Standard personal information banks

Personal information banks (PIBs) are descriptions of personal information under the control of a government institution that is organized and retrievable by an individual’s name or by a number, symbol or other element that identifies that individual. The personal information described in a PIB has been used, is being used or is available for an administrative purpose. The PIB describes how personal information is collected, used, disclosed, retained and/or disposed of in the administration of a government institution’s program or activity.

There are three types of PIBs: central, institution-specific and standard. The following descriptions are standard PIBs. They describes information about members of the public as well as current and former federal employees contained in records created, collected and maintained by most government institutions in support of common internal services. These include personal information relating to human resources management, travel, corporate communications and other administrative services. Standard PIBs are created by the Treasury Board of Canada Secretariat.

Individuals seeking access to the institution-specific Personal Information Banks of a particular government institution should consult the institution’s Information About Programs and Information Holdings chapter.

Access to Information Act and Privacy Act Requests
Description: This bank describes information that is related to formal requests for access to information and, access to or correction of personal information made by individuals in accordance with the Access to Information Act and the Privacy Act. The personal information may include: name, contact information, credit information, identification numbers, Social Insurance Number (SIN) and other processing information related to the request, as well as personal information contained in institution records that are relevant to the request.

Note: Bank formerly called Access to Information and Privacy Requests. Description last updated: December 2013.

Class of Individuals: Individuals and their representatives who make formal requests to either obtain information or correct personal information under the control of the government institution.

Purpose: The personal information is used to process and respond to formal requests made under the Access to Information Act and the Privacy Act, including subsequent complaints, investigations and judicial review when applicable. Personal information is collected pursuant to section 13 of the Privacy Act, sections 8 and 11 of the Privacy Regulations, sections 6 and 11 of the Access to Information Act and section 4 of the Access to Information Regulations. The SIN is collected when required to locate personal information held by a program authorized through legislation or policy approval to use the SIN.

Consistent Uses: Information may be shared with other government institutions during consultations required to process and respond to formal requests made under the Acts. Information may be shared with the Office of the Privacy Commissioner during investigations, refer to Privacy Complaints and Investigations – OPC PPU 005 and Privacy Commissioner Ad Hoc – Complaints and Investigations – OPC PPU 008. Information may be shared with the Office of the Information Commissioner during investigations, refer to Complaint Investigations – OIC PPU 3100 and Ad Hoc Information Commissioner Complaint Investigations – OIC PPU 123. Personal information may be shared with a government institution providing internal support services in accordance with section 29.2 of the Financial Administration Act. For information about the internal support services used, please contact the institution’s Access to Information and Privacy Coordinator. The information may be used for planning and evaluation purposes. Depersonalized and aggregated information is used to report to Parliament on the administration of the Access to Information Act and the Privacy Act.