Historic Sites and Monuments Board of Canada
Privacy Act —
Annual Report 2022-2023

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).

In 2022-23, two Parks Canada officials assumed full delegated authority in relation to the Privacy Act as it relates to the HSMBC: the Vice-President, Indigenous Affairs and Cultural Heritage, and the Director, Heritage Designations and Programs.

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

Mandate of the Historic Sites and Monuments Board of Canada

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 50 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.

Organizational structure

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, Cultural Heritage 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 Programs, to locate and retrieve records that have been requested under the Act; identify information that is 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.

Delegation order

Performance 2022-2023

The Statistical Report submitted on behalf of the HSMBC to the Treasury Board of Canada Secretariat (TBS) for the period of April 1, 2022 to March 31, 2023 is attached.

Over the past 10 years (2013-2014 to 2022-2023), the HSMBC has not received any requests under the Privacy Act. As a result, there is no data to report.

Training and awareness

No training or awareness activities took place during this period.

Policies, guidelines, procedures and initiatives

Given that no requests have been made in the past 10 years, 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

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

No monitoring related to the time to process privacy requests was conducted in 2022-2023, as the HSMBC did not receive any privacy requests nor requests for the correction of personal information during this 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

No Privacy Impact Assessments (PIA) were completed during the reporting period of 2022- 2023.

Public interest disclosures

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