Caption text
Resources Person Years Dedicated to Privacy Activities
Full-time employees 0.150
Part-time and casual employees 0.000
Regional staff 0.000
Consultants and agency personnel 0.000
Students 0.000
Total 0.150

ANNEX C

Supplemental Statistical Report on the Access to Information Act and Privacy Act

Name of institution: Atlantic Canada Opportunities Agency

Reporting period: April 1, 2022 to March 31, 2023

Section 1 – Capacity to Receive Requests under the Access to Information Act and the Privacy Act

Enter the number of weeks your institution was able to receive ATIP requests through the different channels.

Caption text
  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 under the Access to Information Act and the Privacy Act

2.1  Enter the number of weeks your institution was able to process paper records in different classification levels.

Caption text
  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

2.2  Enter the number of weeks your institution was able to process electronic records in different classification levels.

Caption text
  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 0 52 0 52

Section 3 – Open Requests and Complaints Under the Access to Information Act

3.1  Enter the number of open requests that are outstanding from previous reporting periods.

Caption text
Fiscal Year Open Requests Were Received Open Requests that are Within Legislated Timelines as of March 31, 2023 Open Requests that are Beyond Legislated Timelines as of March 31, 2023 Total
Received in 2022-2023 3 0 3
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 0 0 0
Received in 2014-2015 0 0 0
Received in 2013-2014 or earlier 0 0 0
Total 3 0 3

3.2  Enter the number of open complaints with the Information Commissioner of Canada that are outstanding from previous reporting periods.

Caption text
Fiscal Year Open Complaints Were Received by Institution Number of Open Complaints
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 1
Received in 2016-2017 0
Received in 2015-2016 0
Received in 2014-2015 0
Received in 2013-2014 or earlier 0
Total 1

Section 4 – Open Requests and Complaints Under the Privacy Act

4.1  Enter the number of open requests that are outstanding from previous reporting periods.

Caption text
Fiscal Year Open Requests Were Received Open Requests that are Within Legislated Timelines as of March 31, 2023 Open Requests that are Beyond Legislated Timelines as of March 31, 2023 Total
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 0 0 0
Received in 2014-2015 0 0 0
Received in 2013-2014 or earlier 0 0 0
Total 0 0 0

4.2  Enter the number of open complaints with the Privacy Commissioner of Canada that are outstanding from previous reporting periods.

Caption text
Fiscal Year Open Complaints Were Received by Institution Number of Open Complaints
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 0
Received in 2014-2015 0
Received in 2013-2014 or earlier 0
Total 0

Section 5 – Social Insurance Number

Caption text
Has your institution begun a new collection or a new consistent use of the SIN in 2022-2023? No

Section 6 – Universal Access under the Privacy Act

Caption text
How many requests were received from confirmed foreign nationals outside of Canada in 2022-2023? 0