Annual Report on the Privacy Act for the Period Ending March 31, 2014
2. Administration of the Privacy Act
2.1 Education and Training
In 2013–2014, Elections Canada held one formal training session focused on protecting and managing personal information in accordance with the 10 privacy principles (Canadian Standards Association model code). Six employees took part. The ATIP Office developed a new privacy training program for returning officers in preparation for the next federal general election. It canvassed each of Elections Canada's offices of primary interest in order to plan the agency's training needs for the upcoming year. The ATIP Office also used Elections Canada's intranet site and contributed regularly to its monthly internal newsletter in order to raise awareness of privacy issues throughout the agency.
2.2 Institutional Privacy Policies and Procedures
No new institution-specific policies or procedures related to privacy were implemented in this fiscal year. Elections Canada is currently developing a new internal policy and tools to improve the management of personal information at the agency.
2.3 Institutional Monitoring of Requests Made Under the Privacy Act
The ATIP Office uses its case management software to monitor the status of each request being processed, including the number of days remaining before the statutory deadline. A weekly progress report of all open and recently closed files is regularly provided to senior officials, including the Chief Electoral Officer and the Executive Committee.
2.4 Privacy Impact Assessments
The ATIP Office consistently undertakes PIAs to address privacy risks in new or existing departmental programs or projects that manage personal information.
In 2013–2014, the ATIP Office routinely provided advice on programs and projects involving personal information in order to determine whether a PIA was warranted. Elections Canada initiated four PIAs to be completed in 2014–2015. No PIAs were completed during the reporting period.
2.5 Material Privacy Breaches
A material privacy breach is any unauthorized collection, use, disclosure, retention or disposal of sensitive personal information that could reasonably be expected to cause injury or harm to the individual. No material privacy breaches occurred at Elections Canada during the reporting period.