2017-2018 Annual Report on the Administration of the Privacy Act

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INTRODUCTION

This Annual Report to Parliament is for the 2017-2018 fiscal year, as required under subsections 72(1) and 72(2) of the Privacy Act.

THE PURPOSE OF THE PRIVACY ACT

The purpose of the Privacy Act is to provide a right of access to information in records under the control of a government institution. The Act maintains that government information should be available to the public, necessary exceptions to the right of access should be limited and specific, and that decisions on the disclosure of government information should be reviewed independently of government.

Section 72 of the Act requires the head of every federal government institution to submit an annual report to Parliament on the administration of the Act during the fiscal year. This report outlines Infrastructure Canada’s accomplishments in carrying out its privacy responsibilities and obligations during the 2017–2018 reporting period.

About Infrastructure Canada

Infrastructure Canada is the main department responsible for federal efforts to enhance Canada's public infrastructure. This is accomplished through implementing the Government of Canada’s infrastructure plan that enables strategic investments in core public infrastructure to create long-term growth; improves the resilience of communities and transition to a clean growth economy; and improves social inclusion and socio-economic outcomes of Canadians. This work is done in partnership with provinces, territories, municipalities, Indigenous communities, other federal departments and agencies, private sector and not-for-profit organizations.

Established in 2002, Infrastructure Canada helps to ensure that Canadians benefit from world-class public infrastructure from coast to coast to coast.

The Office of Infrastructure Canada is part of the Infrastructure and Communities portfolio.

The portfolio includes the following:

  • The Jacques Cartier and Champlain Bridges Incorporated (JCCBI), a Crown Corporation whose mandate is to ensure users’ safe passage on its structures located in the Greater Montréal Area by their proper management, maintenance and repair, while respecting the environment and optimizing traffic flow.
  • The Windsor-Detroit Bridge Authority (WDBA), a Crown Corporation with the responsibility to design, finance, build, operate and maintain the new, publicly-owned Gordie Howe International Bridge between Windsor, Ontario and Detroit, Michigan that will be delivered through a public-private partnership. Responsibility for the WDBA was transferred from the Minister of Transport to the Minister of Infrastructure and Communities on November 4, 2015.
  • The Minister of Infrastructure and Communities was designated as the Minister responsible for federal matters relating to the Toronto Waterfront Revitalization Initiative effective November 4, 2015. In 2000, the Government of Canada, the Province of Ontario and the City of Toronto each announced a commitment of $500 million to fund the Initiative. The Toronto Waterfront Revitalization Corporation, which is a not-for-profit corporation publicly known as Waterfront Toronto, was established in 2001.
  • PPP Canada Inc. is a federal parent Crown Corporation named in Part 1 of Schedule III of the Financial Administration Act and was incorporated pursuant to the Canada Business Corporations Act. The Minister of Infrastructure and Communities was designated the responsible Minister of PPP Canada on July 8, 2016. In 2017-2018, the department began work related to the wind-down of PPP Canada and it was dissolved on March 31, 2018.  The outstanding agreements from the P3 Canada Fund that were transferred to the department.
  • The Canada Infrastructure Bank (CIB), a Crown Corporation, uses federal support to attract private sector and institutional investment to new revenue-generating infrastructure projects that are in the public interest. The CIB leverages the capital and expertise of the private sector and helps government partners build new infrastructure across Canada. The Canada Infrastructure Bank Act received Royal Assent on June 22, 2017, and the Minister of Infrastructure and Communities was designated the responsible Minister on July 4, 2017.

As the federal lead for the Investing in Canada plan, Infrastructure Canada coordinates with 13 other federal departments and organizations to advance the Government of Canada’s ambitious $180 billion Plan. In 2017-2018, the department began negotiations with provinces and territories for the Integrated Bilateral Agreements while continuing to administer older infrastructure programs such as the Building Canada Fund, New Building Canada Fund, and Gas Tax Fund. Other federal departments and agencies administering infrastructure funding programs outlined in the Investing in Canada plan are:

  • Canada Mortgage and Housing Corporation
  • Canadian Heritage
  • Crown-Indigenous Relations and Northern Affairs Canada
  • Employment and Social Development Canada
  • Environment and Climate Change Canada
  • Health Canada
  • Indigenous Services Canada
  • Innovation, Science and Economic Development Canada
  • Natural Resources Canada
  • Parks Canada
  • Public Health Agency of Canada
  • Public Safety Canada
  • Transport Canada

Infrastructure Canada’s raison d’être is summarized as: “The key to building Canada for the 21st century is a strategic and collaborative long-term infrastructure plan that builds economically vibrant, strategically planned, sustainable and inclusive communities. Infrastructure Canada works closely with all orders of government and other partners to enable investments in social, green, public transit and other core public infrastructure, as well as trade and transportation infrastructure.”

ORGANIZATIONAL STRUCTURE

Infrastructure Canada is headed by the Minister of Infrastructure and Communities, Deputy Minister and Associate Deputy Minister of Infrastructure and Communities, who are supported by the Assistant Deputy Minister of Policy and Results, Assistant Deputy Minister of Program Operations, Assistant Deputy Minister of Corporate Services, Assistant Deputy Minister of Investment, Partnerships and Innovation as well as the Director General of Smart Cities, the Director General of Communications and the Chief Audit and Evaluation Executive.

ACCESS TO INFORMATION AND PRIVACY (ATIP)

Responsibility for processing requests received under the Access to Information Act rests with the Deputy Minister, the Associate Deputy Minister, Assistant Deputy Ministers and the ATIP Coordinator for the department (as per Annex “A”). The ATIP Division is part of the Corporate Services Branch.

As of March 30, 2018, the unit is staffed with two teams: 1) Operations; and, 2) Policy, Privacy and Governance. The Operations team is responsible for the administration of the Access to Information Act. It is comprised of one senior analyst and three junior analysts. The Policy, Privacy, and Governance team is responsible for all corporate activities relating to the Access to Information Act. The team is comprised of one team leader and one senior analyst.

ATIP ACTIVITIES

Operations:

  • Processing ATIP requests;
  • Processing consultations received from other institutions;
  • Providing advice and guidance to employees and senior officials on ATIP-related matters;
  • Acting as representative for the department in dealings with the Treasury Board Secretariat, the Privacy Commissioner, and other government institutions regarding the application of the ATIP legislation.

Policy, Privacy, and Governance:

  • Delivering ATIP training to departmental employees;
  • Producing the Annual Reports to Parliament;
  • Coordinating updates to the Info Source, an annual Government of Canada publication about its organization and information holdings;
  • Developing departmental procedures for processing ATIP requests and establishing policy instruments and updating existing policy for use, collection and disclosure of information pursuant to the Privacy Act;
  • Acting as representative for the department in dealings with the Treasury Board Secretariat, the Privacy Commissioner, and other government institutions regarding the application of the ATIP legislation.

DELEGATION OF AUTHORITY

The Associate Deputy Minister, Assistant Deputy Ministers, Chief Audit and Evaluation Executive, Director General of the Smart Cities Challenge and Director General of Communications have been delegated authority to exercise the duties and functions of the Deputy Minister for all sections of the Act, while the ATIP Coordinator has been delegated administrative duties. See Annex “A” for a copy of the signed and dated full instrument of delegation.

PERFORMANCE AND STATISTICAL OVERVIEW

The annual statistical report for fiscal year 2017-2018 is provided in Annex "B".

Privacy Requests

The department received two (2) requests pursuant to the Privacy Act. During the reporting period, one (1) request was completed by March 30, 2018, and the remaining one (1) is carried forward into 2018-2019.

Table 1 - Number of Privacy Requests

N/A

2012-2013

2013–2014

2014-2015

2015-2016

2016-2017

2017-2018

Received during reporting period

13

0

0

1

1

2

Outstanding from previous reporting period

0

0

0

0

0

0

Total

13

0

0

1

1

2

Privacy Requests

Graph 1: privacy requests per year

Disposition of Completed Requests

In 2017-2018, records were retrieved for the two (2) Privacy requests received by the department.

Exemptions invoked

There is nothing to report under this item.

Completion Time and Extensions

Infrastructure Canada processed and completed the two (2) requests within the first 30 days.

Consultations received from other government institutions and organizations

Infrastructure Canada did not receive any consultation requests from another Government of Canada institution.

Complaints and Requests for Judicial Review to the Federal Court of Canada

Infrastructure Canada did not receive any privacy complaints during the 2017-2018 fiscal year. No requests for judicial review were filed.

DATA SHARING / SPECIAL DISCLOSURES

No special disclosures were made pursuant to any subsection of the Act, including pursuant to subsections 8(2)(e), 8(2)(f), or 8(2)(g), and no new data matching or sharing activities were undertaken.

PROMOTION, AWARENESS AND TRAINING

During the fiscal year, the ATIP Division offered informal training and briefing sessions to Infrastructure Canada. These in-class training sessions reinforced the importance of the Privacy Act, reinforced the importance of reporting privacy breaches, as well as employees’ role as public servants to protect an individual’s privacy. The ongoing training format is delivered in collaboration with Corporate Information Management and focuses on real-life situations in a workshop setting as opposed to delivering lectures on an overview of the Privacy Act.

In 2017-2018, approximately fifty (50) employees participated in ATIP awareness training. ATIP will continue to deliver ongoing training for Infrastructure Canada employees in the coming fiscal year.

INSTITUTION-SPECIFIC POLICIES, GUIDELINES AND PRCEDURES

During the fiscal year, there were no new or revised institution-specific policies, guidelines and procedures related to privacy that were implemented in the institution. Such policies, guidelines and procedures were implemented in 2012-2013 (Privacy Breach Protocol, Directives for the Collection, Use and Disclosure of Personal Information and Privacy Impact Assessments) to comply with Treasury Board of Canada Secretariat policies and directives.

TIME MONITORING

During the fiscal year, no monitoring was required since only two Privacy requests were received by the department. There were no requests for correction of information.

PRIVACY BREACHES

No material privacy breaches occurred during the reporting period.

PRIVACY IMPACT ASSESSMENT

During the reporting period, the department did not initiate and did not complete any Privacy Impact Assessments.

HUMAN RESOURCES

It is estimated that $80,069 was spent on the administration of the Privacy Act and staffing amounted to 0.88 FTEs.

Table 2 – Costs associated to the administration of the Privacy Act

Expenditures

Amount

Salaries

$80,069

Overtime

$0

Goods and Services

$0

• Professional services contracts

$0

N/A

• Other

$0

Total

$80,069

Table 3 – Resources associated to the administration of the Privacy Act

Resources

Person Years Dedicated to Privacy Activities

Full-time employees

0.88

Part-time and casual employees

0.00

Regional staff

0.00

Consultants and agency personnel

0.42

Students

0.00

Total

0.88

MANAGEMENT ACCOUNTABILITY FRAMEWORK

Infrastructure Canada’s senior management and its ATIP Coordinator are committed to improving delivery and fulfillment of ATIP obligations. The department is continuing to improve training initiatives, proceeding with the inventory of all personal information banks, registering all personal information banks; and ensuring that all relevant information holdings are described in Infrastructure Canada’s Info Source Chapter.

SUMMARY

Infrastructure Canada takes its responsibilities under the Privacy Act very seriously and will continue to respond to the needs of the requesters as effectively and efficiently as possible.

ANNEXES

Annex A:         Delegation Order - Privacy Act

Annex B:          Statistical Report on the Administration of the Privacy Act at Infrastructure Canada in 2017-2018

Annex A

Delegation Order
Privacy Act


  1. I, Kelly Gillis, Deputy Head of Infrastructure and Comunities, pursuant to section 73 of the Privacy Act (the “Act”), designate the persons holding the positions listed in column 1 of the attached Schedule, or the persons occupying those positions on an acting basis, to exercise the powers, duties or functions of the head of the government institution under the provisions of the Act and related regulations, identified in column 2 of the Schedule.
  2. No authority is granted to any designate to reverse, in any matter, a decision taken in that matter by myself.
  3. All previous designations, whenever made, are hereby cancelled.

Dated at Ottawa, Ontario
this 15 day of November 2017.

Original signed November 15, 2017 by the Deputy Head of Infrastructure and Communities, Kelly Gillis

SCHEDULE

Column 1 - Position

Column 2 - Provision

Associate Deputy Head

All sections

Assistant Deputy Ministers

All sections

Chief Audit and Evaluation Executive

All sections

Director General/Smart Cities Challenge

All sections

Director General of Communications

All sections

ATIP Coordinator

Act : 8(4), 8(5); 9(1), 9(4); 10; 14; 15; 17(2)(b); 17(3)(b); 33(2); 35(1), 35(4); 36(3)

Regulations: 9; 11(2), 11(4); 13(1); 14

ATIP Officers (PM-03), (PM-04), (PM-05)

Regulations: 9; 11(2), 11(4)

Annex B

Statistical Report on the Administration of the Privacy Act
at Infrastructure Canada

in 2017-2018

Statiscal Report on the Privacy Act

Name of institution: Infrastructure Canada

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

Part 1: Requests Under the Privacy Act
Number of Requests
Received during reporting period 2
Outstanding from previous reporting period 0
Total 2
Closed during reporting period 1
Carried over to next reporting period 1
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

1

0

0

0

0

0

1

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

1

0

0

0

0

0

1

2.2 Exemptions

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 0
19(1)(f) 0 22.1 0 27 0
20 0 22.2 0 28 0
21 0 22.3 0

2.3 Exclusions

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
N/A 70(1)(c) 0 70.1 0

2.4 Format of information released

Disposition Paper Electronic Other formats
All disclosed 1 0 0
Disclosed in part 0 0 0
Total 1 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 14 14 1
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 14 14 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

1

14

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

1

14

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 Request 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
1 0 0 1
Part 4: Requests for Coorection 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 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
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
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
Part 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 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 33 Section 35 Court action Total
0 0 0 0 0
Part 9: Privacy Impact Assessments (PIAs)
Number of PIA(s) completed 0
Part 10: Resources Relatef to the Privacy Act

10.1 Costs

Expenditures Amount
Salaries  $80,069
Overtime $0
Goods and Services $0
• Professional services contracts $0 N/A
• Other $0
Total $80,069

10.2 Human Resources

Resources Person Years Dedicated to Privacy Activities
Full-time employees 0.88
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.88

Note: Enter values to two decimal places.

Enquiries regarding this document may be directed to the Access to Information and Privacy Office, at the following coordinates:

Access to Information and Privacy Office
Infrastructure Canada

180 Kent Street, 11th Floor
Ottawa, Ontario K1P 0B6

Telephone: 613-948-1531
Facsimile: 613-948-9393

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