open Secondary menu

2. Administration of the Privacy ActAnnual Report on the Privacy Act for the period ending March 31, 2023

2.1. Education and training

Privacy training at the Office of the Chief Electoral Officer typically involves educating staff on the principles of the Act and on how to securely manage privacy requests and protect personal information.

No formal training activities were conducted during the reporting period. The ATIP Office routinely raised awareness of privacy issues throughout the agency when providing advice on the collection, retention, use and disclosure of personal information.

2.2. Institutional privacy policies and procedures

No new institutional-specific policies or procedures related to privacy were implemented during the fiscal year. The Office of the Chief Electoral Officer is continuing to review its privacy tools and procedures and update them as required.

The Office of the Chief Electoral Officer did not receive authority for any new collections or new consistent uses of social insurance numbers during the reporting period.

The Office of the Chief Electoral Officer includes standard clauses in contracts, information sharing agreements and information arrangements involving personal information to support appropriate privacy protections and ensure that applicable privacy laws, principles and procedures are respected.

2.3. Institutional monitoring of privacy requests

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 status reports of all open and recently closed files is regularly provided to senior officials, including the Chief Electoral Officer.

2.4. 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 were reported to the Office of the Privacy Commissioner or to the Treasury Board of Canada Secretariat by Elections Canada during the reporting period.

2.5. Privacy impact assessments

The Office of the Chief Electoral Officer regularly conducts privacy impact assessments (PIA) to address privacy risks in new or existing departmental programs, initiatives or projects that manage personal information.

The Office of the Chief Electoral Officer did not complete or modify any PIAs during the 2022–2023 fiscal year.

Summaries of PIAs completed by the Office of the Chief Electoral Officer can be found online.