Annual Report on the Privacy Act 2009-2010
Introduction
The Privacy Act was proclaimed on July 1, 1983. The Act gives individuals the right of access to information about themselves held by the federal government with certain specific and limited exceptions. The Act also protects an individual's privacy by preventing others from accessing his or her personal information, as well as granting individuals basic rights in relation to collection, use and disclosure of personal information.
The Office of the Commissioner of Official Languages (The Office or OCOL) has been subject to the Privacy Act since 1983. The Office combined the functions of access to information and of privacy under the direction of the Access to Information and Privacy (ATIP) Coordinator, a position created for this purpose.
The Office of the Commissioner of Official Languages has the mandate to take all measures to ensure that the three main objectives of the Official Languages Act are met. These objectives are:
- Equality of English and French in Parliament, the Government of Canada, the federal administration and the institutions subject to the Act;
- Preservation and development of official language communities in Canada; and,
- Equality of English and French in Canadian society.
Section 72 of the Privacy Act requires that the head of every federal government institution submit an annual report to Parliament on the administration of the Act during the fiscal year. This report describes how the Office fulfilled its privacy responsibilities during the fiscal year 2009-2010.
Organization of Activities
In accordance with the Privacy Act, the information gathered at the Office is used only for the purposes for which it has been obtained and is primarily of a utilitarian nature (e.g., name and address of persons who file complaints with the Commissioner under the Official Languages Act, mailing lists, compensation, leave, travel). This information, among other things, enables the Commissioner to inform those concerned of the findings of his investigations or contributes to the effective management of his organization’s human and material resources.
The responsibility for responding to privacy requests rests with the Information Management and Information Technology sector of OCOL. The Office established internal procedures on privacy and communicated these to staff in writing, during information sessions, on a group basis, and individually. The Office continues to improve its internal procedures and communicates these to staff members.
OCOL has also established a procedure to keep track of newly appointed employees and of contractors creating or making use of OCOL’s information. These individuals are invited to attend the awareness and training sessions.
The Access to Information and Privacy (ATIP) Coordinator oversees the implementation of the Privacy Act within OCOL and ensures compliance with the legislation. The ATIP Unit receives the requests, clarifies these with the requestors as need be, and obtains the sought records from the pertinent sectors of OCOL.
Appointed Liaison Officers within each main sector of OCOL contribute to the identification and gathering of these records with local staff members. The ATIP Unit analyses the records produced by the sectors and seeks their input along the way. A formal review of the processed records is completed by the sectors prior to releasing these to the requestors.
Delegation of Authority
The ATIP Coordinator has the delegated authority to oversee the implementation of the Privacy Act within OCOL, to ensure compliance with the legislation, and apply the necessary exemptions.
Statistical Report and Interpretation
The 2009-2010 statistical report of the Office on the Privacy Act is attached to this report.
The Office received no requests under the Act during fiscal year 2009-2010. No particular trend or application of exemptions and exclusions is noted.
Education and Training Activities
In 2009-2010, staff at the Office was made aware of the Act through written communications, information sessions and advice to employees, on a group basis or individually.
Complaints and Investigations
No complaint concerning the Office was lodged with the Privacy Commissioner during fiscal year 2009-2010.
Appeals to Federal Court
No appeal concerning the Office was filed in Federal Court during fiscal year 2009-2010.
Privacy Breach
No privacy breach occurred at the Office during fiscal year 2009-2010.
