2019–20 Annual Report to Parliament: Privacy Act

Federal Economic Development Agency for Southern Ontario

April 1, 2019 to March 31, 2020

This publication is available upon request in accessible formats.

Contact:

Access to Information and Privacy Coordinator
Federal Economic Development Agency for Southern Ontario
410 Laurier Avenue West, 3rd Floor
Ottawa, Ontario K1A 0H5
Telephone: 613-371-3706
Email: fdo.atip-aiprp.fdo@canada.ca

This publication is also available online at the following address:
http://www.feddevontario.gc.ca/eic/site/723.nsf/eng/h_02119.html

Permission to Reproduce

The information in this publication may be reproduced for non-commercial use, in part or in whole and by any means, without charge or further permission from the Federal Economic Development Agency for Southern Ontario (FedDev Ontario), provided that due diligence is exercised in ensuring the accuracy of the information reproduced; that FedDev Ontario is identified as the source institution; and that the reproduction is not represented as an official version of the information reproduced, nor as having been made in affiliation with, or with the endorsement of, FedDev Ontario.

For permission to reproduce the information in this publication for commercial redistribution, please call: 1-866-593-5505, write to: Communications Branch, Federal Economic Development Agency for Southern Ontario, 101-139 Northfield Dr. West, Waterloo, Ontario N2L 5A6 or email to: mailto:fdo.communications-communications.fdo@canada.ca.

PDF Cat. No.: Iu93-1/2E-PDF

ISSN 2370-036X

© Her Majesty the Queen in Right of Canada, as represented by the Minister of Innovation, Science Economic Development, 2020.

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. Graph 1. Privacy requests received and closed by year
    2. Disposition and Completion Time
    3. 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 on the Privacy Act

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 eleventh 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.

Budget 2019 provided FedDev Ontario with permanent funding, enabling the Agency to be a reliable, long-term and trusted partner to southern Ontario communities, businesses and entrepreneurs. FedDev Ontario will continue to support the delivery of the Government's priorities in ways that are responsive to the unique challenges and opportunities that exist across southern Ontario. In 2020–21, the Agency will continue to leverage its role as a convenor and champion for the 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 a Parliamentary Liaison and ATIP Officer as per the organizational chart in Annex A.

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 five privacy requests April 1, 2019 to March 31, 2020. This represents an increase of 25 percent compared to the previous reporting period and is in line with the five-year average of four as shown in Graph 1, below. A detailed statistical report on privacy requests is attached in Annex C.

Graph 1. Privacy requests received and closed by year

Text version
Year Requests received Requests closed

2015–16

4

4

2016–17

2

2

2017–18

5

5

2018–19

4

4

2019–20

5

4

Disposition and completion time

Of the five new requests completed, two were completed within 15 days and three were carried over to the next reporting period. In two instances, no responsive records existed.

Exemptions and exclusions

As noted in Annex C, section 26 of the Act, relating to personal information belonging to another individual, was invoked by FedDev Ontario. No exclusions were cited by the Agency.

One extension beyond the 30-day statutory limit was taken.

Education and Training

During the 2019–20 fiscal year, the ATIP Coordinator travelled to the Waterloo, Peterborough and Toronto offices to provide ATIP training for FedDev Ontario employees. A total of 96 people, or 33 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, 2019 and March 31, 2020, 50 employees 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, 2019, to March 31, 2020.

Annex A – Structure of Access to Information and Privacy Office

Access to Information and Privacy Office

Corporate Secretary

ATIP Coordinator

Parliamentary Liaison and ATIP Officer

Annex B – Delegation Order

Text version

Access to Information Act and Privacy Act Delegation Order

Arrêté sur la délégation en vertu de la Loi sur l'accès à l'information et de la Loi sur protection des renseignements personnels

The President of the Federal Economic Development Agency for Southern Ontario, pursuant to section 73 of the Access to Information Act and the Privacy Act, hereby designates the persons holding the positions set out in the schedule hereto, or the persons occupying on an acting basis those positions, to exercise the powers and functions of the President as the head of a government institution, under the sections of the Acts set out in the schedule opposite each position. This Delegation Order supersedes all previous Delegation Orders.

En vertu de l'article 73 de la Loi sur l'accès à l'information et la Loi sur la protection des renseignements personnels, la Présidente de 1'Agence fédérale de développement économique pour le Sud de l'Ontario délègue aux titulaires des postes mentionnés à l'annexe ci-après, ainsi qu'aux personnes occupant à titre intérimaire lesdits postes, lesattributions dont il est, en qualité de responsable d'une institution fédérale, investie par les articles des lois mentionnées en regard de chaque poste. Le présent décret de délégation remplace et annule tout décret antérieur.

Schedule / Annexe

Position / Poste

Regulations /

Access to Information Act / and Regulations

Loi sur l'accès à l'information et règlements

Privacy Act and Regulations

Loi sur la protection des renseignements personnels et reglements

Corporate Secretary / Secrétaire générale

Full authority / Autorité absolue

Full authority / Autorité absolue

and

Access to Information and Privacy Coordinator, Corporate Secretariat / Coordonnateur de l'accès à l'information et de la protection des renseignements personnels, Secrétariat ministériel

Full authority / Autorité absolue

Full authority / Autorité absolue

Dated at the City of Ottawa this 3rd day of May, 2018

Daté en la ville d'Ottawa ce 3e jour de mai 2018

James Meddings, President
Federal Economic Development Agency for Southern Ontario

James Meddings, Président
Agence fédérale de développement économique pour le Sud de l'Ontario

Annex C - Statistical Report on the Privacy Act

Name of institution: FedDev Ontario

Reporting period: 2019-04-01 to 2020-03-31

Section 1: Requests Under the Privacy Act

1.1 Number of requests
- Number of Requests
Received during reporting period 5
Outstanding from previous reporting period 2
Total 7
Closed during reporting period 4
Carried over to next reporting period 3

Section 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 2 0 0 0 2
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 2 0 0 0 0 0 0 2
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 2 0 0 0 4
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
22.4 0
23(a) 0
23(b) 0
24(a) 0
24(b) 0
25 0
26 1
27 0
27.1 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
Paper Electronic Other 
0 2 0
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
Number of Pages Processed Number of Pages Disclosed Number of Requests
1519 1511 2
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 1 0 0 0 0 0 1 1511 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 1 0 0 0 0 0 1 1511 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 Closed requests
2.6.1 Number of requests closed within legislated timelines
- Requests closed within legislated timelines
Number of requests closed within legislated timelines 2
Percentage of requests closed within legislated timelines (%) 50
2.7 Deemed refusals
2.7.1 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
2 1 0 0 1
2.7.2 Requests 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 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 1 1 2
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 1 1 2
2.8 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 3: 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 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

Section 5: Extensions

5.1 Reasons for extensions and disposition of requests
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
5.2 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 1 0 0 0 0 0 0
31 days or greater  0 0 0 0 0 0 0 0
Total 0 1 0 0 0 0 0 0

Section 6: Consultations Received From Other Institutions and Organizations

6.1 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 to the next 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
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
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
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
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 7: Completion Time of Consultations on Cabinet Confidences

7.1 Requests with Legal Services
Number of Days Fewer 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 Office
Number of Days Fewer Than 100 Pages Processed 101500 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 8: Complaints and Investigations Notices Received

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

Section 9: Privacy Impact Assessments (PIA) and Personal Information Banks (PIB)

9.1 Privacy Impact Assessments
Number of PIA(s) completed 0
9.2 Personal Information Banks
Personal Information Banks Active Created Terminated Modified
0 0 0 0 0

Section 10: Material Privacy Breaches

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

Section 11: Resources Related to the Privacy Act

11.1 Costs
Expenditures Amount
Salaries  $10,092
Overtime $0
Goods and Services $768
Professional services contracts $0 -
Other $768 -
Total $10,860
11.2 Human Resources
Resources Person Years Dedicated to Privacy Activities
Full-time employees 0.10
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.10
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