Standard personal information banks

Class of Individuals: Members of the public, representatives of private sector organizations and other government institutions (i.e., municipal, provincial/territorial, and international), employees and other representatives of government institutions, who have requested information from, or submitted information to, a government institution; parents and guardians of minors; employees and other individuals with access to institutional networks, including individuals who have prepared information for dissemination, such as publication on the institution’s extranet or internet sites or who act as contact points within the institution.

Purpose: Personal information is used to disseminate information about the functions, programs, and activities of the institution, including about employees of the institution. For many institutions, personal information is collected under the authority of the Financial Administration Act (FAA), and in accordance with the Communications Policy of the Government of Canada. For those institutions not subject to the FAA or the Communications Policy of the Government of Canada, consult the institution’s Access to Information and Privacy Coordinator to determine collection authority.

Consistent Uses: The names, photographs, recordings and other personal information about individuals who work for the institution may be included in documentation posted on the institution’s extranet or Internet sites; e.g., within speeches, newsletters, etc. With consent of the individual, information may be shared with other areas of the institution for program-specific mailing/distribution lists and/or telephone lists. Information may be used to moderate public discussion on the social media platforms used by the institution. Responses to enquiries and any other relevant information are accounted for by the institution-specific personal information bank related to the program area that sent the response. Requests for information may be transferred when the requested information, e.g., inquiry or complaint, falls under the responsibility of another institution, refer to Executive Correspondence – PSU 902. Some information may also be posted on government institutions’ websites for proactive disclosure purposes. Information may also be used or disclosed to provide statistical reports to management as well as 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 939

Bank Number: PSU 914

Real Property Management
Description: This bank describes information related to the management of federal real property or other real property used or acquired by a government institution. Real property refers to any right, interest or benefit of land, which includes: mines, minerals and improvements on, above or below the surface of the land. Personal information may include name, biographical information, contact information, size of family, credit history, rental / lease terms and conditions, financial information, information with respect to property transactions, including appraisals, and description of property, including photographs.

Class of Individuals: Former or current tenants or applicants for tenancy of federal real property, real property owners, licensees, lessees, and property appraisers.

Purpose: Personal information is used to administer real property activities, which are related to the planning, acquisition, use and disposal of real property. Personal information is collected pursuant to a number of acts, principally, the Department of Public Works and Government Services Act, Federal Real Property and Federal Immovables Act, Federal Real Property Regulations, Department of Canadian Heritage Act, National Capital Act, Financial Administration Act, Historic Sites and Monuments Act, Department of Natural Resources Act, and Expropriation Act.

Consistent Uses: Information may be used or disclosed for the following purposes: to collect debts owed by tenants as a result of their tenancy; for credit checks; for property tax payments, that is, information may be disclosed to municipalities in which the properties are located for tax assessments and administration of the payments-in-lieu of taxes program and for evaluation or reporting to senior management. Information may be shared with or described in the Standard Personal Information Banks Accounts Payable – PSU 931, and Accounts Receivable – PSU 932.

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.