Standard personal information banks

Consistent Uses: Where government or other property is damaged, the accident may be reported to the Royal Canadian Mounted Police (refer to Central Personal Information Bank Protection of Personnel and Government Property – RCMP PPU 055) or to other policing authorities, or to the person(s) in charge or in control of the property. Information may be shared with Public Works and Government Services for the purpose of payroll deduction (refer to Central Personal Information Bank Public Service Compensation Systems – PWGSC PCE 705). Payroll deduction information may be shared with/described in Standard Personal Information Bank Pay and Benefits – PSE 904. Information may also be used or disclosed for evaluation or 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: 98/001

Related Record Number: PRN 901

Bank Number: PSE 914

Pay and Benefits
Description: This bank describes information related to the administration of pay and benefits within government institutions. Personal information may include name, contact information, biographical information, date of birth, date of death, employee identification number, employee personnel information, financial information, and Social Insurance Number (SIN).

Class of Individuals: Current and former employees of government institutions.

Purpose: Personal information is shared with Public Works and Government Services and is used to disburse salaries and allowances and to process deductions and orders for garnishment and diversion of funds. Personal information is collected under various Acts including the Financial Administration Act, the Government Employees Compensation Act, and the Public Service Labour Relations Act. The Social Insurance Number (SIN) is collected pursuant to the Income Tax Act, Canada Pension Plan, and the Employment Insurance Act, and for some institutions, the SIN is shared with Public Works and Government Services to create the Personal Record Identifier.

Consistent Uses: Information is shared with Public Works and Government Services Canada (refer to Public Service Compensation Systems -PWGSC PCE 705 and Public Service Pensions Data Bank – PWGSC PCE 702). Information, including the SIN, is disclosed to the Canada Revenue Agency (refer to Individual Returns and Payment Processing – CRA PPU 005) and the Province of Quebec (if applicable) for taxation and pension purposes. Information may also be shared with the Department of Justice Canada to administer the Family Orders and Agreements Enforcement Assistance Act and the Garnishment, Attachment and Pension Diversion Act (refer to Family Orders and Agreements Enforcement Assistance – JUS PPU 125 and Garnishment Registry – JUS PPU 150). Information may be shared with third party service providers, for select institutions. Some information on pay and benefits may also be shared with/described in the Standard Personal Information Banks Employee Personnel File – PSE 901, Grievances – PSE 910, and Discipline – PSE 911. Information may 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 941

Bank Number: PSE 904

Personnel Security Screening
Description: This bank describes personal information created, collected, used, disclosed and/or retained in relation to the security screening of individuals working or applying for work with a government institution. Personal information may include: name(s), date of birth, date of death, contact information, biographical information, biometric information (e.g., fingerprints, digital photographs, voice, polygraph examination), opinions or assessments of an individual’s character (e.g., loyalty, trustworthiness), citizenship status, credit information, criminal checks and history, law enforcement record checks, educational information, associations and memberships, employee identification numbers, employee personnel information, financial information, unique identifiers, descriptions or images of physical attributes, place of birth, signature, military service information, views and opinions of, or about, individuals, open source intelligence, security assessment information.

Notes: (1) Information may be stored in either hard copy format or electronically (e.g. in databases). (2) Some institutions have developed institution-specific security screening personal information banks. Individuals seeking access to their information in PSU 917 may also want to request that other institutional PIBs related to security screening be included in the access to information request if they have worked in or for the following departments which maintain separate PIBs: Public Services and Procurement Canada (Industry Personnel Clearance and Reliability Records – PWGSC PPU 015); National Defence / Canadian Armed Forces (Personnel Security Investigation File – DND PPU 834); Privy Council Office (Security Clearance and Assessments Bank – PCO PPE 801); Royal Canadian Mounted Police (Security Reliability Screening Records – RCMP PPU 065); and Canadian Security Intelligence Service (Employee Security – SIS PPE 815).