Annual Report to Parliament on the Administration of the Privacy Act 2012-2013
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The Privacy Act became law on July 1, 1983.
The Privacy Act extends to individuals the right of access to information about themselves held by the government, subject to specific and limited exceptions. The Act also protects the privacy of individuals by preventing others from having access to their personal information and gives individuals substantial control over its collection, use and disclosure.
Section 72 of the Privacy Act requires that the head of every government institution prepares for submission to Parliament, an annual report on the administration of the Act within the institution during each financial year.
This report is intended to describe how the Canadian Space Agency administered its responsibilities during the period covered by the report in relation to the Act.
A. General information – Part I
1. Canadian Space Agency
To better understand the context in which the Privacy Act is implemented, the following presents background information about the Canadian Space Agency.
The Canadian Space Agency reports to the Minister of Industry.
The mission of the Canadian Space Agency is as follows:
"The Canadian Space Agency is committed to leading the development and application of space knowledge for the benefit of Canadians and humanity".
To achieve this, the Agency promotes an environment where all levels of the organization:
- Pledge to cooperate and to work with partners to our mutual benefit.
The Agency brings together most of the existing space programs of the federal government. It coordinates all elements of Canada's Space Program and manages major space-related activities in Canada. The Canadian Space Agency has the expertise to lead knowledge in Canadian specialty fields, and to sponsor, support and encourage the best Canadian companies to make the next steps in space development.
More information on the Agency's activities can be found at www.asc-csa.gc.ca/eng/default.asp
2. Organization for the implementation of privacy activities
The head of our institution pursuant to the Privacy Act is the Minister of Industry. The Minister has delegated certain powers, duties and functions pursuant to the Act to the Director General, Corporate Services and to some officers and employees of the Canadian Space Agency.
Operational responsibility for the implementation of the Act at the Canadian Space Agency has been delegated to the Access to Information and Privacy (ATIP) Coordinator who reports to the Director General, Corporate Services.
The Coordinator manages the ATIP Office. The Coordinator has a close working relationship with Executive Committee members concerning the application of, and compliance with the Act.
When a Privacy request is received, the Coordinator consults the appropriate managers and, as required, the Legal Services Directorate, the Treasury Board Information Practices Group or other institutions. When the Coordinator identifies a record as one that should be exempted under the Act, a recommendation to that effect is made to the Director General, Corporate Services.
When a record is identified as exclusion under the Privacy Act, the Coordinator recommends to the Legal Services Directorate that they consult with the Privy Council Office to confirm that it is an excluded record.
Formal requests made under the Act are carefully documented for reporting purposes and future reference.
The Library at Headquarters in Longueuil makes available to the public the current version of Info Source, as well as departmental publications and manuals as requested under Section 11 of the Privacy Act. The current version of Info Source was submitted to the Treasury Board Secretariat but is not published yet on their Web site.
B. Report – Privacy Act - Part II
- A copy of the Delegation Order is attached at the end of this document.
2. Statistics report
The statistics report for the period of April 1, 2012 to March 31, 2013, is included at the end of this chapter as well as Appendix A.
3. Requests received
The ATIP Office has received seven privacy requests and two were outstanding from the previous period. All nine requests were processed during the period covered by this report.
Three complaints made pursuant to the Privacy Act and received during the previous period were resolved during the period covered by this report. All three complaints were found to be not well-founded by the Office of the Privacy Commissioner of Canada.
5. Use and disclosure
The policy of the Canadian Space Agency concerning the use of personal information is that such information is used for the purpose for which it was obtained or compiled or for a use consistent with that purpose.
6. Exempt banks
The Canadian Space Agency has no exempt bank under the Privacy Act.
7. Awareness session
In addition to the management of Privacy requests, the ATIP Coordinator provides advice and guidance to CSA employees on compliance with the legislation. This is done by means of weekly information sessions on Privacy requests processing and on the handling of sensitive documents at CSA. The employees attend these sessions as needed. Nineteen sessions were held and thirty employees attended.
8. Policies and procedures
The policies and procedures for the Privacy Act are accessible on the Agency's Intranet. CSA did not add or modify any of the procedures or policies during the reporting period.
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