Elections Canada: Information about Programs and Information Holdings (Info Source)
Classes of Personal Information
In the course of conducting its programs and activities, Elections Canada may accumulate personal information that is not contained in a specific personal information bank. This information is stored in a fragmented form throughout the general subject files of the agency, where records are not normally retrieved by the name of the individual or other personal identifier. This information is retrievable only if specifics are provided concerning the subject matter, the related departmental activity, as well as the date at which the information was received by the department and the name of the person to whom it was addressed. The personal information contained in these files is retained for the same period of time as the related subject information and disposed of according to the appropriate records schedules.
This class of personal information consists of correspondence addressed to the Chief Electoral Officer or other officials from sources external to the agency, in the form of requests for information, complaints, opinions and other submissions pertaining to Elections Canada's activities. This correspondence may contain unsolicited personal information that has been provided by the correspondent. This information can only be retrieved if specifics of name, date of communication and subject are provided; it is not arranged or retrievable by personal identifiers. The retention periods of these classes of personal information are controlled by the record schedules of the general subject files in which they are stored.
Public Opinion Research
This class of personal information pertains to public opinion research conducted by Elections Canada on various topics related to the mandate and mission of the agency. Retrievable records consist of data gathering instruments, such as, but not exclusively, questionnaires that may contain personal information revealing the identity of the research subject. Data contained in this class of records are not used for administrative purposes. Individuals seeking access to these records must provide the title of the research project in which they participated, the location and the date of the research, and any other data that may help to identify and locate the personal information they are seeking.
Political Financing Returns
This class of personal information is found in the financial returns of federal election candidates, nomination contestants, leadership contestants, registered political parties, electoral district associations, referendum committees and third party election advertisers. The personal information that may be provided includes name, address or other personal information. The personal information is not used for administrative purposes. Individuals seeking access to their personal information must provide the title of the report in which they are mentioned, the name of the relevant political entity, or any other data that may help to identify and locate the personal information they are seeking.
This class of personal information relates to individuals who make representations to electoral boundaries commissions during the federal electoral redistribution exercise following each decennial census. The personal information these individuals provide may include their name, address and contact information; names of organizations that they represent (if any); their preferred official language; any accommodation needs they may have; and representations on the proposed redistribution. This information is not used for administrative purposes. Individuals seeking access to their personal information must indicate the electoral district for which they made their representation(s). It should be noted that representations sent or presented to the electoral boundaries commissions – along with names of authors – are considered public information and may be accessible to the general public. They may also be included in transcriptions of public hearings or published on the Internet.