2021 to 2022 Annual report on the Privacy Act

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Introduction and purpose of the Privacy Act

The Privacy Act (the Act) provides Canadian citizens, permanent residents or any person present in Canada with a right of access to their personal information being held by federal government institutions, subject to specific and limited exceptions.

Section 72(1) of the Act requires deputy heads of all government institutions to table an annual report on the administration of the Act within their respective institutions during each financial year

This annual report provides a summary of the management and administration of the Act within the Immigration and Refugee Board of Canada (IRB) during the 2021–22 reporting period. It is intended for use by the general public, members of Parliament, and IRB personnel.

Immigration and Refugee Board of Canada

The IRB is Canada’s largest independent administrative tribunal. It is responsible for resolving immigration and refugee cases efficiently, fairly and in accordance with the law.

The IRB is currently composed of four divisions:

  • The Refugee Protection Division (RPD), which decides:
    • claims for refugee protection made within Canada
    • applications for vacation of refugee protection, and
    • applications for cessation of refugee protection.
  • The Immigration Division (ID), which conducts:
    • admissibility hearings for foreign nationals or permanent residents who seek entry into Canada, or who are already in Canada and are alleged to be inadmissible, and
    • detention reviews for foreign nationals or permanent residents who are detained for immigration reasons.
  • The Immigration Appeal Division (IAD), which hears:
    • appeals of family sponsorship applications refused by Immigration, Refugees and Citizenship Canada (IRCC)
    • appeals from certain removal orders made against permanent residents, Convention refugees and other protected persons, and holders of permanent resident visas
    • appeals by permanent residents against whom an IRCC officer outside of Canada has decided that they have not fulfilled their residency obligation, and

appeals by the Minister of Public Safety of ID decisions at admissibility hearings.

The fourth division, the Refugee Appeal Division (RAD), was established in December 2012 with the coming into force of the Balanced Refugee Reform Act and the Protecting Canada's Immigration System Act.

  • The RAD hears:
    • appeals from decisions of the RPD allowing or rejecting claims for refugee protection;
    • appeals from decisions of the RPD rejecting applications by the Minister for a determination that refugee protection has ceased, and
    • appeals from decisions of the RPD rejecting applications by the Minister to vacate a decision to allow a claim for refugee protection.

The Chairperson of the IRB reports to Parliament through the Minister of Immigration, Refugees and Citizenship Canada.

Communications and Access to Information Directorate

The Communications and Access to Information Directorate ensures that the IRB meets its statutory obligations under the Access to Information Act and the Privacy Act by:

  • processing access and privacy requests for the IRB
  • responding to consultation requests submitted by other federal institutions
  • providing advice and guidance to IRB personnel regarding the interpretation of both acts as well as related Treasury Board of Canada Secretariat (TBS) policies and guidelines
  • liaising on behalf of the IRB with the TBS, the offices of the Information Commissioner and the Privacy Commissioner as well as other government departments and agencies on a wide variety of ATIP-related issues ranging from legislative interpretation to details of process and procedures
  • providing input into the development of IRB policies and procedures to ensure that they are in compliance with the provisions of both acts
  • coordinating the preparation of the IRB’s Info Source chapter
  • preparing the annual reports to Parliament on the administration of each act; and
  • participating in ATIP forums such as the TBS’s ATIP Community meetings and working groups.

The Access to Information and Privacy (ATIP) Unit, which is within the Communications and Access to Information Directorate is part of the Strategic Directions and Corporate Affairs Branch and is staffed by a manager/coordinator, a supervisor, six ATIP officers and two clerks.

Although section 73.1 of the Privacy Act allows institutions reporting to the same Minister to enter into agreements with each other for the purpose of sharing ATIP resources and capacity, the IRB did not have any such service agreement for the reporting period.

Delegation of authority

Pursuant to section 73(1) of the Privacy Act, the deputy head of a government institution may by order designate one or more officers or employees of the institution to exercise or perform any of the powers, duties or functions of the deputy head of the institution.  

Authority to exercise the powers and perform the duties and functions of the Chairperson (deputy head) of the IRB for the purposes of the Act has been delegated to the Executive Director, the Director General of the Strategic Directions and Corporate Affairs Branch, the Director of Communications and Access to Information Directorate, the ATIP Manager/Coordinator and the ATIP supervisor.

The Chairperson, the Executive Director, the Departmental Security Officer, the Deputy Departmental Security Officer and the Regional Security Officer are responsible for approving disclosures of personal information deemed to be in the public interest in accordance with paragraph 8(2)(m) of the Act. 

A copy of the delegation order is enclosed at Appendix A.

Statistical report on the Privacy Act – Interpretation

The following provides an overview of the statistical information contained in Appendix B of this report.

Section 1: Requests under the Privacy Act

1.1 Number of requests received

The IRB received 1,775 formal privacy requests in 2021–22, representing a 32.7 percent increase in volume from fiscal year 2020–21, during which 1,338 formal requests were submitted.

An additional 66 requests were outstanding from the previous reporting period and a total of 74 requests received in 2021–22 were carried over to fiscal year 2022–23. As of March 31, 2022, these requests were processed within the legislated timelines.

The principal highlights for the last five reporting periods are set out in the table below:

1.1 Number of requests received
Text format - 1.1 Number of requests received
1.1 Number of requests received
-2017-20182018-20192019-20202020-20212021-2022
Received3,4173,3722,0941,3381,775
Outstanding676432012266
Closed3,2403,1162,3001,3941,767
Carried over643201146674
                              

Over the last five years, the number of requests received and completed by the IRB has fluctuated from year to year. However, the ATIP Unit is pleased to report that, on average, 2399 requests were received, and 2363 requests were completed annually.

1.2 Channels of requests

During 2021–22, 1,309 requests (74%) were received by email, 301 requests were received online (17%), 92 requests were received by fax (5%) and 73 requests were received by mail (4%).

No request was received in person or by phone.

1.2 Source
Text format - 1.2 Channels of requests
1.2 Channels of requests
-2021-2022
Online301
Email1,309
Mail73
In person0
Phone0
Fax92​
                             

Section 2: Informal requests

2.1 Number of informal requests

The IRB processed a total of 78 informal privacy requests during the reporting period. A total of 62 requests were received during this reporting period and 16 requests were outstanding from previous reporting periods (11 requests from 2020–21 and 5 requests from 2019–20). A total of 55 were closed during 2021–22 and 23 requests were carried over into 2022–23.

2.2 Channels of informal requests

All the informal requests (78) were received by email. 

2.3 Completion time of informal requests

Of the 78 requests processed, 55 were closed during the reporting period. Of these 55 requests, 2 were processed within 31-60 days, 7 were processed within 61-120 days, 19 were processed within 121-180 days, 12 were processed within 181-365 days, and 15 were processed in more than 365 days.

2.4 Pages released informally

From the 55 informal requests that were processed, pages were released for only 2 requests. This represents 731 pages processed and 729 pages released. No pages were release in response to the remaining 53 informal requests as these were internal informal requests related to privacy breaches that occurred during the reporting period.

For more information on the privacy breaches, please consult section 11 of this report.

Section 3: Requests closed during the reporting period

3.1 Disposition and completion time

The chart below summarizes the length of time required to process the 1,767 requests completed in 2021–22.

3.1 Disposition and completion time
Text format - 3.1 Disposition and completion time
3.1 Disposition and completion time
Disposition of requestsCompleteion time
1 to 15 days16 to 30 days31 to 60 days61 days or more
Neither confirmed nor denied32400
Abandoned2014
No records exist84225852
Disclosed in part546197
​​All disclosed1893033810
                            

This means that the IRB responded to a total of:

  • 1,070 requests within 15 days (61%)
  • 611 requests within 16-30 days (34%)
  • 63 requests within 31-60 days (4%)
  • 23 requests in 61 to 120 days (1%)

Furthermore, and regarding the disposition:

  • 30.5% of requests were closed as all disclosed
  • 4.4% of requests were closed as disclosed in part
  • 62.7% of requests were closed as no records exist
  • 0.4% of requests were closed as transferred
  • 2% of requests were closed as abandoned

In regard to the abandoned cases, the applicants either failed to provide sufficient information to allow the IRB to find the requested documentation or failed to obtain written consent from another individual to authorize the IRB to release the personal information.

In addition, a total of 1,107 requests (62.7 percent) could not be processed as no relevant records existed. Starting in February 2013, each year the IRB’s ATIP Unit has received a large volume of privacy requests from individuals in Canada who wish to obtain a letter stating that they have never applied for refugee status in order to travel to India. The Consulate General of India requires that an official letter from the IRB be attached to each application. The letter must indicate whether or not the person made a claim for refugee protection and, if they did, whether this claim was allowed, rejected, withdrawn or abandoned.

3.2 Exemptions

Section 3.2 of the statistical report outlines the exemptions that were applied in accordance with the Act. In 2021–22, the IRB relied primarily on the exemptions provided for in the following provision of the Act:

  • Section 26 dealing with personal information; and
  • Subsection 22(1) dealing with law enforcement and investigations.
3.2 Exemptions
Text format - 3.2 Exemptions
3.2 Exemptions
SectionNumber of requests
22(1)(a)4
22(1)(b)14
2668
                              

It should be noted that if an exemption was applied several times within the same request, it is reported only once in the enclosed statistical report.

3.3 Exclusions

During the 2021–22 reporting period, no exclusions pursuant to sections 69 and 70 of the Act were applied by the IRB.

3.4 Format of information released

Consistent with previous reporting period, the electronic format was mostly used (92%) for the release of information. In addition, the format of information released was audio for 53 requests (7.9%) and the format of information released was paper copy in only one case (0.1%).

3.5 Complexity

3.5.1 Relevant pages processed and disclosed for paper and e-records formats

A total of 171,135 pages were processed and 167,563 were released during last fiscal year. To compare, approximately 39,300 more pages were processed, and 38,000 more pages were released in 2021–22 than in the previous fiscal year.

The chart below summarizes the number of pages processed and released in the last five reporting periods.

3.5.1 Relevant pages processed and disclosed for paper and e-records formats
Text format - 3.5.1 Relevant pages processed and disclosed for paper and e-records formats
3.5.1 Relevant pages processed and disclosed for paper and e-records formats
-2017-20182018-20192019-20202020-20212021-2022
Number of pages processed192,835153,188188,759131,859171,135
Number of pages disclosed186,517144,059177,601129,633137,563
                               
3.5.2 Relevant pages processed by request disposition for paper and e-records formats by size of requests

Last fiscal year, a total of 308 requests had less than 100 pages processed. In addition to that, 259 had between 100-500 pages processed, 62 had between 501-1,000 pages processed, 30 had between 1,001-5,000 pages processed, and 1 had more than 5,000 pages processed.

3.5.3 Relevant minutes processed and disclosed for audio formats

Overall, 53 requests for audio were received last fiscal year which represent a total of 11,188 minutes that were processed and disclosed.

3.5.4 Relevant minutes processed per request disposition for audio formats by size of requests

With regard to the relevant minutes processed by size of those 8 requests, we can establish the following:

  • in 4 cases, less than 60 minutes were processed (total of 112 minutes)
  • in 11 cases, between 60 and 120 minutes were processed (total of 1,134 minutes), and
  • in 38 cases, more than 120 minutes were processed (total of 9,942 minutes)
3.5.5 Relevant minutes processes and disclosed for video formats

No request for video was received last fiscal year.

3.5.6 Relevant minutes processed per request disposition for video formats by size of requests

No request for video was received last fiscal year.

3.5.7 Other complexities

Last fiscal year, 133 requests had complexities; they either required consultation (1) or legal advice (2), had interwoven information (82) or some other complexities (48).

3.6 Closed requests

3.6.1 Number of requests closed within legislated timelines

During 2021-22, 1724 requests were closed within legislated timeframe which represent 97.6%.

3.7 Deemed refusals

3.7.1 Reasons for not meeting legislated timelines

Section 15 of the Act allows government institutions to extend the statutory 30-day time limit for processing a request.

During the 2021–22 reporting period, a total of 43 requests were closed past the legislated timeline. In 42 cases, the reason for closing past the legislated timelines was that meeting the original time limit would have unreasonably interfered with the operations of the IRB. In one case, consultation with another government institution was necessary and could not reasonably be completed within the original time limit.

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

Of these 43 requests, 19 were processed within 15 days past legislated timelines, 4 were processed within 16-30 days past legislated timelines, 2 were processed within 31-60 days past legislated timelines, 3 were processed within 61-120 days past legislated timelines, 1 was processed within 121-180 days past legislated timelines 5 were processed within 181-365 days past legislated timelines, and 9 were processed in more than 365 days past legislated timelines.

3.8 Requests for translations

There was no request for the translation of records from one official language to the other during the reporting period.

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

In 2021–22, personal information was disclosed in accordance with the following paragraphs of the Act as set out in the table below:

Section 4: Disclosures under subsections 8(2) and 8(5)
Text format - Section 4: Disclosures under subsections 8(2) and 8(5)
Section 4: Disclosures under subsections 8(2) and 8(5)
8(2)(a)22
8(2)(d)59
8(2)(e)307
8(2)(f)0
8(2)(m)0
8(5)0
                               

As shown in the above chart, most disclosures were done under paragraphs 8(2)(a), 8(2)(b) and 8(2)(e). There were no disclosures under paragraph 8(2)(m) and subsection 8(5) during 2021–22.

Section 5: Requests for correction of personal information and notations

No requests for correction to personal information were completed during the reporting period.  

Section 6: Extensions

6.1 Reasons for extensions

Last reporting period, almost all extensions were taken based on interference with operations. Only one extension was taken for consultation purposes.

6.1 Reasons for extensions
Text format - 6.1 Reasons for extensions
6.1 Reasons for extensions
Interference with operations47
Consultation - Internal0
Consultation - External1
                               

6.2 Length of extensions

The length of extension that was taken for all 48 extensions was for 16 to 30 days. 

Section 7: Consultations received from other Institutions and Organizations

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

There was no consultation received from other institutions and organizations.

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

There was no consultation received from other institutions and organizations.

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

There were no consultations received from other institutions and organizations.

Section 8: Completion time of consultations on cabinet confidences

8.1 Requests with Legal Services

There was no consultation request on Cabinet Confidence with Legal Services.

8.2 Requests with Privy Council Office

There was no consultation request on Cabinet Confidence with Privy Council Office.

Section 9: Complaints and investigations notices received

In fiscal year 2021–22, the IRB processed 5 complaints. Of these 5 complaints, two new complaints were filed with the Office of the Privacy Commissioner of Canada against the IRB. One of them was resolved and closed by the end of the fiscal year. The other one was ongoing at year end and have been carried over into 2022-23.

In addition, three complaints which had been received in previous reporting periods (1 in 2019–20 and 2 in 2020–21) were processed last fiscal year. Of these 3 complaints, two were closed during reporting period and two were ongoing at year end and have been carried over into 2022–23. These 5 complaints represent 0.3% of all requests received during 2021-22, including those outstanding from previous reporting periods.

No audits were conducted during 2021–22.

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

10.1 Privacy Impact Assessments

During 2021–22, no Privacy Impact Assessments were completed or modified

10.2 Institution-specific and Central Personal Information Banks

The IRB has seven active Personal Information Banks; however, the Board did not create or modify any Personal Information Banks in 2021–22.

Section 11: Privacy breaches

11.1 Material privacy breach reports

One material privacy breach was reported during 2021–22. As the risk was deemed high, the Board informed both the Office of the Privacy Commissioner of Canada and the TBS.

11.2 Non-material privacy breach

During the reporting period, the IRB identified 59 new cases of non-material privacy breaches. In addition, 16 cases of non-material privacy breaches were outstanding from previous reporting periods (11 requests from 2020–21 and 5 requests from 2019–20). From these 75 actives cases, a total of 52 evaluations have been completed. The remaining 23 possible privacy breaches are currently being assessed and have been carried over into 2022–23. The Board did not inform the Office of the Privacy Commissioner of Canada because, in all 52 cases, the risk was deemed low and the information was quickly contained.

Section 12: Resources related to the Privacy Act

12.1 Allocated costs

In 2021–22, the total costs incurred by the Communications and Access to Information Directorate for the administration of the Act is estimated to be $351,032, all in salaries.

The chart below shows the expenditures’ breakdown for 2021–22:

12.1 Allocated costs
Text form​at - 12.1 Allocated costs
12.1 Allocated costs
Salaries351,032
Overtime0
Goods and services0
                               

12.2 Human resources

The employee resources for this reporting period are estimated at 6 FTEs.

Training and awareness

Monitoring activities

The manager, in cooperation with the supervisor and analysts, monitors the processing times for privacy requests, on a weekly basis. In addition, ATIP staff periodically perform diagnostic activities related to the processing of the various requests received.

Education and training activities

No formal session was delivered to IRB employees.  However, individual and informal training was offered when needed.

Policies, guidelines, procedures, and initiatives

Privacy Implementation Notice

The IRB continues to implement the Privacy Implementation Notice 2020-03: Protecting privacy when releasing information about a small number of individuals during the 2021–22 reporting period, to prevent inadvertent identification of individuals from small data sets in highly sensitive contexts (e.g. refugee claims).

Social Insurance Number (SIN)

The IRB did not receive authority for a new collection or new consistent use of the SIN in 2021–2022.

Reading rooms

Individuals who wish to examine records released under the Act can contact the Communications and Access to Information Directorate to make arrangements to view release packages at the IRB Headquarters in Ottawa or at one of its regional offices. However, and due to the exceptional measures to curb COVID-19 implemented by the Government of Canada, it has not been possible to do so in 2021–22.

Impact of pandemic (COVID-19)

In fiscal year 2021-22, the pandemic had no impact on the IRB’s ability to receive requests as set out in the Privacy Act. No procedural challenges were observed while employees were working from home. Teleworking was already in place in the ATIP Unit before the pandemic.

Appendix A - Delegation orders (Privacy Act)

The Chairperson of the Immigration and Refugee Board of Canada, pursuant to section 73(1) of the Privacy ActFootnote 1, hereby designates the persons holding the positions set out in the schedule below, or the persons occupying on an acting basis those positions, to exercise the powers, duties and functions of the Chairperson as the head of the Immigration and Refugee Board of Canada, under the provisions of the Act and related regulations set out in the Schedule opposite each position. This designation replaces all previous delegation orders.

Dated, at the City of Ottawa, this 12 day of January 2021.

Richard Wex,
Chairperson

Schedule
Position Privacy Act and Regulations
ChairpersonFull authority
Executive Director

Full Authority except: subsection 73(1)

Regulations: Full Authority

Director General, Strategic Directions and Corporate Affairs Branch

Director, Communications and Access to Information Directorate

Manager, Access to Information and Privacy

Supervisor, Access to Information and Privacy

Full Authority except: paragraph 8(2)(m) and subsection 73(1)

Regulations: Full Authority

Departmental Security Officer

Deputy Departmental Security Officer

Regional Security Officer

Only for situations where there is a safety or security threat : paragraph 8(2)(m)
Assistant Deputy Chairperson or RegistrarOnly for disclosures under section 13.1 of the Immigration and Refugee Protection Regulations: paragraph 8(2)(b)

Appendix B - Statistical report on the Privacy Act

Section 1: Requests under the Privacy Act

1.1 Number of requests
-Number of requests
Received during reporting period1,775
Outstanding from prevoius reporting periods
  • Oustanding from previous reporting period: 61
  • Oustanding from more than one reporting period: 5
66
Total1,841
Closed during reporting period1,767
Carried over to next reporting period
  • Carried over within legislated timeline: 72
  • Carried over beyond legislated timeline: 2
74
1.2 Channels of requests
SourceNumber of requests
Online301
Email1,309
Mail73
In person0
Phone0
Fax92
Total1,775

Section 2: Informal requests

2.1 Number of informal requests
-Number of requests
Received during reporting period62
Oustanding from previous reporting periods
  • Outstanding from previous reporting period: 11
  • Outstanding from more than one reporting period: 5
16
Total78
Closed during reporting period55
Carried over to next reporting period23
2.2 Channels of informal requests
SourceNumber of requests
Online0
Email62
Mail0
In person0
Phone0
Fax0
Total62
2.3 Completetion time of informal requests
1 to 15 days16 to 30 days
31 to 60 days
61 to 120 days
121 to 180 days
181 to 365 days
More than 365 daysTotal
002719121555
2.4 Pages released informally
Less than 100 pages released100 to 500 pages released501 to 1000 pages released1001 to 5000 pages releasedMore than 5000 pages released
Number of requestsPages releasedNumber of requestsPages releasedNumber of requestsPages releasedNumber of requestsPages releasedNumber of requestsPages released
5302729000000

Section 3: Requests closed during the reporting period

3.1 Disposition and completion time
Disposition of requestsCompleteion time
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
All disclosed189303385041540
Disclosed in part54619111477
All exempted00000000
All excluded00000000
No records exist842258510011,107
Request abandoned20100137
Neither confirmed nor denied3240000036
Total1,0706116371691,767
3.2 Exemptions
SectionNumber of requests
18(2)0
19(1)(a)0
19(1)(b)0
19(1)(c)0
19(1)(d)0
19(1)(e)0
19(1)(f)0
200
210
220
22(1)(a)(i)4
22(1)(a)(ii)0
22(1)(a)(iii)0
22(1)(b)14
22(1)(c)0
22(2)0
22.10
22.20
22.30
22.40
23(a)0
23(b)0
24(a)0
24(b)0
250
2668
270
27.10
280
3.3 Exclusions
SectionNumber of requests
69(1)(a)0
69(1)(b)0
69.10
70(1)0
70(1)(a)0
70(1)(b)0
70(1)(c)0
70(1)(d)0
70(1)(e)0
70(1)(f)0
70.10
3.4 Format of information released
PaperElectronicOther
E-recordData setVideoAudio
161100530

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
171,135167,563660
3.5.2 Relevant pages processed per request disposition for paper and e-record formats by size of requests
DispositionLess than 100 pages processed100 to 500 pages processed501 to 1000 pages processed1001 to 5000 pages processedMore than 5000 pages processed
Number of requestsPages processedNumber of requestsPages processedNumber of requestsPages processedNumber of requestsPages processedNumber of requestsPages processed
All disclosed2469,49623057,3174228,4622132,58215,289
Disclosed in part19416299,3742014,859913,34000
All exempted0000000000
All excluded0000000000
Request abandoned7000000000
Neither conformed nor denied36000000000
Total3089,91225966,6916243,3213045,92215,289
3.5.3 Relevant minutes processed and disclosed for audio formats
Number of minutes processedNumber of minutes disclosedNumber of requests
11,18811,18853
3.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
DispositionLess than 60 minutes processed60 to 120 minutes processedMore than 120 minutes processed
Number of requestsMinutes processedNumber of requestsMinutes processedNumber of requestsMinutes processed
All disclosed4112111,134389,942
Disclosed in part000000
All exempted000000
All excluded000000
Request abandoned000000
Neither confirmed nor denied000000
Total4112111,134389,942
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 to 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 excluded000000
Request abandoned000000
Neither confirmed nor denied000000
Total000000
3.5.7 Other complexities
DispositionConsultation requiredLegal advice soughtInterwoven informationOtherTotal
All disclosed01593090
Disclosed in part11181838
All exempted00000
All excluded00000
Request abandoned00000
Neither confirmed nor denied00505
Total128248133

3.6 Closed requests

3.6.1 Requests closed within the legislated timelines
Number of requests closed within legislated timelinesPercentage of requests closed within legislated timelines
1,72497.56649689

3.7 Deemed refusals

3.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelinesPrincipal reason
Interference wiith operations/workloadExternal consultationInternal connsultationOther
4342100
3.7.2 Requests 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 days16319
16 to 30 days404
31 to 60 days202
61 to 120 days213
121 to 180 days011
181 to 365 days505
More than 365 days909
Total38543
3.8 Requests for translation
Translation requestsAcceptedRefusedTotal
English to French000
French to English000
Total000

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

Paragraph 8(2)(e)Paragraph 8(2)(m)Subsection 8(5)Total
30700307

Section 5: Requests for correction of personal information and notations

Disposition for correction requests receivedNumber
Notations attached0
Requests for correction accepted0
Total0

Section 6: Extensions

6.1 Reasons for extensions
-15(a)(i) Interference with operations15(a)(ii) Consultation15(b) Translation purposes or conversion
Number of requests where an extension was takenFurther review required to determine exemptionsLarge volume of pagesLarge volume of requestsDocuments are difficult to obtainCabinet Confidence Section (Section 70)ExternalInternal
48047000100
6.2 Length of extensions
-15(a)(i) Interference with operations15(a)(ii) Consultation15(b) Translation purposes or conversion
Length of extentionsFurther review required to determine exemptionsLarge volume of pagesLarge volume of requestsDocuments are difficult to obtainCabinet Confidence Section (Section 70)ExternalInternal
1 to 15 days00000000
16 to 30 days047000100
31 days or greater--------
Total047000100

Section 7: Consultations received from othe institutions and organizations

7.1 Consultations receieved 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
Outstandingd from the previous reporting period0000
Total0000
Closed during the reporting period0000
Carried over within negociated timelines0000
Carried over beyond negociated 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
Number of daysLess than 100 pages processed100 to 500 pages processed501 to 1000 pages processed1001 to 5000 pages processedMore than 5000 pages processed
Number of requestsPages 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
Number of daysLess than 100 pages processed100 to 500 pages processed501 to 1000 pages processed1001 to 5000 pages processedMore than 5000 pages processed
Number of requestsPages 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
23005

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

10.1 Privacy Impact Assessments
Number of PIAs completedNumber of PIAs modified
00
10.2 Institution-specific and Central Personal Information Banks
Personal Information BanksActiveCreatedTerminatedModified
Institution-specific0000
Central7000
Total7000

Section 11: Privacy breaches

11.1 Material privacy breaches reported
Number of material privacy breaches reported to TBSNumber of material privacy breaches reported to OPC
11
11.2 Non-material privacy breaches
Number of non-material privacy breaches
52

Section 12: Resources related to the Privacy Act

12.1 Allocated costs
ExpendituresAmount
Salaries$351,032
Overtime$0
Good and services
  • Professional services contracts: $0
  • Other: $0
$0
Total$351,032
12.2 Human resources
ResourcesPerson years dedicated to access to information activities
Full-time employees6.000
Part-time and casual employees0.000
Regional staff0.000
Consultants and agency personnel0.000
Students0.000
Total6.000

Appendix C - Supplemental Access to Information and Privacy statistical form

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 recirds005252
Secret and top secret paper records005252
2.2 Enter the number of weeks your institution was able to process electronicpaper records in different classification levels
-No capacityPartial capacityFull capacityTotal
Unclassified paper records005252
Protected B paper recirds005252
Secret and top secret paper 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 reiods
Fiscal year open requests were receivedOpen requests that are within legislated timelines as of March 31, 2022Open requests that are beyond legislated timelines as of March 31, 2022Total
Received in 2021-202228230
Received in 2020-2021404
Received in 2019-2020112
Received in 2018-2019101
Received in 2017-2018000
Received in 2016-2017000
Received in 2015-2016 or earlier000
Total34337
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 2021-20227
Received in 2020-20210
Received in 2019-20200
Received in 2018-20190
Received in 2017-20180
Received in 2016-20170
Received in 2015-2016 or earlier0
Total7

Section 4: open requests and complaints under the Privacy Act

4.1 Enter the number of open requests that are outstanding from previous reporting reiods
Fiscal year open requests were receivedOpen requests that are within legislated timelines as of March 31, 2022Open requests that are beyond legislated timelines as of March 31, 2022Total
Received in 2021-2022591069
Received in 2020-2021033
Received in 2019-2020022
Received in 2018-2019000
Received in 2017-2018000
Received in 2016-2017000
Received in 2015-2016 or earlier000
Total591574
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 2021-20221
Received in 2020-20210
Received in 2019-20201
Received in 2018-20190
Received in 2017-20180
Received in 2016-20170
Received in 2015-2016 or earlier0
Total2

Section 5: Social Insurance Number (SIN)

Did your institution receive authority for a new collection or new consistent use of SIN in 2021-2022?No