2018–19 Annual Report to Parliament: Privacy Act

Table of Contents

1. Introduction
2. About the organization
   1. Raison d'être
   2. Responsibilities
   3. Scope of Operations
3. Structure of the Access to Information and Privacy Office
4. Delegation of authority
5. Statistics
   1. Disposition and Completion Time
   2. Exemptions and Exclusions
6. Education and training
7. Institutional policies and procedures
8. Complaints, audits and investigations
9. Processing times
10. Material privacy breaches
11. Privacy impact assessment
12. Disclosure pursuant to paragraph 8(2)(m)
13. Annex A — Structure of Access to Information and Privacy Office
14. Annex B — Delegation Order
15. Annex C — Statistical Report

Introduction

The purpose of the Privacy Act (the 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. The Act also protects an individual's privacy by preventing others from having access to that personal information and provides individuals with specific rights concerning the collection and use of their personal information.

Section 72 of the Act requires that the head of every government institution prepare, for submission to Parliament, an annual report on the administration of the Act within the institution during each financial year. For the Federal Economic Development Agency for Southern Ontario (FedDev Ontario), the President has been designated as the head of the institution by Order in Council. Tabling of the report "shall be laid before each House of Parliament within three months after the financial year in respect of which it is made or, if the House is not then sitting, on any of the first fifteen days next thereafter that it is sitting."

This Annual Report describes how FedDev Ontario, in its tenth year of operation, administered its responsibilities under the Act.

About the organization

Raison d'être

FedDev Ontario was created in 2009 to work with communities, businesses, not-for-profit organizations and other levels of government in southern Ontario, to actively promote the region, and to build a strong foundation of investment and partnerships to help secure the region's economic growth and long-term prosperity.

Under Budget 2018, FedDev Ontario was allocated $920 million in renewed core funding over six years for its third mandate. Budget 2019 further announced that starting 2024–25, at the end of the Agency's third mandate, FedDev Ontario would begin receiving permanent funding of $184.5 million per year to continue investing in the southern Ontario region. 

Responsibilities

Through its suite of programs and activities, FedDev Ontario works to strengthen economic capacity for innovation, entrepreneurship and collaboration and to promote the development of a strong and diversified southern Ontario economy.

Scope of Operations

FedDev Ontario is headquartered in Waterloo and has regional offices in Ottawa, Peterborough and Toronto. Its mandate covers southern Ontario, which includes 37 Statistics Canada census divisions.

FedDev Ontario is part of the Innovation, Science and Economic Development portfolio. Its President oversees Agency operations and resources and reports to the Minister of Innovation, Science and Economic Development.

Structure of the Access to Information and Privacy Office

Responsibility for processing requests received under the Privacy Act rests with the Access to Information and Privacy (ATIP) Coordinator. The ATIP Coordinator oversees the administration of the Access to Information Act and the Privacy Act (the Acts) within FedDev Ontario and ensures compliance with the legislation. The ATIP office structure also includes one officer as per the organizational chart in Annex A; this position became vacant in July 2017 and has not yet been filled. 

The ATIP Coordinator is responsible for all daily ATIP activities and operations, as well as the development, coordination and implementation of effective policies, guidelines and procedures necessary to manage the Agency's compliance with the Acts. The ATIP Office, which is located in Ottawa's regional office, responds to all formal requests submitted under the applicable Act.

The administration of both Acts at FedDev Ontario is also facilitated at the branch and regional office levels. Each organizational branch has a liaison officer who coordinates activities on the administrative processes and procedures of these Acts.

Delegation of authority

The current ATIP Delegation Order was approved by the President (the head of the institution) on May 3, 2018. It provides full delegated authority to the ATIP Coordinator and to the Corporate Secretary. A copy of the ATIP Delegation Order is attached in Annex B.

Statistics

FedDev Ontario received and completed four privacy requests from April 1, 2018, to March 31, 2019. This represents a decrease of 20 percent compared to the previous reporting period. The numbers equal the five-year average of four as shown in Graph 1, below. A detailed statistical report on privacy requests is attached in Annex C.

Disposition and Completion Time

Of the four new requests completed, two were completed within 15 days and two were carried over to the next reporting period. In one instance, no responsive records existed; the requester abandoned the other request.

Exemptions and Exclusions

As noted in Annex C, no exemptions under the Act were invoked by FedDev Ontario. No exclusions were cited by the Agency.

No extensions beyond the 30-day statutory limit were taken.

Education and training

During the 2018–19 fiscal year, the ATIP Coordinator travelled to the Waterloo and Toronto offices to provide ATIP training for FedDev Ontario employees. A total of 63 people, or 22 percent of Agency staff, participated.

All FedDev Ontario employees are required to take the Canada School of Public Service course on Access to Information and Privacy Fundamentals. Between April 1, 2018, and March 31, 2019, 30 people completed the course.

Throughout the reporting period, the ATIP Coordinator provided ongoing advice and coaching to employees on privacy related matters as required.

Institutional policies and procedures

The ATIP office determines and implements best practices on an ongoing basis as topics arise.

FedDev Ontario's internal procedures are reviewed periodically to ensure compliance with Treasury Board Secretariat's policies and guidelines. Guidelines and procedures are provided to staff as part of the tasking documentation when they are tasked to respond to a privacy request 

Complaints, audits and investigations

There were no complaints received and no audits or investigations undertaken concerning the administration of the Act during this reporting period.

Processing times

The ATIP Office monitors the time to process privacy requests on an ongoing basis using the ATIP requests management software in order to ensure compliance with established deadlines. The Corporate Secretary, Vice-Presidents, Director Generals and/or the Office of the President are notified as appropriate.

Material privacy breaches

No material privacy breach occurred during this reporting period.

Privacy impact assessment

During this reporting period, FedDev Ontario did not initiate any Privacy Impact Assessments and, therefore, no assessments were forwarded to the Office of the Privacy Commissioner.

Disclosure pursuant to paragraph 8(2)(m)

There were no disclosures pursuant to paragraph 8(2)(m) for the period April 1, 2018, to March 31, 2019.

Annex A — Structure of Access to Information and Privacy Office

Access to Information and Privacy Office

Annex B — Delegation Order

Annex C — Statistical Report

Statistical Report on the Privacy Act

Name of Institution: FedDev Ontario

Reporting Period: 2018-04-01 to 2019-03-31

Part 1 — Requests under the Privacy Act

1.1 Number of Requests

	Number of Requests
Received during reporting period	4
Outstanding from previous reporting period	0
Total	4
Closed during reporting period	2
Carried over to next reporting period	2

Part 2 — Requests closed during the reporting period

2.1 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	1	0	0	0	0	0	0	1
Request abandoned	1	0	0	0	0	0	0	1
Neither confirmed nor denied	0	0	0	0	0	0	0	0
Total	2	0	0	0	0	0	0	2

2.2 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

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

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

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	1
Neither confirmed nor denied	0	0	0
Total	0	0	1

2.5.2 Relevant pages processed and disclosed by size of requests

Disposition	Less than 100 pages processed		101 - 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
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
Abandoned	1	0	0	0	0	0	0	0	0	0
Neither confirmed nor denied	0	0	0	0	0	0	0	0	0	0
Total	1	0	0	0	0	0	0	0	0	0

2.5.3 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

2.6 Deemed Refusals

2.6.1 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 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

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 subsection 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

5.1 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	15(a)(i) Interference with operations	15(a)(ii) Consultation		15(b) Translation purposes
		Section 70	Other
1 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 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	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

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
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

6.3 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
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

Part 7 — Completion time of consultations on Cabinet confidences

7.1 Requests with Legal Services

Number of Days	Less than 100 pages processed		101 - 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

7.2 Requests with Privy Council

Number of Days	Less than 100 pages processed		101 - 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

Part 8 — Complaints and Investigations Notices Received

Section 31	Section 35	Section 37	Court Action	Total
0	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

Expenditures		Amount
Salaries		$4,416
Overtime		$0
Goods and Services		$490
Professional services contracts	$360
Other	$130
Total		$4906

10.2 Human Resources

Resources	Person Years Dedicated to Privacy Activities
Full-time employees	0.05
Part-time and casual employees	0
Regional Staff	0
Consultants and agency personnel	0
Students	0
Total	0.05