Standard personal information banks

Purpose: Personal information is used to support the collection of monies owing to the institution/Receiver General for Canada in relation to goods and services, loans and investments, etc. Personal information is collected pursuant to various federal laws and regulations. For the specific legal authority for the collection, consult the institution’s Access to Information and Privacy Coordinator. The SIN is collected pursuant to the Income Tax Act and may be used to issue income reporting documentation.

Consistent Uses: Information may be shared with Public Works and Government Services Canada (Receiver General for Canada) to process payments to the government institution; refer to Receiver General Payments – PWGSC PCU 712. Information may be shared with the government institution’s own financial institution. Information may be shared with financial institutions of foreign countries for transactions purposes. Information may also be shared with collection agencies for debt recovery purposes. In some cases, the SIN and other information is shared with the Canada Revenue Agency and the Province of Quebec, and is used for data matching purposes, including income verification, refer to Individual Returns and Payment Processing – CRA PPU 005 and Business Returns and Payment Processing – CRA PPU 047. Information may be used or disclosed for financial reporting and 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: 99/004

Related Record Number: PRN 914

Bank Number: PSU 932

Acquisition Cards
Description: This bank describes information that is used in support of an institution’s acquisition card program. Acquisition cards are used for the procurement and payment of goods and services, but not for travel-related expenses or for vehicle operating and maintenance expenses. The personal information may include: the card holder’s name, contact information, language, employee identification number, card number, expiration date, credit limit, and information related to any audits or compliance processes and investigations.

Class of Individuals: Individuals who apply for an acquisition card and those who are issued such cards.

Purpose: Personal information is used to administer an acquisition card program and may be used to issue, cancel, and renew cards, and to monitor transactions to ensure compliance. For many institutions, information is collected pursuant to Part III 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 the legal authority for the collection.

Consistent Uses: Information may be shared with Public Works and Government Services Canada to monitor the operation of the acquisition card program and to take corrective action when required. Information may also be shared with the private sector card issuer, namely, financial institutions. The information may be also be used or disclosed for program evaluation, enforcement (refer to Security Incidents and Privacy Breaches – PSU 939 and Discipline – PSE 911), and for reporting to Senior Management.

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 914

Bank Number: PSU 940

Applications for Employment
Description: This bank describes personal information related to individuals who have submitted applications for employment or provided curricula vitae (solicited or unsolicited) and related correspondence. The personal information provided by individuals on application forms, curricula vitae, and correspondence may include: name, contact information, employment status and history, educational background, marital status, date of birth, gender, official language proficiency, employment equity, physical disability considerations, citizenship, Personal Record Identifier, Client Service Number, transcripts, letters of recommendation, and other personal information.

Class of Individuals: Public service employees and non-public service employees seeking employment with the institution; individuals whose names have been provided as employment references, personal references, or both; and individuals referring another individual for a position.

Purpose: To maintain an inventory of potential candidates that may be used for consideration in a staffing process when vacancies arise within the institution.

Consistent Uses: Relevant information would be transferred to an employee personnel record (refer to Standard Personal Information Bank Employee Personnel Record – PSE 901) if the individual accepts an offer of employment. This information may also be used for planning and evaluation purposes. The information may also be transferred to another institution, if the other institution is deemed to be more appropriate for potential employment opportunities for the individual. The data collected and maintained may be used for statistical purposes, training requirements, and other development opportunities. The personal information about individuals self-identified in employment equity groups may be used for statistical purposes by the institution and may be shared with the Public Service Commission of Canada, Treasury Board of Canada Secretariat, and the Canada Public Service Agency for the same purpose.