Archived — 2012-13 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.

Federal Economic Development Agency For Southern Ontario

April 1, 2012 to March 31, 2013

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

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 Act 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 or her 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.

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

About the Organization

Raison d'être

As Canada's most populous region—home to more than 12 million residents living in 288 communities—southern Ontario is a key contributor to the Canadian economy. The Government of Canada created FedDev Ontario in 2009 to help the region mitigate and overcome regional and global economic challenges. To fulfill its mandate, FedDev Ontario supports technological innovation, business development, and community economic development in southern Ontario by connecting and supporting partners and stakeholders across the region, and responding to emerging opportunities and challenges. The Agency directs resources toward activities with the greatest impact to address community and business needs, and as a means of propelling the southern Ontario economy forward to a position of strength and prosperity, both in Canada and on the global stage.

Responsibilities

FedDev Ontario is responsible for positioning southern Ontario as a key factor in building a stronger Canadian economy.

Scope of Operations

FedDev Ontario is headquartered in Kitchener and has offices throughout southern Ontario to support program delivery. Its mandate covers southern Ontario which includes 37 Statistics Canada census divisions. According to Statistics Canada's annual population estimates for 2011, this area has a population of over 12 million, representing 93.5 percent of Ontario's total population and 35.9 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 (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 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 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 or director general) 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.

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 the purpose 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 received and completed three requests from April 1, 2012 to March 31, 2013. A detailed statistical report on privacy requests is attached in Annex C.

The three requests were completed within the legislated 30 days or less. In two instances, requesters were granted partial disclosure and in one instance, no records existed.

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

Operational Costs to Administer the Privacy Act

Annex C reflects the cost for the ATIP office only. Non-salary costs are estimated at $3,272, salary-related costs are estimated at $13,265, and full-time employees utilized are estimated at 0.19.

Including both the ATIP office and Agency officials for this period, the total salary costs associated with the Act activities are estimated at $13,456, and the associated human resources are estimated at 0.19 full time employees.

Education and Training

The Agency did not deliver privacy specific training during the reporting period. The ATIP Coordinator coached employees involved in processing two of the three privacy requests received.

Procedural information for processing privacy requests is posted on the Agency's wiki.

Institutional Policies and Procedures

An internet ATIP page is available on the FedDev Ontario website. The site contains general information for the public, points of contact, and links to other key departments and agencies.

FedDev Ontario's internal procedures are reviewed periodically to maintain compliance with Treasury Board Secretariat's policies and guidelines.

Complaints and Investigations

There were no complaints received concerning the administration of the Act, and no difficulties were encountered in the administration of the 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 period April 1, 2012 to March 31, 2013.

Annex A — Structure of Access to Information and Privacy Office

Structure of Access to Information and Privacy Office
Graphic of Access to Information and Privacy Office's Organizational chart (the long description is located below the image).
Description of Figure
  • Corporate Secretary
    Marian Tomlinson
    AS 07
  • Access to Information and Privacy Coordinator
    Josée Riopel
    PM 05
  • Access to Information and Privacy Officer
    Brandon Chavarie
    PM 03

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

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

Annex C — Statistical Report on the Privacy Act

Name of institution:
Federal Economic Development Agency for Southern Ontario
Reporting period:
2012–04–01 to 2013–03–31

Part 1 — Requests under the Privacy Act

Requests under the Privacy Act
  Number of requests
Received during reporting period 3
Outstanding from previous reporting period 0
Total 3
Closed during reporting period 3
Carried over to next reporting period 0

Part 2 — Requests closed during the reporting period

2.1 Disposition and completion time

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 1 1 0 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 1 0 0 0 0 0 0 1
Request abandoned 0 0 0 0 0 0 0 0
Total 1 1 1 0 0 0 0 3

2.2 Exemptions

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 2
19(1)(f) 0 22.1 0 27 0
20 0 22.2 0 28 0
21 0 22.3 0  

2.3 Exclusions

Exclusions
Section Number of requests
69(1)(a) 0
69(1)(b) 0
69.1 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

Format of information released
Disposition Paper Electronic Other formats
All disclosed 0 0 0
Disclosed in part 2 0 0
Total 2 0 0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed
Relevant pages processed and disclosed
Disposition Number of pages processed Number of pages disclosed Number of requests
All disclosed 0 0 0
Disclosed in part 337 186 2
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
2.5.2 Relevant pages processed and disclosed by size of requests
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 disclo-
sed
Number of requests Pages disclo-
sed
Number of requests Pages disclo-
sed
Number of requests Pages disclo-
sed
Number of requests Pages disclo-
sed
All disclosed 0 0 0 0 0 0 0 0 0 0
Disclosed in part 1 7 1 179 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 0 0 0 0 0 0 0 0 0 0
Total 1 7 1 179 0 0 0 0 0 0
2.5.3 Other complexities
Other complexities
Disposition Consultation
required
Assessment
of fees
Legal advice
sought
Other Total
All disclosed 0 0 0 0 0
Disclosed in part 1 0 0 0 1
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Abandoned 0 0 0 0 0
Total 1 0 0 0 1

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline
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 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

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)

Disclosures under subsection 8(2)
Paragraph 8(2)(e) Paragraph 8(2)(m) Total
0 0 0

Part 4 — Requests for correction of personal information and notations

Requests for correction of personal information and notations
  Number
Requests for correction received 0
Requests for correction accepted 0
Requests for correction refused 0
Notations attached 0

Part 5 — Extensions

5.1 Reasons for extensions and disposition of requests

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 1 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 1 0

5.2 Length of extensions

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 1 0
Total 0 0 1 0

Part 6 — Consultations received from other institutions and organizations

6.1 Consultations received from other government institutions and organizations

Consultations received from other institutions and organizations
Consultations Other government institutions Number of pages to review Other organizations Number of pages to review
Received during 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 institutions

Recommendations and completion time for consultations received from other government 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

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

Completion time of consultations on Cabinet confidences
Number of days Number of responses received Number of responses received past deadline
1 to 15 days 0 0
16 to 30 days 0 0
31 to 60 days 0 0
61 to 120 days 0 0
121 to 180 days 0 0
181 to 365 days 0 0
More than 365 days 0 0
Total 0 0

Part 8 — Resources related to the Privacy Act

8.1 Costs

Costs
 
Expenditures Amount
Salaries $13,265
Overtime $0
Goods and Services $3,272
• Contracts for privacy impact assessments $0  
• Professional services contracts $794  
• Other $2,478
Total $16,537

8.2 Human Resources

Human Resources
Resources Dedicated full-time Dedicated part-time Total
Full-time employees 0.00 0.19 0.19
Part-time and casual employees 0.00 0.00 0.00
Regional staff 0.00 0.00 0.00
Consultants and agency personnel 0.00 0.00 0.00
Students 0.00 0.00 0.00
Total 0.00 0.19 0.19
Date modified: