2015–16 Annual Report to Parliament — Privacy Act

Federal Economic Development Agency For Southern Ontario

April 1, 2015 to March 31, 2016

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: 613-301-7142
Fax: 613-952-9026
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 or write to: Communications Branch, Federal Economic Development Agency for Southern Ontario, 101-139 Northfield Dr. West Waterloo, Ontario N2L 5A6.

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

© Her Majesty the Queen in Right of Canada, as represented by the Minister of State, Federal Economic Development Agency for Southern Ontario, 2016.

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 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.

This Annual Report describes how FedDev Ontario, in its seventh year of operation, administered its responsibilities under the Act.

About the Organization

Raison d'être

FedDev Ontario was established in 2009 to support economic growth in southern Ontario through the delivery of federal programs and services.

In 2013, FedDev Ontario's mandate was renewed for a second five-year term, from 2014-2016 to 2018-2019. Budget 2013 provided the Agency with $920 million in core funding for this five-year period, with a renewed commitment to strengthen the region's capacity for innovation, entrepreneurship and collaboration and to promote the development of a strong and diversified southern Ontario economy.

Responsibilities

Through its suite of programs and activities, FedDev Ontario works to support sustainable and long-term economic benefits for the region, contributing to a strong and prosperous Ontario, to ensure a strong and prosperous Canada.

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 Clerk of the Privy Council.

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 who reports to the Corporate Secretary of the Agency. The ATIP Coordinator oversees the implementation 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 one officer, as per the organizational chart 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 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 the above Acts 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 these Acts.

Delegation of Authority

The ATIP Delegation Order was approved by the President of the Agency on January 27, 2016. This provides full delegated authority to the Vice-President of the Policy, Partnerships and Performance Management Branch, to the Corporate Secretary and to 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 Access to Information and Privacy 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 four privacy requests from April 1, 2015 to March 31, 2016. This represents a decrease of 20 percent compared to the previous period. A detailed statistical report on privacy requests is attached in Annex C.

Disposition and Completion Time

Of the four requests completed, all were completed within the legislated 30 days or less. In one instance, the requester was granted partial disclosure, two requests were abandoned by the requestor and in one instance there were no records that existed.

For the one request where FedDev Ontario held responsive records, a total of 1,109 pages were processed and 809 pages were disclosed.

Exemptions and Exclusions

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

No extensions beyond the 30 day statutory limit were taken.

Operational Costs to Administer the Privacy Act

Annex C reflects the total cost of $4,203 associated with the administration of the Privacy Act in the Agency for this fiscal year. This amount includes a salary cost of $1 301, which includes two full-time employees and one part-time employee in the ATIP office, and other FedDev employees who work to support this function on a part-time basis as required and a non-salary amount of $2,902.

Education and Training

The Agency did not deliver privacy training sessions to employees during the reporting period. The ATIP Coordinator and the ATIP Officer provided advice and coaching to employees on privacy related matters throughout the reporting period.

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

Institutional Policies and Procedures

An ATIP page is available on the external FedDev Ontario website. The page 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, Audits and Investigations

There were no complaints received and no audits or investigations concluded 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, Directors General 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, 2015 to March 31, 2016.

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
    AS 07
  • Access to Information and Privacy Coordinator
    PM 05
  • Access to Information and Privacy Officer
    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

Schedule
Position Access to Information Act and Regulations Privacy Act and Regulations
Corporate Secretary Full authority Full authority
Access to Information and Privacy Coordinator,
Corporate Secretariat
Full authority Full authority
Vice‑President, Policy, Partnerships & Performance Management Full authority Full authority

Dated, at the City of Ottawa
This 27th day of January, 2016

Original signed by Nancy Horsman, President
Federal Economic Development Agency for Southern Ontario

Annex C – Statistical Report

Name of institution:
Federal Economic Development Agency for Southern Ontario

Reporting period:
01/04/2015 to 31/03/2016

Part 1 — Requests under the Privacy Act

Requests under the Privacy Act
  Number of requests
Received during reporting period 4
Outstanding from previous reporting period 0
Total 4
Closed during reporting period 4
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 0 0 0 0 0 1
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 1 1 0 0 0 0 0 2
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 2 2 0 0 0 0 0 4

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 1
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) 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 0 1 0
Total 0 1 0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed
Relevant pages processed and disclosed
Disposition of requests Number of pages processed Number of pages disclosed Number of requests
All disclosed 0 0 0
Disclosed in part 1,109 809 1
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 2
Neither confirmed nor denied 0 0 0
Total 1,109 809 3
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 disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclsed Number of requests Pages disclosed
All disclosed 0 0 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 1 809 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 2 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 2 0 0 0 1 809 0 0 0 0
2.5.3 Other complexities
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
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 subsections 8(2) and 8(5)

Disclosures under subsection 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

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

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
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 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

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

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

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

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

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 related to the Privacy Act

10.1 Costs

Costs
Expenditures Amount
Salaries $1,301
Overtime $0
Goods and Services $2,902
• Professional services contracts $0  
• Other $2,902
Total $4,203

10.2 Human Resources

Human Resources
Resources Person years dedicated to privacy activities
Full‑time employees 2.00
Part‑time and casual employees 1.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 3.00
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