Standard personal information banks

Consistent Uses: To support and document decisions concerning individual employees on staffing, entitlement to bilingual bonus where applicable, transfers and promotions; and to aid in determining the linguistic status of employees and auditing of the administration of official language programs. Information may be disclosed to federal government institutions, the Public Service Commission and Treasury Board of Canada Secretariat where applicable for recruitment and staffing purposes (refer to Institution-Specific Personal Information Banks: for the Public Service Commission of Canada: Executive Resourcing – PSC PCE 746; for Treasury Board of Canada Secretariat: Employment Equity Data Bank – TBS PCE 739).

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 923

Bank Number: PSE 906

Outreach Activities
Description: This bank describes information related to individuals who participate in outreach activities sponsored by government institutions. Such activities may involve consultations through various means, including hard-copy correspondence, e-mail, contests and competitions, success stories or the use of social media platforms including wikis, blogs, and other collaborative Internet technologies that are used or hosted by the institution. In some cases, individuals will be given prior notice that consultations will be recorded (audio or video). Types of activities may include surveys, symposia, conferences, forums, roundtables, seminars, and workshops. Personal information may include: name, contact information, biographical information, credit information, dietary restrictions and preferences, employee identification number, employment equity information, financial information, Internet Protocol (IP) addresses, medical information, and opinions and views of, or about, individuals.

Note: Wherever possible, individuals seeking access to this bank should specify the title and date of the outreach activity. Description last updated: December 2013.

Class of Individuals: Current and former employees of government institutions, representatives of other levels of government, representatives of the academic and business communities, members of the general public (including parents and guardians where minors are concerned), and event speakers and facilitators.

Purpose: The information is used to enable individuals to participate in national and/or international outreach activities sponsored by government institutions. Such activities facilitate information exchanges in areas of common interest to institutions and their stakeholders and allow for the sharing of knowledge, expertise, and best practices. Personal information is collected pursuant to various federal laws and regulations. For the specific collection authority(ies), consult the institution’s Access to Information and Privacy Coordinator.

Consistent Uses: With notification, the proceedings of some outreach activities that are recorded may be made publicly available, including on the Internet. With consent, the information may be used to establish mailing lists to inform participants of future events or to contact individuals to seek views on issues of mutual interest. Information may be used to moderate public discussion on the social media platforms used by the institution. 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: Institution-specific

Related Record Number: PRN 904

Bank Number: PSU 938

Parking
Description: This bank describes personal information related to parking permit applications and parking space permit holders of spaces on government institution-owned or leased property. Personal information may include name, work and home contact information, biographical information, employee identification number, employee personnel information, financial information, medical information (for those individuals who apply for parking for disability requirements), vehicle identification information, rating factors, and signature.

Class of Individuals: Employees of the institution, passengers, contractors or other individuals, property owners or representatives.

Purpose: Personal information is used for the administration of parking privileges and to authorize payroll deductions. For most government institutions, personal information is collected under the authority of the Financial Administration Act. For those institutions not subject to the Act, consult the institution’s Access to Information and Privacy Coordinator to determine collection authority.