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 2,200 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.
Performance 2020-2021
The Statistical Report submitted on behalf of the HSMBC to the Treasury Board of Canada Secretariat (TBS) for the period of April 1, 2020 to March 31, 2021 is attached.
The HSMBC received no requests under the Privacy Act within this reporting period and therefore was not affected by impacts related to COVID-19.
Over the past 8 years (2013-2014 to 2020-2021), the HSBMC 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 2020-2021 and no audits or investigations were concluded. There are no issues to report in this regard .
Monitoring compliance
No monitoring related to the time to process privacy requests was conducted in 2020-2021, 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 2020-2021.
Privacy impact assessments
No Privacy Impact Assessments (PIA) were completed during the reporting period of 2020-2021.
Disclosures
No disclosures were made pursuant to paragraph 8 (2)(m) of the Privacy Act during the reporting period of 2020-2021.
Statistical report on the Privacy Act
- Name of institution:
- Historic Sites and Monuments Board of Canada
- Reporting period:
- 2020-04-01 to 2021-03-31
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 |
| 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 |
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 |
0 |
| 19(1)(f) |
0 |
22.1 |
0 |
27 |
0 |
| 20 |
0 |
22.2 |
0 |
27,1 |
0 |
| 28 |
0 |
| 21 |
0 |
22.3 |
0 |
|
|
|
|
22,4 |
0 |
|
|
2.3 Exclusions
| Section |
Number of Requests |
Section |
Number of Requests |
Section |
Number of Requests |
| 69(1)(a) |
0 |
70(1) |
0 |
70(1)(d) |
0 |
| 69(1)(b) |
0 |
70(1)(a) |
0 |
70(1)(e) |
0 |
| 69.1 |
0 |
70(1)(b) |
0 |
70(1)(f) |
0 |
|
|
70(1)(c) |
0 |
70.1 |
0 |
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 |
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 |
| 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 |
| 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 |
| 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 |
| 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 |
| 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 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 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. |
