Standard personal information banks

Consistent Uses: With consent, information may be disclosed to third party mediation services. Complaint allegations, draft and final reports will be disclosed to both the complainant and the respondent, in accordance with the principles of procedural fairness. If the complaint is founded, complainants may be informed verbally whether corrective or disciplinary measures will be taken as a result of their complaint; if the complaint is found to be frivolous or in bad faith, respondents may be informed verbally whether corrective or disciplinary measures will be taken. With consent, information may be shared with legal counsel if the complaint is pursued at a tribunal or in the courts. Where applicable, information may be disclosed to security officials of the institution (refer to Security Incidents and Privacy Breaches – PSU 939) and law enforcement agencies where alleged violations of the Criminal Code of Canada may have occurred, such as in cases of assault. When a disciplinary action results from an investigation, information may be shared with/described in Standard Personal Information Bank Discipline – PSE 911. Information may be also be used or disclosed for program evaluation.

Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA Number: 98/005

Related Record Number: PRN 922 and PRN 926

Bank Number: PSE 919

Hospitality
Description: This bank describes information related to the provision of beverages, meals, tours or other entertainment reimbursed by government institutions. Personal information may include name, contact information, employee personnel information, employee identification number, and financial information.

Class of Individuals: Employees of the government institution who incur hospitality expenses, their spouses, other attendees, private sector hospitality providers and/or other individuals who may be paid out of the Consolidated Revenue Fund (i.e. who receive a fee, honorarium or per diem allowance).

Purpose: Personal information is used to administer the hospitality expenses and reimbursements of government institutions. For most government institutions, personal information is collected pursuant to the Financial Administration Act. For those institutions not subject to the Act, consult the institution’s Access to Information and Privacy Coordinator to determine the legal authority for the collection.

Consistent Uses: Where applicable, hospitality expenses incurred by the Minister, Parliamentary Secretary, exempt staff, and by senior level employees (i.e. Deputy Minister, Associate Deputy Minister, Assistant Deputy Minister, and equivalent) may be proactively disclosed on government institutions’ websites. Information may be shared with/described in Standard Personal Information Bank Accounts Payable – PSU 931. Information may also be used or disclosed for program evaluation and reporting purposes.

Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA Number: 99/004

Related Record Number: PRN 933 and/or PRN 935

Bank Number: PSU 908

Human Resources Planning
Description: This bank describes information related to salary management and human resources planning, including reporting and forecasting functions. Personal information may include name, contact information, biographical information, educational information, employee identification number, employee equity information, employee personnel information, and opinions and views of, or about, individuals.

Class of Individuals: Current and former employees of government institutions, job applicants, students, casual and contract employees, and Interchange Canada participants.

Purpose: Personal information is collected to assess current and future human resources and salary requirements. Information may be used for a number of activities, including succession planning, facilities management, duty to accommodate persons with disabilities, determining vacancy and turnover rates, and workforce adjustment. Some information may be collected by means of employee exit interviews, which are used to identify issues, trends, and needs in the organization. For many institutions, personal information is collected pursuant to the Financial Administration Act, Public Service Employment Act, Employment Equity Act, and the Canadian Human Rights Act (section 16). For those institutions not subject to these Acts, consult the institution’s Access to Information and Privacy Coordinator to determine the legal authority for the collection.

Consistent Uses: Personal information may be shared with other government institutions in cases of transfer of section of the public service under the Public Service Rearrangement and Transfer of Duties Act. Personal information may be shared with provincial or municipal governments, and institutions thereof, or private sector institutions in cases of devolution or privatization of a program or activity. Some employee information may also be shared with/described in the Standard Personal Information Banks Employment Equity Program – PSE 918, Employee Personal Record – PSE 901, Pay and Benefits – PSE 904, Staffing – PSE 902, Training and Development – PSE 905, and Official Languages – PSE 906. Information may be also be used or disclosed for program evaluation.