Policies
Personal Information and Privacy Protection
References:
- Personal Information Protection and Electronic Documents Act
- Corporate Records and Information Management Procedures
- Corporate Retention Schedules
Definitions:
The Personal Information Protection and Electronic Documents Act is described as:
An Act to support and promote electronic commerce by protecting personal information that is collected, used or disclosed in certain circumstances, by providing for the use of electronic means to communicate or record information or transactions and by amending the Canada Evidence Act, the Statutory Instruments Act and the Statute Revision Act.
The term record includes any correspondence, memorandum, book, plan, map, drawing, diagram, pictorial or graphic work, photograph, film, microform, sound recording, videotape, machine readable record, and any other documentary material, regardless of physical form or characteristics, and any copy thereof.
The term personal information is defined as information about an identifiable individual but does not include the name, title or business address or telephone number of an employee of an organization.
Statement of Policy
It is the policy of the CBC to control the collection, use, and disclosure of personal information in accordance with all requirements set out in the Personal Information Protection and Electronic Documents Act. In certain circumstances personal information may be collected, used, or disclosed without the knowledge and consent of the individual. Exemptions include, but are not limited to personal information gathered for:
- Legal, medical, or security reasons.
- Detection and prevention of fraud or for law enforcement.
- Journalistic, artistic or literary purposes if its use is confined to those purposes.
Requirements
The following requirements shall be met by CBC unless exempted by the Personal Information Protection and Electronic Documents Act.
- Accountability
The CBC is responsible for personal information under its control and shall designate a Privacy Coordinator to be accountable for the CBC's compliance with the Act. - Identifying Purposes
The purposes for which personal information is collected shall be identified by the CBC at or before the time the information is collected. - Consent
The knowledge and consent of the individual are required for the collection, use, or disclosure of personal information. - Limiting Collection
The collection of personal information shall be limited to that which is necessary for the purposes identified by the CBC. - Limiting Use, Disclosure and Retention
Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as permitted by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes. - Accuracy
ersonal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used. - Safeguards
Personal information shall be protected by security safeguards appropriate to the sensitivity of the information. - Openness
The CBC shall make readily available to individuals specific information about its policies and practices relating to the management of personal information. - Individual Access
Upon request, an individual shall be informed of the existence, use, and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate. - Challenging Compliance
An individual shall be able to address a challenge concerning compliance with the above principles to the designated individual or individuals accountable for the CBC's compliance.
Responsibility
All CBC employees, who collect, maintain and/or use personal information, are responsible for insuring that the collection, use and disclosure of this information is carried out in accordance with this policy and relevant procedures.
The Corporate Secretariat is the department responsible for supervising compliance with the legislation and for initiating procedures, guidelines and schedules that will be developed to effect this policy.
The Privacy Coordinator is accountable for the CBC's policies and practices, with respect to the management of personal information, and is the individual to whom complaints and inquiries can be forwarded.
Operating Principles
All questions related to the interpretation and application of this policy should be directed to the Privacy Coordinator.
