Annual Report — Privacy Act 2018-2019

Table of contents

Privacy Act

Annual report
(April 1, 2018 - March 31, 2019 )

1. Introduction

The Privacy Act provides citizens with the right to access personal information held by the government and protection of that information against unauthorized use and disclosure.

This report is prepared pursuant to section 72 of the Privacy Act. This section indicates that “the head of every government institution shall prepare for submission to Parliament an annual report on the administration of this Act within the institution during each financial year.” This particular report is being prepared in the capacity of the Minister of Environment and Climate Change and Minister responsible for Parks Canada as the head of the Historic Sites and Monuments Board of Canada (HSMBC).

Under the Historic Sites and Monuments Act, the HSMBC is the statutory advisory body to the Minister of Environment and Climate Change on the national historic significance of places, people, and events in Canadian history. The Government of Canada has designated over 2,100 subjects of national historic significance on the advice of the HSMBC since its inception in 1919. The HSMBC is also responsible for providing advice on the designation of heritage railway stations under the Heritage Railway Stations Protection Act and on the designation of heritage lighthouses under the Heritage Lighthouse Protection Act.

The Indigenous Affairs and Cultural Heritage Directorate of Parks Canada (the Directorate) offers secretariat services to the HSMBC and receives approximately 1,000 queries annually from the public, Members of Parliament, media and heritage organizations across Canada related to the designation process, information about the HSMBC and previous HSMBC deliberations. The Directorate also processes and responds to about 30 nominations for subjects of possible national historic significance each year. It also administers the Heritage Railway Stations Protection Act, the National Program for the Grave Sites of Canadian Prime Ministers and the Heritage Lighthouse Protection Act.

Two Parks Canada officials in their roles as Secretary and Executive Secretary of the HSMBC (the Vice-President, Indigenous Affairs and Cultural Heritage Directorate and the Director, Heritage Designations and Programs) assume full delegated authority in relation to the Privacy Act as it relates to the HSMBC.

This report will be tabled in Parliament pursuant to section 72 of the Privacy Act.

2. The organization of the branch and access to personal information requests

Officials of the Directorate, acting on behalf of the HSMBC, handle a relatively low number of requests received under the Privacy Act and prepare the annual report for submission to Parliament by the Minister of Environment and Climate Change.

Should the Directorate receive access to personal information requests they would be the responsibility of the Director, Heritage Designations and Programs. The Director would process requests made under the Act; provide strategic advice on the interpretation and application of the Act; and provide advice on the collection, use and disclosure of personal information. The Director would work with the Manager, Heritage Designations, to locate and retrieve records that have been requested under the Act; identify information that is of personal in nature; and, if applicable seek guidance from Parks Canada’s Access to Information and Privacy Office. The final release package would be reviewed by the Manager and Director. The Director conducts information sessions regarding the Act and prepares the annual report to Parliament on the administration of the Act.

3. Privacy Act Delegation Order

The Privacy Act Delegation Order is attached.

4. Highlights of the statistical report

The Statistical Report submitted on behalf of the HSMBC to the Treasury Board of Canada Secretariat (TBS) for the period of April 1, 2018 to March 31, 2019 is attached.

The HSMBC received no requests under the Privacy Act within this reporting period.

Over the past 6 years (2013-2014 to 2018-2019), the HSBMC has not received any requests under the Privacy Act. As a result, there is no data and there are no trends to report.

5. Training and awareness

No training or awareness activities took place during this period.

6. Policies, guidelines and procedures

Given the small number of requests and their infrequent nature, the HSMBC has not instituted any new or revised institution-specific policies, guidelines or procedures related to privacy above those already available from TBS. All of the HSMBC’s information holdings are accessible to the public upon release by the Minister of the Environment and Climate Change, subject to the exemptions provided for in the Access to Information Act and Privacy Act. Access to the material is encouraged through informal mechanisms such as e-mail, the HSMBC website, and telephone messaging.

7. Summary of key issues and actions taken on complaints or audits

The HSMBC received no requests under the Privacy Act in 2018-2019 and no audits or investigations were concluded.

8. Monitoring compliance

No monitoring related to the time to process privacy requests was conducted in 2018-2019, as the HSMBC did not receive any privacy requests and requests for the correction of personal information during this reporting period.

9. Summary of material privacy breaches

No material privacy breaches occurred in 2018-2019.

10. Privacy impact assessments

No Privacy Impact Assessments (PIA) were completed during the reporting period of 2018- 2019.

11. Disclosures

No disclosures were made pursuant to paragraph 8 (2)(m) of the Privacy Act during the reporting period of 2018-2019.

12. Statistical Report on the Privacy Act (April 1, 2018 to March 31, 2019)

1.0 Requests Under the Privacy Act

Nombre de demandes
Nombre de demandes
Reçues pendant la période d'établissement de rapport 0
En suspens à la fin de la période d'établissement de rapport précédente 0
Total 0
Fermées pendant la période d'établissement de rapport 0
Reportées à la prochaine période d'établissement de rapport 0

Part 2: Requests Closed During the Reporting Period

2.1 Disposition and completion time

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 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

2.2 Exemptions

Exemptions
Section Number of Requests
18(2)

0
19(1)(a) 0
19(1)(b) 0
19(1)(c) 0
19(1)(d) 0
19(1)(e) 0
19(1)(f) 0
20 0
21 0
22(1)(a)(i) 0
22(1)(a)(ii) 0
22(1)(a)(iii) 0
22(1)(b) 0
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 0
27 0
28 0

2.3 Exclusions

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

Format of information released
Disposition Paper Electronic Other Formats
All disclosed 0 0 0
Disclosed in part 0 0 0
Total 0 0 0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed
Relevant pages processed and disclosed
Disposition of Requests Number of Pages Processed Number of Pages Disclosed Number of Requests
All disclosed 0 0 0
Disclosed in part 0 0 0
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
Neither confirmed nor denied 0 0 0
Total 0 0 0
2.5.2 Relevant pages processed and disclosed by size of requests
Relevant pages processed and disclosed by size of requests
Disposition Less 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 Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed
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
2.5.3 Other complexities
Other complexities
Disposition Consultation Required Assessment of Fees Legal Advice Sought 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

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline
Reasons for not meeting statutory deadline
Number of Requests Closed Past the Statutory Deadline Principal Reason
Workload External Consultation Internal Consultation Other
0 0 0 0 0
2.6.2 Number of days past deadline
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 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

2.7 Requests for translation

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)

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

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

Reasons for extensions and disposition of requests
Disposition of Requests Where an Extension Was Taken 15(a)(i)
Interference with Operations		 15(a)(ii)
Consultation		 15(b) Translation or Conversion
Section 70 Other
All disclosed 0 0 0 0
Disclosed in part 0 0 0 0
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 0 0
Total 0 0 0 0

5.2 Length of extensions

Length of extensions
Length of Extensions 15(a)(i) Interference with operations

15(a)(ii)Consultation

15(b)Translation purposes
Section 70 Other
0 to 15 days 0 0 0 0
16 to 30 days 0 0 0 0
Total 0 0 0 0

Part 6: Consultations Received From Other Institutions and Organizations

6.1 Consultations received from other Government of Canada institutions and organizations

Consultations received from other Government of Canada institutions and organizations
Consultations Other Government of Canada Institutions Number of Pages to Review Other Organizations Number of Pages to Review
Received during 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
Pending at the end of the reporting period 0 0 0 0

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

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 0 0 0 0 0 0 0 0
Disclose 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

6.3 Recommendations and completion time for consultations received from other organizations

Recommendations and completion time for consultations received from other organizations
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
Disclose 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

Requests with Legal Services
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 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

7.2 Requests with Privy Council Office

Requests with Privy Council Office
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 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

Part 8: Complaints and Investigations Notices Received

Complaints and Investigations
Section 31 Section 31 Section 35 Total
0 0 0 0

Part 9: Privacy Impact Assessments (PIAs)

Number of PIA(s) completed: 0  

Part 10: Resources Related to the Privacy Act

10.1 Costs

Costs
Expenditures Amount
Salaries $0
Overtime $0
Goods and Services $0
  • Professional services contracts
 $0
  • Other
 $0
Total $0

10.2 Human Resources

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

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