Annual Report — Privacy Act 2019-2020

1.0 Introduction
2.0 The organization of the branch and access to personal information requests
3.0 Privacy Act Delegation Order
4.0 Highlights of the Statistical Report
5.0 Training and awareness
6.0 Policies, guidelines, and procedures
7.0 Summary of key issues and actions taken on complaints or audits
8.0 Monitoring compliance
9.0 Summary of material privacy breaches
10.0 Privacy impact assessments
11.0 Disclosures
12.0 Statistical report on the Privacy Act

Introduction

The Privacy Act provides citizens with the right to access personal information held by the government and protection of that information against unauthorized use and disclosure.

This report is prepared pursuant to section 72 of the Privacy Act. This section indicates that “Every year the head of every government institution shall prepare a report on the administration of this Act within the institution during the period beginning on April 1 of the preceding year and ending on March 31 of the current year.” This particular report is being prepared in the capacity of the Minister of Environment and Climate Change and Minister responsible for Parks Canada as the head of the Historic Sites and Monuments Board of Canada (HSMBC).

Under the Historic Sites and Monuments Act, the HSMBC is the statutory advisory body to the Minister of Environment and Climate Change on the national historic significance of places, people, and events in Canadian history. The Government of Canada has designated over 2,100 subjects of national historic significance on the advice of the HSMBC since its inception in 1919. The HSMBC is also responsible for providing advice on the designation of heritage railway stations under the Heritage Railway Stations Protection Act and on the designation of heritage lighthouses under the Heritage Lighthouse Protection Act.

The Indigenous Affairs and Cultural Heritage Directorate of Parks Canada (the Directorate) offers secretariat services to the HSMBC and receives approximately 1,000 queries annually from the public, Members of Parliament, media and heritage organizations across Canada related to the designation process, information about the HSMBC and previous HSMBC deliberations. The Directorate also processes and responds to about 30 nominations for subjects of possible national historic significance each year. It also administers the Heritage Railway Stations Protection Act, the National Program for the Grave Sites of Canadian Prime Ministers and the Heritage Lighthouse Protection Act.

Two Parks Canada officials assume full delegated authority in relation to the Privacy Act as it relates to the HSMBC, including the Vice-President, Indigenous Affairs and Cultural Heritage Directorate, and the Director, Heritage Designations and Programs.

This report will be tabled in Parliament pursuant to section 72 of the Privacy Act.

The organization of the branch and access to personal information requests

Officials of the Directorate, acting on behalf of the HSMBC, handle a relatively low number of requests received under the Privacy Act and prepare the annual report for submission to Parliament by the Minister of Environment and Climate Change.

Should the Directorate receive access to personal information requests they would be the responsibility of the Director, Heritage Designations and Programs. The Director would process requests made under the Act; provide strategic advice on the interpretation and application of the Act; and provide advice on the collection, use and disclosure of personal information. The Director would work with the Manager, Heritage Designations, to locate and retrieve records that have been requested under the Act; identify information that is of personal in nature; and, if applicable seek guidance from Parks Canada’s Access to Information and Privacy Office. The final release package would be reviewed by the Manager and Director. The Director conducts information sessions regarding the Act and prepares the annual report to Parliament on the administration of the Act.

Privacy Act Delegation Order

The Privacy Act Delegation Order is attached.

Highlights of the Statistical Report

The Statistical Report submitted on behalf of the HSMBC to the Treasury Board of Canada Secretariat (TBS) for the period of April 1, 2019 to March 31, 2020 is attached.

The HSMBC received no requests under the Privacy Act within this reporting period.

Over the past 7 years (2013-2014 to 2019-2020), the HSMBC has not received any requests under the Privacy Act. As a result, there is no data and there are no trends to report.

Training and awareness

No training or awareness activities took place during this period.

Policies, guidelines and procedures

Given the small number of requests and their infrequent nature, the HSMBC has not instituted any new or revised institution-specific policies, guidelines or procedures related to privacy above those already available from TBS. All of the HSMBC’s information holdings are accessible to the public upon release by the Minister of the Environment and Climate Change, subject to the exemptions provided for in the Access to Information Act and Privacy Act. Access to the material is encouraged through informal mechanisms such as e-mail, the HSMBC website, and telephone messaging.

Summary of key issues and actions taken on complaints or audits

The HSMBC received no requests under the Privacy Act in 2019-2020 and no audits or investigations were concluded.

Monitoring compliance

No monitoring related to the time to process privacy requests was conducted in 2019-2020, as the HSMBC did not receive any privacy requests and requests for the correction of personal information during this reporting period.

Summary of material privacy breaches

No material privacy breaches occurred in 2019-2020.

Privacy impact assessments

No Privacy Impact Assessments (PIA) were completed during the reporting period of 2019- 2020.

Disclosures

No disclosures were made pursuant to paragraph 8 (2)( m) of the Privacy Act during the reporting period of 2019-2020.

Statistical report on the Privacy Act

Name of institution:: Historic Sites and Monuments Board of Canada
Reporting period:: 2019-04-01 to 2020-03-31

Section 1: Requests under the Privacy Act

	Number of Requests
Received during reporting period	0
Outstanding from previous reporting period	0
Total	0
Closed during reporting period	0
Carried over to next reporting period	0

Section 2: Requests closed during the reporting period

2.1 Disposition and completion time

Disposition of Requests	Completion Time
Disposition of 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
No records exist	0	0	0	0	0	0	0	0
Request abandoned	0	0	0	0	0	0	0	0
Neither confirmed nor denied	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0

2.2 Exemptions

Section	Number of Requests	Section	Section	Number of Requests
18(2)	0	22(1)(a)(i)	23(a)	0
19(1)(a)	0	22(1)(a)(ii)	23(b)	0
19(1)(b)	0	22(1)(a)(iii)	24(a)	0
19(1)(c)	0	22(1)(b)	24(b)	0
19(1)(d)	0	22(1)(c)	25	0
19(1)(e)	0	22(2)	26	0
19(1)(f)	0	22.1	27	0
20	0	22.2	27,1	0
20	0	22.2	28	0
21	0	22.3
		22,4

2.3 Exclusions

Section	Number of Requests	Section	Section
69(1)(a)	0	70(1)	70(1)(d)
69(1)(b)	0	70(1)(a)	70(1)(e)
69.1	0	70(1)(b)	70(1)(f)
		70(1)(c)	70.1

2.4 Format of information released

Paper	Electronic	Other
0	0	0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed

Number of Pages Processed	Number of Pages Disclosed	Number of Requests
0	0	0

2.5.2 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
Disposition	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
All disclosed	0	0	0	0	0	0	0	0	0	0
Disclosed in part	0	0	0	0	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
Request abandoned	0	0	0	0	0	0	0	0	0	0
Neither confirmed nor denied	0	0	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0	0	0

2.5.3 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 Closed requests

2.6.1 Number of requests closed within legislated timelines

	Requests closed within legislated timelines
Number of requests closed within legislated timelines	0
Percentage of requests closed within legislated timelines (%)	0

2.7. Deemed refusals

2.7.1 Reasons for not meeting legislated timelines

Number of Requests Closed Past the Legislated Timelines	Principal Reason
Number of Requests Closed Past the Legislated Timelines	Interference with Operations and Workload	External Consultation	Internal Consultation	Other
0	0	0	0	0

2.7.2 Request closed beyond legislated timelines (including any extension taken)

Number of Days Past Legislated Timelines	Number of Requests Past Legislated Timeline Where no Extension Was Taken	Number of Requests Past Legislated Timelines 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

2.8 Requests for translation

Translation Requests	Accepted	Refused	Total
English to French	0	0	0
French to English	0	0	0
Total	0	0	0

Section 3: Disclosures under Subsections 8(2) and 8(5)

Paragraph 8(2)(e)	Paragraph 8(2)(m)	Subsection 8(5)	Total
0	0	0	0

Section 4: Requests for correction of personal information and notations

Disposition for Correction Requests Received	Number
Notations attached	0
Requests for correction accepted	0
Total	0

Section 5: Extensions

5.1 Reasons for extensions and disposition of request

Number of requests where an extension was taken	15(a)(i) Interference with operations					15 (a)(ii) Consultation
Number of requests where an extension was taken	Further review required to determine exemptions	Large volume of pages	Large volume of requests	Documents are difficult to obtain	Cabinet Confidence Section (Section 70)	External	Internal	15(b) Translation purposes or conversion
Total	0	0	0	0	0	0	0	0

5.2 Length of extensions

Length of Extensions	15(a)(i) Interference with operations					15 (a)(ii) Consultation
Length of Extensions	Further review required to determine exemptions	Large volume of pages	Large volume of requests	Documents are difficult to obtain	Cabinet Confidence Section (Section 70)	External	Internal	15(b) Translation purposes or conversion
1 to 15 days	0	0		0		0		0
16 to 30 days	0	0		0		0		0
31 days or greater	0	0		0		0		0
Total	0	0		0		0		0

Section 6: Consultations Received From Other Institutions and Organizations

6.1. Consultations received from other Government of Canada institutions and organizations

Consultations	Other Government of Canada 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 of Canada institutions

Recommendation	Number of Days Required to Complete Consultation Requests
Recommendation	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
Disclose 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

Recommendation	Number of Days Required to Complete Consultation Requests
Recommendation	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
Disclose 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

Section 7: Completion time of consultations on cabinet confidences

7.1. 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 Days	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

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 Days	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

Section 8: Complaints and investigations notices received

Section 31	Section 33	Section 35	Court action	Total
0	0	0	0	0

Section 9: Privacy impact assessments (PIAs)

9.1. Privacy Impact Assessments

Privacy Impact Assessments
Number of PIAs	0

9.2. Personal information banks

Personal information banks	Active	Created	Terminated	Modified
	0	0	0	0

Section 10: Material privacy breaches

Material privacy breaches
Number of material privacy breaches reported to TBS	0
Number of material privacy breaches reported to OPC	0

Section 11: Resources related to the Privacy Act

11.1 Costs

Expenditures		Amount
Salaries		$0
Overtime		$0
Goods and services		$0
Professional services contracts	$0
Other	$0
Total		$0

11.2 Human resources

Resources	Person Years Dedicated to Privacy Activities
Full-time employees	0.00
Part-time and casual employees	0.00
Regional staff	0.00
Consultants and agency personnel	0.00
Students	0.00
Total	0.00
Note: Enter values to two decimal places.