Introduction

Parks Canada Agency is pleased to submit to Parliament its annual report on the administration of the Privacy Act for the reporting period commencing on April 1, 2022, and ending on March 31, 2023.

This report is prepared and tabled in accordance with section 72 of the Privacy Act which requires that the head of every federal institution prepare and submit an annual report to Parliament on the administration of the Act in the institution during the fiscal year.


Purpose of the Privacy Act

The purpose of the Privacy Act is to provide:

  • individuals with the right to access and correct personal information about themselves that is under the control of a government institution
  • the legal framework for the collection, retention, use, disclosure, disposition and accuracy of personal information in the administration of programs and activities by government institutions subject to the Act

Mandate of Parks Canada Agency

The Parks Canada Agency’s mandate is to protect and present nationally significant examples of Canada’s natural and cultural heritage and to foster public understanding, appreciation and enjoyment in ways that ensure their ecological and commemorative integrity for present and future generations. The Agency is responsible for operations under multiple pieces of federal legislation and protects approximately 450 000 km2 of Canada’s terrestrial, marine and freshwater ecosystems. It is the steward of 47 national parks, one national urban park, four national marine conservation areas and 171 national historic sites, including nine heritage canals. The Agency is highly decentralized with team members located across the country and often in remote areas.


Organizational structure

Parks Canada’s Access to Information and Privacy Office is part of the Corporate Communications Branch. The Access to Information and Privacy Office is comprised of seven (7) full-time employees responsible of implementing and managing services related to the administration of the Access to Information Act and the Privacy Act. The team is also responsible of providing advice to Parks Canada emp0loyees as they fulfill their obligations under both Acts including requirements for the proactive publication of information.

Internal tools and procedures have been developed to support the Agency in meeting its obligations under the Privacy Act, regulations and Treasury Board policies and are regularly reviewed and improved.

Parks Canada met its statutory deadlines for all requests during the reporting period and ensured proactive publication requirements were met. Parks Canada is committed to transparency, service to Canadians and the expeditious processing of access to information requests and has put in place the systems and processes necessary to meet this commitment.

Parks Canada did not enter in any service agreements under section 73.1 of the Privacy Act during the reporting period.


Delegation order

Arrêté sur la délégation en vertu de la Loi sur l'accès à l'information et de la Loi sur la protection des renseignements personnels Access to Information Act and Privacy Act Delegation Order

En vertu de l'article 95 de la Loi sur l'accès à l'information et de l'article 73 de la Loi sur la protection des renseignements personnels, le directeur général et président de l'Agence Parcs Canada délègue aux titulaires de postes mentionnés à l'annexe ci-après, ainsi qu'aux personnes occupant à titre intérimaire lesdits postes, les attributions dont il est, en qualité de responsable de l'Agence Parcs Canada, désigné par le Décret sur la désignation des responsables d'institutions fédérales (Loi sur l'accès à l'information) et le Décret sur la désignation des responsables d'institutions fédérales (Loi sur la protection des renseignements personnels), investi par les articles de ces lois mentionnés en regard de chaque poste. Le présent arrêté sur la délégation remplace et annule tout arrêté sur la délégation pris précédemment. The Chief Executive Officer and President of the Parks Canada Agency, pursuant to section 95 of the Access to Information Act and the section 73 of the Privacy Act and his capacity as the head of the Parks Canada Agency designated by the Access to Information Act Heads of the Government Institutions Designation Order and the Privacy Act Heads of Government Institutions Delegation Order, 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 pursuant to the provisions of the aforementioned Acts set out in the schedule below opposite each position. This Delegation Order replaces any delegation order made previously.
Daté, à la Ville de Gatineau, ce 26e jour de mars 2020 Dated, at the City of Gatineau, this 26th day of March, 2020
L'original a été signé par Ron Hallman
Président et Directeur général, Agence Parcs Canada
Original signed by Ron Hallman
President & Chief Executive Officer, Parks Canada Agency
Annexe / Schedule
Poste / Position Loi sur l'accès à l'information et règlements / Access to information Act and Regulations Loi sur la protection des renseignements personnels et règlements / Privacy Act and Regulations
Vice-Président, Direction générale des relations externes et de l'expérience du visiteur / Vice-President, External Relations and Visitor Experience Directorate Autorité absolue / Full authority Autorité absolue / Full authority
Gestionnaire, Bureau de l'Accès à l'information et à la protection des renseignements personnels (AIPRP) / Manager, Access to Information and Privacy (ATIP) Office Autorité absolue / Full authority Autorité absolue / Full authority
Analyste principal (PM-05) / Senior analyst (PM-05) Articles 7 et 9 de la Loi sur l'accès à l'information / Sections 7 and 9 of the Access to Information Act Articles 14 et 15 de la Loi sur la protection des renseignements personnels / Sections 14 and 15 of the Privacy Act

Performance 2022-2023

The following report presents an overview of activities carried out within the Agency during the reporting period of April 1, 2022 to March 31, 2023. The Statistical Report (Appendix A) contains detailed statistics on the information requests processed under the Privacy Act.

Parks Canada responded to all requests for personal information within legislated timelines.

Thirty (30) personal information requests were received under the Privacy Act. Four (4) requests were carried over to next reporting period.

The following is a breakdown of the number of completed requests broken down by completion times:

Number of DaysNumber of Completed Requests
1 to 15 days9
16-30 days19
31 to 60 days0
61-120 days0
121-180 days0
181- 365 days0
More than 365 days0

Seven (7) requests were fully disclosed, and fifteen (15) requests resulted in the partial disclosure of the records. Three (3) requests had no records and three (3) were abandoned by the applicants.

One active complaint was outstanding from the previous reporting period.

The following is a percentage breakdown by disclosure types for privacy requests processed in 2022-2023:

DisclosurePercentage
All disclosed25%
Disclosed in part53%
No records located11%
Requests abandoned11%

Section 15 of the Privacy Act permits the statutory time limits to be extended if consultations are necessary, if translation is required or if the request is for a large volume of records and processing it within the original time limit would unreasonably interfere with the operations of the institution.

No extensions were claimed by Parks Canada on the Privacy requests.

In the last three (3) years since fiscal year 2019-2020, there has been a 53% increase in the number of privacy requests received.

The Agency did not receive any consultation requests under the Privacy Act. No consultations were carried forward from the previous reporting period and no consultations were carried forward to the next reporting period.

There was no impact on the processing of requests due to COVID-19 during this reporting period. Parks Canada responded to all requests received within legislated timelines. Due to mitigation measures put in place during the previous fiscal years, all documents were received electronically and then imported into ATIP processing software. The ATIP Office continued delivering responses electronically via Canada Post Connect and ATIP Online.

The Agency provides the public with information on an informal basis. Information is provided only when the Agency is satisfied that the information requested concerns the individual making the request or where at least one of the conditions outlined in subsection 8(2) of the Act is met.

In addition to the above, Parks Canada’s ATIP Office also reviews human resources investigation reports and provides strategic advice on human resource issues.


Training and awareness

Facilitating efficient and transparent access to information and to personal information for Canadians is a priority for Parks Canada.

To ensure that all Agency employees understand their responsibilities and obligations regarding the legislation, including the proactive publication of Part 2, awareness sessions are offered periodically to provide information on the provisions of the Access to Information Act.

The participation of ATIP Office team members in several meetings on new initiatives, programs and services offered by the agency created opportunities to meet with many employees from different sectors. ATIP focused on customized, program-specific training for the different responsibilities of each Parks Canada program and service.

As a result of the relationships built through these meetings, Parks Canada employees have a better understanding of the impact of access to information and privacy on the programs and activities they deliver. They have the knowledge to provide relevant documents with appropriate recommendations for processing requests.

The development of these relationships has been beneficial to the Agency, with employees in Offices of Primary Interest sending ninety-three (93) questions related to the ATIP request.

The Agency put a focus on training its employees as to their responsibilities pertaining to access to information and privacy during the last reporting period. This year, twenty-one (21) training sessions were given to Agency employees in 2022-2023. In total, two hundred and ninety-two (292) employees attended these sessions.


Policies, guidelines, procedures and initiatives

During the reporting period, the ATIP Office was continuously ensuring that its policies and procedures for processing requests made pursuant to the Privacy Act were up to date and that adjustments were made to areas where the need for improvement was identified.

The Agency created an internal privacy breach protocol following the Treasury Board of Canada Secretariat update of the Privacy Policy instruments.

The ATIP Office is currently training two employees to ensure continuity of the privacy expertise within the Agency. This allows the ATIP office to provide recommendations to programs responsible for Parks Canada's programs, services and activities. This will provide greater consistency and efficiency in the administration of privacy matters within the Agency.

The Agency did not receive authority for any new collection or new consistent use of Social Insurance Numbers during the reporting period.


Summary of key issues and actions taken on complaints

No complaints were filed with the Office of the Privacy Commissioner of Canada during the reporting period under review. There have been no audits or investigations.


Monitoring compliance

The Agency monitors the time required to process personal information requests. When the need for improvements are identified, internal processes are adjusted. No requests for correction of personal information were received during the reporting period.


Material privacy breaches

There were no material privacy breaches reported to the Office of the Privacy Commissioner and to the Information and Privacy Policy Division, Treasury Board of Canada Secretariat during this period.


Privacy impact assessments

Between April 1, 2022 and March 31, 2023 the Agency had 14 active privacy impact assessments (PIA). Four (4) new PIA were created awaiting for Treasury Board Secretariat approval: Youth employment and skills strategy program, Learn-to camp, National point of sales solution and Online sale of passes and permits program. One (1) PIA regarding Parks Canada Reservation Service was modified.


Public interest disclosures

There were no disclosures of personal information made pursuant to 8(2)(m) of the Privacy Act during the reporting period.


2021-2022 Statistical report on the Privacy Act

Name of institution: Parks Canada Agency

Reporting period: 2021-04-01 to 2022-03-31


Section 1: Requests under the Privacy Act

1.1 Number of requests received

Number of requests
Received during reporting period30
Outstanding from previous reporting periods2
• Outstanding from previous reporting period2
• Outstanding from more than one reporting period0
Total32
Closed during reporting period28
Carried over to next reporting period4
• Carried over within legislated timeline4
• Carried over beyond legislated timeline0

1.2 Channels of requests

Source Number of requests
Online25
E-mail5
Mail0
In person0
Phone0
Fax0
Total30

Section 2: Informal requests

2.1 Number of informal requests

Number of requests
Received during reporting period 1
Outstanding from previous reporting periods 0
• Outstanding from previous reporting period0
• Outstanding from more than one reporting period0
Total1
Closed during reporting period1
Carried over to next reporting period 0

2.2 Channels of informal requests

Source Number of requests
Online0
E-mail1
Mail 0
In person0
Phone0
Fax0
Total1

2.3 Completion time of informal 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
10000001

2.4 Pages released informally

Less than 100 pages released100-500 pages released501-1000 pages released 1001-5000 pages releasedMore than 5000 pages released
Number of requestsPages releasedNumber of requestsPages releasedNumber of requestsPages releasedNumber of requestsPages releasedNumber of requestsPages released
001170000000

Section 3: Requests closed during the reporting period

3.1 Disposition and completion time

Disposition of requestsCompletion 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 disclosed34000007
Disclosed in part 3120000015
All exempted00000000
All excluded 00000000
No records exist 03000003
Request abandoned30000003
Neither confirmed nor denied00000000
Total9190000028

3.2 Exemptions

Section Number of requests Section Number of requests Section Number of requests
18(2)022(1)(a)(i)023(a)0
19(1)(a)022(1)(a)(ii)0 23(b)0
19(1)(b)022(1)(a)(iii)0 24(a)0
19(1)(c)022(1)(b)024(b)0
19(1)(d)022(1)(c)0250
19(1)(e)022(2)02612
19(1)(f)022.10273
20022.20 27.10
21022.30280
22.40

3.3 Exclusions

Section Number of requests Section Number of requests Section Number of requests
69(1)(a)070(1)070(1)(d)0
69(1)(b)070(1)(a)070(1)(e)0
69.1070(1)(b)070(1)(f)0
70(1)(c)070.10

3.4 Format of information released

PaperElectronicOther
E-recordData setVideoAudio
0220000

3.5 Complexity

3.5.1 Relevant pages processed and disclosed for paper and e-record formats
Number of pages processedNumber of pages disclosedNumber of requests
3 1102 49825
3.5.2 Relevant pages processed by request disposition for paper and e-record formats by size of requests
DispositionLess than 100 pages processed100-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of requestsPages processedNumber of requestsPages processedNumber of requestsPages processedNumber of requestsPages processedNumber of requestsPages processed
All disclosed61771164000000
Disclosed in part741871 82315280000
All exempted0000000000
All excluded 0000000000
Request abandoned 0000000000
Neither confirmed nor denied0000000000
Total1659581 98715280000
3.5.3 Relevant minutes processed and disclosed for audio formats
Number of minutes processed Number of minutes disclosed Number of requests
000
3.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
DispositionLess than 60 minutes processed60-120 minutes processedMore than 120 minutes processed
Number of requestsMinutes processedNumber of requestsMinutes processedNumber of requestsMinutes processed
All disclosed000000
Disclosed in part000000
All exempted000000
All excluded 000000
Request abandoned 000000
Neither confirmed nor denied000000
Total0 00000
3.5.5 Relevant minutes processed and disclosed for video formats
Number of minutes processedNumber of minutes disclosedNumber of requests
000
3.5.6 Relevant minutes processed per request disposition for video formats by size of requests
DispositionLess than 60 minutes processed60-120 minutes processedMore than 120 minutes processed
Number of requestsMinutes processedNumber of requestsMinutes processedNumber of requestsMinutes processed
All disclosed000000
Disclosed in part000000
All exempted000000
All excluded 000000
Request abandoned 000000
Neither confirmed nor denied000000
Total0 00000
3.5.7 Other complexities
DispositionConsultation required Legal advice soughtInterwoven informationOther Total
All disclosed00000
Disclosed in part00000
All exempted 00000
All excluded00000
Request abandoned00000
Neither confirmed nor denied00000
Total0 0000

3.6 Closed requests

3.6.1 Number of requests closed within legislated timelines
Number of requests closed within legislated timelines28
Percentage of requests closed within legislated timelines (%)100

3.7 Deemed refusals

3.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelinesPrincipal reason
Interference with operations / WorkloadExternal consultationInternal consultationOther
00000
3.7.2 Request closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelinesNumber of requests past legislated timeline where no extension was takenNumber of requests past legislated timeline where an extension was takenTotal
1 to 15 days000
16 to 30 days 000
31 to 60 days000
61 to 120 days000
121 to 180 days000
181 to 365 days000
More than 365 days000
Total0 00

3.8 Requests for translation

Translation requestsAcceptedRefused Total
English to French 000
French to English000
Total0 00

Section 4: Disclosures under subsections 8(2) and 8(5)

Paragraph 8(2)(e) Paragraph 8(2)(m)Subsection 8(5)Total
0000

Section 5: Requests for correction of personal information and notations

Disposition for correction requests received Number
Notations attached0
Requests for correction accepted0
Total0

Section 6: Extensions

6.1  Reasons for extensions

Number of requests where an extension was taken15(a)(i) Interference with operations15 (a)(ii) Consultation 15(b) Translation purposes or conversion
Further review required to determine exemptionsLarge volume of pagesLarge volume of requestsDocuments are difficult to obtainCabinet Confidence Section (Section 70) ExternalInternal
000000000

6.2 Length of extensions

Length of extensions15(a)(i) Interference with operations15 (a)(ii) Consultation 15(b) Translation purposes or conversion
Further review required to determine exemptionsLarge volume of pagesLarge volume of requestsDocuments are difficult to obtainCabinet Confidence Section (Section 70) ExternalInternal
1 to 15 days 00000000
16 to 30 days00000000
31 days or greater 0
Total0 0000000

Section 7: Consultations received from other institutions and organizations

7.1 Consultations received from other Government of Canada institutions and other organizations

ConsultationsOther Government of Canada institutionsNumber of pages to reviewOther organizationsNumber of pages to review
Received during the reporting period0000
Outstanding from the previous reporting period0000
Total0000
Closed during the reporting period 0000
Carried over within negotiated timelines0000
Carried over beyond negotiated timelines0000

7.2 Recommendations and completion time for consultations received from other Government of Canada institutions

RecommendationNumber of days required to complete consultation requests
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
Disclose entirely00000000
Disclose in part00000000
Exempt entirely00000000
Exclude entirely00000000
Consult other institution00000000
Other00000000
Total00000000

7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada

RecommendationNumber of days required to complete consultation requests
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
Disclose entirely00000000
Disclose in part00000000
Exempt entirely00000000
Exclude entirely00000000
Consult other institution00000000
Other00000000
Total00000000

Section 8: Completion time of consultations on cabinet confidences

8.1 Requests with Legal Services

DispositionLess than 100 pages processed100-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of pagesPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosed
1 to 150000000000
16 to 300000000000
31 to 600000000000
61 to 1200000000000
121 to 1800000000000
181 to 3650000000000
More than 3650000000000
Total0000000000

8.2 Requests with Privy Council Office

DispositionLess than 100 pages processed100-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of pagesPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosed
1 to 150000000000
16 to 300000000000
31 to 600000000000
61 to 1200000000000
121 to 1800000000000
181 to 3650000000000
More than 3650000000000
Total0000000000

Section 9: Complaints and investigations notices received

Section 31Section 33Section 35Court actionTotal
10001

Section 10: Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs)

10.1 Privacy Impact Assessments

Number of PIAs completed0
Number of PIAs modified0

10.2 Institution-specific and Central Personal Information Banks

Personal Information BanksActiveCreatedTerminatedModified
Institution-specific14401
Central0000
Total1440 1

Section 11: Privacy breaches

11.1 Material privacy breaches reported

Number of material privacy breaches reported to TBS0
Number of material privacy breaches reported to OPC0

11.2 Non-material privacy breaches

Number of non-material privacy breaches 4

Section 12: Resources related to the Privacy Act

12.1  Allocated costs

ExpendituresAmount
Salaries$92 737
Overtime$0
Goods and Services$0
• Professional services contracts$0
• Other$0
Total$92 737

12.2  Human resources

ResourcesPerson years dedicated to privacy activities
Full-time employees1.000
Part-time and casual employees0.000
Regional staff0.000
Consultants and agency personnel0.000
Students0.000
Total1.000

Supplemental statistical report on the Access to Information Act and the Privacy Act

Name of institution: Parks Canada Agency

Reporting period: 2022-04-01 to 2023-03-31


Section 1: Capacity to receive requests under the Access to Information Act and the Privacy Act

Enter the number of weeks your institution was able to receive ATIP requests through the different channels.

Number of Weeks
Able to receive requests by mail52
Able to receive requests by email52
Able to receive requests through the digital request service52

Section 2: Capacity to process records under the Access to Information Act and the Privacy Act

2.1 Enter the number of weeks your institution was able to process paper records in different classification levels

No CapacityPartial CapacityFull CapacityTotal
Unclassified Paper Records005252
Protected B Paper Records005252
Secret and Top Secret Paper Records005252

2.2 Enter the number of weeks your institution was able to process electronic records in different classification levels

No CapacityPartial CapacityFull CapacityTotal
Unclassified Electronic Records005252
Protected B Electronic Records005252
Secret and Top Secret Electronic Records520052

Section 3: Open requests and complaints under the Access to Information Act

3.1 Enter the number of open requests that are outstanding from previous reporting periods

Fiscal Year Open Requests Were ReceivedOpen Requests that are Within Legislated Timelines as of March 31, 2023Open Requests that are Beyond Legislated Timelines as of March 31, 2023Total
Received in 2022-202329029
Received in 2021-2022000
Received in 2020-2021000
Received in 2019-2020000
Received in 2018-2019000
Received in 2017-2018000
Received in 2016-2017000
Received in 2015-2016000
Received in 2014-2015000
Received in 2013-2014 or earlier000
Total29029

3.2 Enter the number of open complaints with the Information Commissioner of Canada that are outstanding from previous reporting periods

Fiscal Year Open Complaints Were Received by InstitutionNumber of Open Complaints
Received in 2022-20232
Received in 2021-20220
Received in 2020-20210
Received in 2019-20201
Received in 2018-20190
Received in 2017-20182
Received in 2016-20170
Received in 2015-20160
Received in 2014-20150
Received in 2013-2014 or earlier0
Total5

Section 4: Open requests and complaints under the Privacy Act

4.1 Enter the number of open requests that are outstanding from previous reporting periods

Fiscal Year Open Requests Were ReceivedOpen Requests that are Within Legislated Timelines as of March 31, 2023Open Requests that are Beyond Legislated Timelines as of March 31, 2023Total
Received in 2022-2023404
Received in 2021-2022000
Received in 2020-2021000
Received in 2019-2020000
Received in 2018-2019000
Received in 2017-2018000
Received in 2016-2017000
Received in 2015-2016000
Received in 2014-2015000
Received in 2013-2014 or earlier000
Total404

4.2 Enter the number of open complaints with the Privacy Commissioner of Canada that are outstanding from previous reporting periods

Fiscal Year Open Complaints Were Received by InstitutionNumber of Open Complaints
Received in 2022-20230
Received in 2021-20221
Received in 2020-20210
Received in 2019-20200
Received in 2018-20190
Received in 2017-20180
Received in 2016-20170
Received in 2015-20160
Received in 2014-20150
Received in 2013-2014 or earlier0
Total1

Section 5: Social Insurance Number

Has your institution begun a new collection or a new consistent use of the SIN in 2022-2023?No

Section 6: Universal access under the Privacy Act

How many requests were received from confirmed foreign nationals outside ofCanada in 2022-2023?0

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