Annual Report to Parliament on the Privacy Act April 1, 2018 to March 31, 2019

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Body

Table of Contents

Introduction 
Our Mandate 
Our Mission 
Privacy Activities 
Historical Trend Analysis 
Appendix A - Statistical Report 
Appendix B – Delegation Order 
 


INTRODUCTION

The Office of the Correctional Investigator is pleased to submit to Parliament its annual report on the administration of the Privacy Act (PA) for the fiscal year commencing on April 1, 2018 and ending March 31, 2019. This report is submitted in accordance with section 72 of the Act . This report is tabled in Parliament by the Minister of Public Safety and Emergency Preparedness.

The Privacy Act took effect on July 1, 1983. The PA extends to individuals the right of access to information held by the government, about themselves, subject to certain specific and limited exceptions. The Act also protects individuals’ personal information and gives individuals substantial control over its collection, use and disclosure.

OUR MANDATE

The Office of the Correctional Investigator is mandated by Part III of the Corrections and Conditional Release Act as an Ombudsman for federal offenders. The primary function of the Office is to investigate and bring resolution to individual offender complaints. The Office as well, has a responsibility to review and make recommendations on the Correctional Service's policies and procedures associated with the areas of individual complaints to ensure that systemic areas of concern are identified and appropriately addressed.

OUR MISSION

As the ombudsman for federally sentenced offenders, the Office of the Correctional Investigator serves Canadians and contributes to safe, lawful and humane corrections through independent oversight of the Correctional Service of Canada by providing accessible, impartial and timely investigation of individual and systemic concerns. While an independent organization, the Office of the Correctional Investigator is part of the Public Safety and Emergency Preparedness portfolio.

PRIVACY ACTIVITIES

The Minister of Public Safety and Emergency Preparedness is the designated head of the institution for the Privacy Act . The Correctional Investigator has been delegated full authority under the Privacy Act by the Minister. Full authority under the Act has also been delegated to the Access to Information and Privacy Coordinator. The delegation of authority to administer the Act was confirmed by the Minister of Public Safety and Emergency Preparedness on November 30, 2015 (see Appendix B ).

While the responsibilities of ATIP Coordinator are assigned to the Director of Corporate Services and Planning, the actual processing of requests and any associated activities are generally carried out by a consultant. Given the limited number of requests, it is felt that this is the most cost effective utilization of resources and delivery of these activities.

The ATIP Coordinator is accountable for the development, coordination and implementation of effective policies, guidelines, systems and procedures to ensure the OCI’s responsibilities under the Privacy Act are met and to enable appropriate processing and proper disclosure of information. The Coordinator is also responsible for related policies, systems and procedures emanating from the Act .

The main activities of the ATIP Coordinator include:

  • Processing requests under the Act ;
  • Developing and maintaining policies, procedures and guidelines to ensure the Act is respected;
  • Promoting awareness of the Act to ensure the organization’s responsiveness to the obligations imposed on the government;
  • Monitoring the Office’s compliance with the Act , regulations and relevant procedures and policies;
  • Preparing annual reports to Parliament and other statutory reports, as well as other material that may be required by central agencies;
  • Representing the Office in dealings with the Treasury Board Secretariat, the Privacy Commissioner and other government agencies regarding the application of the Act as they relate to the OCI; and
  • Supporting the Office in meeting its commitments in relation to greater openness and transparency through proactive disclosure of information nd the disclosure of information through informal avenues.

During the Reporting Period:

Eight (8) requests were received and there was one (1) outstanding request from the previous reporting period for a total of nine (9) requests. Five (5) of these requests were disclosed in part; four (4) were released in their entirety; none were exempted in their entirety; none were abandoned; none had no existing records, and none were carried forward to the next reporting period. All but two (2) of these requests were processed within the legislative period. Extensions were required for five (5) of the requests. There were no significant issues surrounding the nine (9) requests closed during the reporting period.

Monitoring, by the ATIP Coordinator, of the time required to process these privacy requests was completed in preparing the historical trend analysis below. The Executive Director and the ATIP Coordinator are advised by way of a briefing note when requests are not closed within the required time limits. The briefing note advises of the reason for the late response, which is typically a late or never received response from other government organizations on a consultation.

One formal training session on Privacy Breaches was provided during the reporting period. Approximately 30 of the 42 staff attended the training. Advice, guidance and recommendations were provided by the consultant on an as required basis to Management and staff.

There were no new OCI-specific privacy related procedures, policies or guidelines implemented.

There were five (5) material privacy breaches reported this year. In four of the five cases, the privacy breach was a result of simple human error where the wrong letter was put in the wrong envelope or an enveloped addressed erroneously to the OCI was opened. In one case however, a letter of offer with the employee’s actual salary was inadvertently shared with several staff members who did not need to know this information. A formal investigation was launched. These incidents were reported to the Privacy Commissioner’s Office as well as to the affected individuals. The staff members involved were reminded about the caution necessary when dealing with personal information and a targeted training session was held with all staff.

No Privacy Impact Assessments (PIAs) were completed; no new data sharing activities took place and the Office made no disclosures of personal information pursuant to subsection 8(2)(m) of the Privacy Act .

Several queries were sent to the OCI by the OPC’s Investigative staff regarding potential complaints but were not followed up on as satisfactory responses were provided to the OPC on those files. The OCI received one formal (1) complaint, which is still outstanding at the time of this report.

For 2018-19, the costs directly associated with the administration of the Privacy Act are estimated at $9,218.

Staff - $2,266 
Consultant fees - $6,952

The associated employee resources for 2018-19 are estimated at 0.09 FTE for administering the Privacy Act .

HISTORICAL TREND ANALYSIS

Over a five year period, from 2014-15 to 2018-19, the OCI received an average of twenty (20) requests annually; the lowest number of requests received in one reporting period was eight (8) and the highest number of requests received in one reporting period was twenty-eight (28). The total average completion rate from 1 to 60 days was 61% of all requests. The average completion time within 30 days was 13% of all requests; the average completion time within 60 days was 48% of all requests.

With regards to the number of pages processed, an average of five thousand, two hundred and seventy-five (5,275) was recorded; the highest number of pages processed in one reporting period was nine thousand five hundred and sixty-two (9,562) and the lowest number of pages processed in one reporting period was one hundred and seventy-five (175).

The most frequently used exemptions were:

  • 26: 52%
  • 22(1)(c): 20%
  • 21(1)(c): 6%

A total of sixty-nine (69) extensions for consultations were recorded for an average of thirteen (13) per reporting period; the highest number of extensions in any given reporting period was twenty-five (25) the lowest number of extensions in any given reporting period was five (5). Four (4) consultations were received from other government organizations.

This baseline data will continue to be used in future years to assess trends, inform ongoing improvement in the processing of Privacy requests and implement corrective measures where necessary.

Appendix A - Statistical Report on the Privacy Act 

Name of institution: Office of the Correctional Investigator

Reporting period: 2017-04-01 to 2018-03-31

PART 1 - Requests Under the Privacy Act 

1.1 Number of Requests 

Number of Requests 

Received during reporting period

8

Outstanding from previous reporting period

1

Total 

9

Closed during reporting period

9

Carried over to next reporting period

0

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

1

1

2

0

0

0

0

4

Disclosed in part

0

2

2

1

0

0

0

5

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 

1

3

4

1

0

0

0

9

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)

1

22(1)(c)

2

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

5

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

4

0

0

Disclosed in part

5

0

0

Total 

9

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

32

32

4

Disclosed in part

143

143

5

All exempted

0

0

0

All excluded

0

0

0

Request abandoned

0

0

0

Neither confirmed or denied

0

0

0

Total 

175

175

9

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

4

32

0

0

0

0

0

0

0

0

Disclosed in part

5

143

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 

9

175

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

2

0

0

0

2

Disclosed in part

4

0

0

0

4

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

6

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

2

0

1

0

1

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

1

1

2

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 

1

1

2

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 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

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

2

0

Disclosed in part

0

0

3

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

5

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

5

0

Total 

0

0

5

0

PART 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 reporting period

1

0

0

0

Outstanding from the previous reporting period

0

0

0

0

Total 

1

0

0

0

Closed during the reporting period

0

0

0

0

Pending at the end of the reporting period

1

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

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 

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 

Fewer Than 100 
Pages Processed

101-500 
Pages Processed

501-1000 
Pages Processed

1001-5000 
Pages Processed

More than 5000 
Pages Processed

Number of days

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 

Fewer Than 100 
Pages Processed

101-500 
Pages Processed

501-1000 
Pages Processed

1001-5000 
Pages Processed

More than 5000 
Pages Processed

Number of days

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

none

Section 31

Section 33

Section 35

Court Action

Total

1

1

0

0

2

Part 9: Privacy Impact Assessments ( PIA s)

Number of PIA (s) completed: 0

Part 10: Resources Related to the Privacy Act 

10.1 Costs 

Expenditures

Amount

Salaries

$2,266

Overtime

$0

Goods and Services

$6,952

Professional services contracts

$6,952

Other

$0

Total 

$9,218 

10.2 Human Resources 

Resources

Person Years Dedicated 
Resources to Privacy Activities

Full-time employees

0.03

Part-time and casual employees

0.00

Regional staff

0.00

Consultants and agency personne.l

0.06

Students

0.00

Total 

0.09

Note: Enter values to two decimal places.

Privacy Act 

Section

Number of Requests

22.4 National Security and Intelligence Committee

0

27.1 Patent or Trademark Privilege

0

Appendix B - Delegation Order

Privacy Act Delegation Order

The Minister of Public Safety and Emergency Preparedness, pursuant to section 73 of the Privacy Act , hereby designates the persons holding the positions set out in the schedule hereto to exercise the powers and perform the duties and functions of the Minister as head of a government institution, that is, the Office of the Correctional Investigator, under the sections of the Act set out in the schedule opposite each position.

Schedule 

Position

Sections of the Privacy Act and Regulations 

Correctional Investigator

Full Authority

Executive Director

Full Authority

Access to Information and Privacy Coordinator

Full Authority

Dated at the City of Ottawa this 30th day of November, 2015

Signed by: 
The Honourable Ralph Goodale, P.C., M.P. 
Minister of Public Safety and Emergency Preparedness


Date modified 
2022-01-06 



 

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