Archived — Annual Report to Parliament — Privacy Act

Archived information

Information identified as archived on the Web is for reference, research or recordkeeping purposes. It has not been altered or updated after the date of archiving. Web pages that are archived on the Web are not subject to the Government of Canada Web Standards. As per the Communications Policy of the Government of Canada, you can request alternate formats on the "Contact Us" page.

Table of Contents


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" (Section 2 of the Act). The law also protects an individual's privacy by preventing others from having access to that personal information and allows an individual specific rights concerning the collection and use of his/her information.

Section 72 of the Privacy 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.

This annual report describes how FedDev Ontario, in its second year of operation, administered its responsibilities under the Privacy Act.

About the Organization

The Economic Action Plan introduced in Budget 2009 provided $1 billion over five years for a new southern Ontario development agency to support restructuring, community and business development, innovation and commercialization initiatives, and other measures to promote economic diversification in southern Ontario. FedDev Ontario was formally established on August 13, 2009.

The Agency is charged with delivering federal government economic development programs tailored to the specific priorities of workers, businesses and communities in southern Ontario. The mandate of FedDev Ontario is to help support excellence by making the southern Ontario economy and its communities more competitive, innovative and diversified.

FedDev Ontario is headquartered in Kitchener and has offices in Stratford, Peterborough, Toronto and Ottawa. According to the 2006 Census, this area has a population of over 11 million, representing approximately 93 percent of Ontario's total population and 36 percent of the total population of Canada.

FedDev Ontario is part of the Industry portfolio. Its President oversees the Agency operations and resources, and reports to the Honourable Gary Goodyear, Minister of State (Science and Technology) (Federal Economic Development Agency for Southern Ontario).

Structure of the Access to Information and Privacy Office

Responsibility for processing requests received under the Act rests with the Access to Information and Privacy (ATIP) Coordinator who reports to the Corporate Secretary of the Agency. The ATIP Coordinator oversees the implementation of the Act within FedDev Ontario, and ensures compliance with the legislation. One junior officer is also part of the ATIP office. The organizational chart of the ATIP office is found in Annex A.

The ATIP Coordinator is responsible for the development, coordination and implementation of effective policies, guidelines and procedures necessary to manage the Agency's compliance with the Access to information Act and the Privacy Act. The administration of the legislation at FedDev Ontario is also facilitated at the branch and regional office levels. Each organizational branch has a Liaison Officer (reporting to a Vice-President, Director General, etc.) who coordinates activities on the administrative processes and procedures of the Acts. The ATIP office, which is located in Ottawa's Regional office, responds to all formal requests submitted under the applicable Act.

top of page

Delegation of Authority

The current ATIP Delegation Order was approved by the President in June 2010, and provides full delegated authority to the Corporate Secretary and the ATIP Coordinator. The designation of the Corporate Secretary position is for purposes of providing strategic support and advice to the executive management of the Agency concerning ATIP issues, if and when required. For all daily ATIP activities and operations, the ATIP Coordinator exercises full responsibility. A copy of the ATIP Delegation Order is attached in Annex B.

Statistics

FedDev Ontario has received and completed two requests from April 1, 2010 to March 31, 2011. A summarized statistical report on Privacy Act requests is attached in Annex C.

The two requests were completed within the legislated 30 days or less. In both cases, requesters were granted partial disclosure.

As noted in Annex C, exemptions under section 26 of the Privacy Act were invoked by FedDev Ontario. No exclusions were cited by the Agency.

Operational Costs to Administer the Act

Total salary costs associated with the Privacy Act activities are estimated at $31,829 for this period. Non-salary costs are estimated at $1,451. The associated human resources for this period are fixed at 0.46 full time employees.

Education and Training

The ATIP Coordinator prepared and delivered six training/briefing sessions to 88 Agency staff at headquarters and three regional offices. The amount of Agency staff reached with these awareness sessions represents approximately 50 percent of the staffed positions at the time of training. Further training sessions will be provided in the next period as the Agency becomes fully staffed.

A one page guidance sheet on how to prepare ATIP recommendations was developed and posted on the Agency's intranet site in order to help officials when they are tasked with an ATIP request. The intranet site also specifies that ATIP training/briefing is always available upon request and provides the contact information. Informal guidance sessions were provided to address specific questions from employees and management within the Agency. The ATIP office has initiated the development of an internet ATIP page to be available through the FedDev Ontario website that should be implemented in the next reporting period.

Institutional Policies and Procedures

FedDev Ontario has developed internal procedures and guidelines to ensure appropriate monitoring and reporting on privacy requests. These were developed to ensure compliance with Treasury Board Secretariat's policies and guidelines.

top of page

Complaints and Investigations

There were no complaints received concerning the administration of the Privacy Act, and no difficulties have been encountered in the administration of the Privacy Act during the 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 April 1, 2010 to March 31, 2011 period.

Annex A – Structure of Access to Information and Privacy Office

Graphic of Access to Information and Privacy Office's Organizational chart. Text version provided below.
  • Corporate Secretary, Marian Tomlinson, AS 07
    • Access to Information and Privacy Coordinator, Josée Riopel, PM 05
      • Access to Information and Privacy Officer, Vacant, PM 03
top of page

Annex B – Delegation Order

Access to Information Act and Privacy Act Delegation Order

The President of the Federal Economic Development Agency for Southern Ontario, pursuant to section 73 to 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 section of the Acts set out in the schedule opposite each position. This Delegation Order supersedes all previous Delegation orders.

Schedule

Position
Access to Information Act
and Regulations
Privacy Act
and Regulations
Corporate Secretary
Full authority
Full authority

and

Access to Information and Privacy Coordinator, Corporate Secretariat
Full authority
Full authority

Dated, at the City of Kitchener
This 22nd day of June, 2010

B.A. (Bruce) Archibald, Ph. D., President
Federal Economic Development Agency for Southern Ontario

top of page

Annex C – Statistical Report

Institution:
Federal Economic Development Agency for Southern Ontario
Reporting period:
April 1, 2010 to March 31, 2011

I. Requests under the Privacy Act

Received during reporting period
2
Outstanding from previous period
0
Total
2
Completed during reporting period
2
Carried forward
0

II. Dispositon of request completed

1.
All disclosed
0
2.
Disclosed in part
2
3.
Nothing disclosed (excluded)
0
4.
Nothing disclosed (exempt)
0
5.
Unable to process
0
6.
Abandoned by applicant
0
7.
Transferred
0
 
Total
2

III. Exemptions invoked

S.
Art. 18(2)
0
S.
Art. 19(1)(a)
0
b)
0
c)
0
d)
0
S.
Art. 20
0
S.
Art. 21
0
S.
Art. 22(1)(a)
0
b)
0
c)
0
S.
Art. 22(2)
0
S.
Art. 23 a)
0
b)
0
S.
Art. 24
0
S.
Art. 25
0
S.
Art. 26
2
S.
Art. 27
0
S.
Art. 28
0

IV. Exclusions cited

S.
Art. 69(1)(a)
0
b)
0
S.
Art. 70(1)(a)
0
b)
0
c)
0
d)
0
e)
0
f)
0

V. Completion time

30 days or under
2
31 to 60 days
0
61 to 120 days
0
121 days or over
0

VI. Extensions

VI. Extensions
  30 days or under 31 days or over
Interference with operations 0 0
Consultation 0 0
Translation 0 0
Total 0 0

VII. Translations

Translations requested
0
Translations prepared
English to French
0
Translations prepared
French to English
0

VIII. Method of access

Copies given
2
Examination
0
Copies and examination
0

XI. Corrections and notation

Corrections requested
0
Corrections made
0
Notation attached
0

X. Costs

Financial (all reasons)
Salary
$ 31,829
Administration (O and M)
$ 1,451
Total
$ 33,280
Person year utilization (all reasons)
Person year (decimal format)
0.46

Federal Economic Development Agency for Southern Ontario
April 1, 2010 to March 31, 2011

This publication is available upon request in accessible formats.

Contact:
Access to Information and Privacy Coordinator
Federal Economic Development Agency for Southern Ontario
155 Queen Street, 14th Floor
Ottawa, Ontario
K1A 0H5
Telephone: 613-954-2880
Fax: 613-952-9026
Email: Josee.Riopel@feddevontario.gc.ca

Permission to Reproduce
The information in this publication may be reproduced, 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 email: copyright.droitdauteur@pwgsc.gc.ca

PDF Cat. No.: Iu93-1/2-2011E-PDF
Print Cat. No.: Iu93-1/2-2011

Date modified: