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Personal Information Banks

Candidates and Members Elected (PIB)

Description: This bank describes information recorded in the nomination papers of candidates in federal elections or by-elections. The personal information may include name, contact information, occupation, date of birth, gender and signature. This bank also includes the name of each candidate declared elected to the House of Commons as recorded in the book of the return of the writ.

Note: Prior to the year 2015, this bank was titled Operations Elections PPU 005.

Class of Individuals: Candidates participating or elected in a federal election or by-election, their official agents and auditors, and electors and witnesses signing the nomination papers.

Purpose: This information is collected to determine the eligibility of candidates to seek election and be declared elected to the House of Commons in accordance with section 66 and Part 15 of the Canada Elections Act.

Consistent Uses: Nomination papers are public documents only during the election and can be inspected at the local returning office during that period, in accordance with the Canada Elections Act. The personal information of candidates, official agents and auditors is shared within Elections Canada for the purpose of administering federal election voting procedures and the political financing provisions of the Act. Please refer to personal information bank Political Financing Elections PPU 010. The contact information of candidates may be disclosed to public opinion research firms commissioned to conduct research on the administration of the electoral process. The contact information of elected candidates is shared with the House of Commons and the Conflict of Interest and Ethics Commissioner to facilitate the orientation of new Members of Parliament. Some of this information may be shared with the Commissioner of Canada Elections for purposes of the Commissioner’s duty to ensure that the Canada Elections Act and the Referendum Act are complied with and enforced. In that regard, please refer to personal information bank Commissioner of Canada Elections PPSC PPU 008.

Retention and Disposal Standards: All election and referendum documents are retained by the Chief Electoral Officer for a period of at least one year following the event, as required by the legislation. After that year, nomination papers and statutory notices issued by the returning officers are kept for two events, while writs are kept for 10 years and then transferred to the Historical Records Section of Library and Archives Canada for selective retention.

RDA Number: 2016/004

Related Record Number: Elections 2810, Field Programs and Services (COR)

TBS Registration: 003353

Bank Number: Elections PPU 005

Political Financing (PIB)

Description: This personal information bank describes information that is related to the administration of the political financing provisions of the Canada Elections Act and the Referendum Act. The personal information may include names, addresses, contact information, signatures and financial information associated with the financial returns of federal election candidates,  nomination contestants, leadership contestants, and registered political entities (political parties, party leadership contests, electoral district associations, third party election advertisers and referendum committees). In addition to banking information, financial information may also include: paid and unpaid campaign expenses, personal expense claims, and reimbursements to candidates and their auditors; the monetary value of contributions to political campaigns and registered political entities, along with the names and addresses of their contributors; and the nature and value of non-political gifts and other advantages given to candidates, along with the names and addresses of their donors.

Class of Individuals: Federal election candidates, nomination contestants and their official agents, financial agents and auditors; officials of registered political entities, including leaders, chief executive officers, officers, leadership contestants, leadership campaign agents, electoral district agents, registered agents, chief agents, financial agents, auditors and applicants; contributors, donors, lenders, and third party suppliers of goods and services to political entities and campaigns.

Purpose: The personal information in this bank is collected to reimburse election expenses of candidates, authorize payment of unpaid expense claims and to audit compliance with reporting and disclosure requirements under Parts 17 and 18 and section 541 of the Canada Elections Act and section 19 of the Referendum Act.

Consistent Uses: The information may be shared with the Canada Revenue Agency in relation to the Income Tax Act requirements governing monetary contributions made to a registered party, a registered association or a candidate; refer to Canada Revenue Agency personal information banks Individual Returns and Payment Processing CRA PPU 005 and Business Returns and Payment Processing CRA PPU 047. The information may also be shared with the Commissioner of Canada Elections to ensure that the Canada Elections Act and the Referendum Act are complied with and enforced. To that end, please refer to personal information bank Commissioner of Canada Elections – PPSC PPU 008.

Retention and Disposal Standards: Under development.

RDA Number: 2016/004

Related Record Number:

TBS Registration: 003352

Bank Number: Elections PPU 010

Description: The information in this bank is related to legal advisory and civil and criminal litigation services provided to Elections Canada. The information is used to provide legal advice and opinions; draft various types of agreements; provide civil and criminal litigation support; assist with major program and policy development initiatives; and advise the agency head, senior executives, managers and analysts. The bank contains information relevant to the legal advice and representation provided and the personal information contained therein may include names, signatures, contact information, date of birth, place of birth, place of death or physical attributes such as gender; employment equity information, employee identification numbers, or employee personnel information; opinions of, or about, an individual; and biographical, educational, medical, credit and financial information.

Class of Individuals: Canadians, persons present in Canada, and persons who have been involved in civil litigation involving Elections Canada.

Purpose: The material in this bank is retained to enable Legal Services to carry out its duties as legal advisor as required by the Chief Electoral Officer in accordance with the Canada Elections Act.

Consistent Uses: Information may be shared with outside counsel hired to represent Elections Canada.

Retention and Disposal Standards: Under development.

RDA Number: 2016/004

Related Record Number: Elections 5230, Legal Services (COR)

TBS Registration: 003197

Bank Number: Elections PPU 025

International Services (PIB)

Description: The records in this bank include information about experts on electoral matters such as languages spoken, education (studies and diplomas), knowledge areas, expertise in the various aspects of the electoral process, countries visited and health.

Class of Individuals: This information relates to applicants for or individuals interested in international electoral missions. It also relates to federal returning officers, provincial and territorial officials, or a combination thereof, and people with diplomatic, political, academic or other backgrounds and experience.

Purpose: This information is collected to respond to requests from countries wishing to obtain support in applying democratic processes.

Consistent Uses: None.

Retention and Disposal Standards: This is not an active information bank, and it has not been updated since January 22, 2002. Once the 15-year retention period has been reached, the information in this bank will be destroyed.

RDA Number: 2016/004

Related Record Number: Elections 4230, Policy and Research (COR)

TBS Registration: 003198

Bank Number: Elections PPU 030

Registration of Political Entities (PIB)

Description: This bank describes information that is related to officials of political entities (political parties, party leadership contests, third parties, electoral district associations and referendum committees). Personal information may include names, addresses, telephone numbers, professional designations and signatures of officials of political entities and applicants. Information about officials may be recorded in the Registry of Political Parties, the Registry of Leadership Contestants, the Registry of Third Parties, the Registry of Referendum Committees or the Registry of Electoral District Associations. Personal information may also include the names, addresses, dates of birth and signatures of members who sign the application for registration of a political party.

Class of Individuals: Members who sign the application for registration of a political party and officials of registered and proposed political entities, these being leaders, registered agents, leadership contestants, leadership campaign agents, chief executive officers, chief agents, financial agents, auditors, officers, electoral district agents and third party applicants.

Purpose: The personal information in this bank is collected to comply with the registration requirements of Parts 17 and 18 of the Canada Elections Act and section 13 of the Referendum Act.

Consistent Uses: The personal information may be shared with the Commissioner of Canada Elections to ensure that the Canada Elections Act and the Referendum Act are complied with and enforced. To that end, please refer to personal information bank Commissioner of Canada Elections – PPSC PPU 008.

Retention and Disposal Standards: This information is retained for 10 years and then transferred to the Historical Records Section of Library and Archives Canada for selective retention.

RDA Number: 2016/004

Related Record Number:

TBS Registration: 003416

Bank Number: Elections PPU 036

Voter Registration and Identification (PIB)

Description: This bank describes voter registration and identification information supplied by the elector between and during electoral events for the purpose of receiving and casting a ballot in a federal election or referendum. The personal information may include name, street address, mailing address, date of birth, date of death, unique identifier number, other identification numbers, gender, signature, oaths, objections, authorizations and acceptable proof of identity and/or residency.

Note: Prior to the year 2015, this was titled Voter Registration Elections PPU 037. The National Register of Electors (“the Register”) is a permanent database of registered electors which includes voter registration and identification information supplied by the elector between and during electoral events, as well as from other sources that the Chief Electoral Officer considers reliable and necessary for updating the data. Sources for these updates include the Canada Revenue Agency, Citizenship and Immigration Canada, and provincial/territorial suppliers including motor vehicle registrars and vital statistics registrars. The Register is also updated using provincial registers of electors where they exist and using lists of electors generated from provincial/territorial electoral jurisdictions. In addition to the Register, information collected, used and retained throughout the Elector Registration Process may be retained in the Special Voting Rules System, Central Information Repository, and Revise, an application used by Returning Offices to update elector and poll information during an event. Personal information used to validate an elector's residence may include the written attestation of another elector whose identity and residency have been validated using acceptable pieces of identification.

Class of Individuals: Canadian citizens 18 years of age and older who are registered as electors, and valid electors who have attested to the residency of another elector; individuals whose information has been removed from the National Register of Electors either due to their being ineligible or deceased, or at their request or that of their authorized representative.

Purpose: Voter registration and identification information is collected so that eligible voters are included on preliminary, revised and official lists of electors and are able to cast a ballot in a federal election or referendum, in accordance with Parts 7, 9 and 10 of the Canada Elections Act and section 7 of the Referendum Act. Personal information is also collected to update and maintain the National Register of Electors, pursuant to Part 4 of the Canada Elections Act.

Consistent Uses: Personal information found in polling day or advance polling day registration and identification documents may be disclosed to a third party for an audit of polling procedures, as required by the Canada Elections Act. Personal information found in the Register may be shared with anybody responsible under a provincial or territorial law for establishing electoral lists. Lists of electors including names, addresses and unique identifier numbers may be shared with members of Parliament, political parties and candidates. When the boundaries of electoral districts or polling divisions are revised, an elector's old and new electoral district and polling division numbers may be shared with political parties so their lists can be updated. The contact information of registered electors may be disclosed to public opinion research firms commissioned to conduct research on the administration of registration and voting procedures. Information may also be shared with the Commissioner of Canada Elections to investigate complaints under the Canada Elections Act. To that end, please refer to personal information bank Commissioner of Canada Elections - PPSC PPU 008.

Retention and Disposal Standards: Preliminary lists of electors (ordinary poll, advance poll, polling day registrants and Special Voting Rules) are retained for one electoral event. Three months after the Writ for the current event is returned to the CEO, the information regarding the previous event may be disposed. The final list of electors is kept for two events at all times. After this period, the final lists of electors are transferred to Library and Archives Canada. Voter registration and identification documents used to update the National Register of Electors are retained for two years. The request of an elector who wishes to be excluded from the Register is retained for ten years. The data provided by federal, provincial, municipal and territorial suppliers for the purpose of updating the Register is retained and disposed of in accordance with the respective memorandum of understanding or information sharing agreement.

RDA Number: 2016/004

Related Record Number:

TBS Registration: 004003

Bank Number: Elections PPU 037

Special Voting Rules (PIB)

Description: This bank describes information that is related to Canadian Forces voters, incarcerated voters, Canadian citizens temporarily residing outside Canada for fewer than five years, Canadians temporarily residing outside of their electoral district (either inside or outside Canada) and resident Canadians inside their electoral districts wishing to cast their ballot by mail. The personal information may include name, contact information, citizenship status, date of birth, military record number, gender and signature. It may also include information that the elector provided as evidence of the elector's identity and address of ordinary residence. Acceptable proof of identification is one document showing name, address and signature or a combination of two documents showing the same.

Class of Individuals: Canadian citizens 18 years of age and older.

Purpose: This personal information is used to administer the Special Voting Rules program and to determine eligibility for voting under the Special Voting Rules. Personal information is collected pursuant to the Canada Elections Act.

Consistent Uses: The personal information with the exception of military record number and signature may be used for updating the National Register of Electors. For more information, please refer to personal information bank Voter Registration and Identification – Elections PPU 037. In addition, any personal information may be shared with the Commissioner of Canada Elections for purposes of the Commissioner's duty to ensure that the Canada Elections Act and the Referendum Act are complied with and enforced. To that end, please refer to personal information bank Commissioner of Canada Elections – PPSC PPU 008.

Retention and Disposal Standards: Under development.

RDA Number: 2016/004

Related Record Number: Elections 2410, Alternative Voting Methods (COR)

TBS Registration: 20110292

Bank Number: Elections PPU 040

Returning Offices and Electoral Workers (PIB)

Description: The information described in this bank relates to returning officers and other election workers who are retained for the administration of federal elections or referendums. The personal information may include name, contact information, date of birth, signature, social insurance number (SIN), pay information and bank account information for direct deposit.

Class of Individuals: Election and referendum officials.

Purpose: The purpose of the documentation described in this bank is for the administration of pay and benefits and to approve disbursement of fees, costs, allowances and expenses and retention of deductions. The provision of the SIN by the individuals is mandatory for this bank and is also collected for income tax purposes and the issuing of T4s.

Consistent Uses: To enable audit and reconciliation of accounts (fees, costs, allowances and expenses), to support the recovery of overpayments and debts owed to the Crown and, where applicable, to enable execution of orders of garnishment, attachment, or diversion of funds in accordance with the Family Support Orders and Agreements Garnishment Regulations. The SIN is disclosed to the Canada Revenue Agency (CRA) for income tax purposes. To that end, please refer to the CRA personal information banks Individual Returns and Payment Processing CRA PPU 005 and Business Returns and Payment Processing CRA PPU 047.

Retention and Disposal Standards: Under development.

RDA Number: 2016/004

Related Record Number:

TBS Registration: 20110291

Bank Number: Elections PPU 045

Federal Electoral Boundaries Commissions (PIB)

Description: This bank describes personal information used in relation to the amount of compensation and reimbursements given to each member and employee of federal electoral boundaries commissions and to the amount of reimbursements given to each chairperson of the said commissions. It also describes the information on any other individual to whom a payment is issued. Personal information can include names, contact information, biographical information, financial information, the nature of the expenses for processing, bank account numbers, transit numbers, social insurance numbers (SIN), Goods and Services Tax (GST) numbers, Harmonized Sales Tax (HST) numbers, and signatures.

Class of Individuals: Chairpersons, members and employees of federal electoral boundaries commissions, contractors or representatives of a company, corporation or association who have supplied goods or services to the commissions and to whom a payment must be issued in accordance with the Electoral Boundaries Readjustment Act.

Purpose: Personal information is collected in order to enable the Chief Electoral Officer to determine the amounts required to pay salaries and other expenses incurred under the Electoral Boundaries Readjustment Act.

Retention and Disposal Standards: Under development.

RDA Number: 2016/004

Related Record Number: Elections 2310, Electoral Boundaries Readjustment (COR)

TBS Registration: 20120420

Bank Number: Elections PPU 050