Annual Report on the Privacy Act 2017–18

General

The Canadian Nuclear Safety Commission (CNSC) regulates the use of nuclear energy and materials to protect health, safety, security and the environment; to implement Canada’s international commitments on the peaceful use of nuclear energy; and to disseminate objective scientific, technical and regulatory information to the public.

The CNSC’s mandate, derived from the Nuclear Safety and Control Act, involves four major areas:

• regulation of the development, production and use of nuclear energy in Canada to protect health, safety and the environment
• regulation of the production, possession, use and transport of nuclear substances, and the production, possession and use of prescribed equipment and prescribed information
• implementation of measures respecting international control of the development, production, transport and use of nuclear energy and substances, including measures respecting the non-proliferation of nuclear weapons and nuclear explosive devices
• dissemination of scientific, technical and regulatory information concerning the activities of the CNSC, and the effects on the environment and the health and safety of persons, of the development, production, possession, transport and use of nuclear substances

The CNSC also administers the Nuclear Liability Act, conducts environmental assessments under the Canadian Environmental Assessment Act, 2012, and implements Canada’s bilateral agreement with the International Atomic Energy Agency (IAEA) on nuclear safeguards verification.

The purpose of the Privacy Act

The purpose of the Privacy Act is to extend the laws of Canada that protect the privacy of individuals for personal information about themselves held by a government institution, and provide individuals with a right of access to that information.

Tabling of the annual report

This annual report is prepared and tabled in Parliament in accordance with section 72 of the Privacy Act.

1. Statistical report

I. Requests received under the Privacy Act

During the 2017-18 reporting period, the CNSC received four new requests pursuant to the Privacy Act. Although this represents a slight increase over the single request closed in 2016–17, it is representative of our usual volume of access requests received in the past under the Privacy Act.

II. Costs

During 2017–18, the CNSC Access to Information and Privacy (ATIP) Office incurred $13,157 in salary costs and $6,435 in goods and services costs to administer the Privacy Act.

See Annex A for further statistical information.

2. Practices and procedures

At the CNSC, the Information Management Division (IMD), within the Information Management and Technology Directorate, administers the Privacy Act.

Privacy requests are received by the Records Office and forwarded to the ATIP Office, IMD. The CNSC also receives privacy requests through the ATIP online request portal available through the Treasury Board Secretariat website. ATIP Office staff members process the requests in consultation with the appropriate CNSC directorates and with external parties, where necessary.

The CNSC has one full-time employee and one consultant who dedicate some of their time to activities related to the Privacy Act.

CNSC employees are provided with training and guidance on a regular basis to assist them in fulfilling their duties under the Privacy Act. During 2017–18, the CNSC continued to concentrate on providing formal training on information management, the Access to Information Act, the Privacy Act and information security to its employees. This training was provided over seven sessions during the reporting period to 210 employees and focused on informing them of their responsibilities in those areas. IMD offers an integrated training approach, emphasizing the connections between sound information management practices and an effective ATIP program. The ATIP Office also provides advice and support as required.

Documentation and training materials on the CNSC’s ATIP program are available through the corporate intranet along with links to other materials, such as legislation, Treasury Board Secretariat policies and guidance documents, and a range of information management and guidance tools.

Where relevant, employees are informed about the Treasury Board Secretariat’s privacy impact assessment policy. The CNSC has implemented internal procedures to guide employees and consultants through the privacy impact assessment process. These have been revised to reflect changes to the Privacy Act policy suite. Governance and project management methodologies are in place within the Information Management and Technology Directorate to ensure that privacy considerations are identified and addressed throughout the entire system development cycle. The Senior ATIP Advisor and the Director of the Information Management Division participate actively in systems development initiatives.

The CNSC did not implement any new policies, guidelines or procedures during the reporting period.

3. Delegation of athority

The Governor in Council has delegated the authority to exercise the powers, duties and functions of the Privacy Act to the President of the CNSC. In turn, the President has designated the Vice-President of the Corporate Services Branch, the Director General of the Information Management and Technology Directorate, the Director of the Information Management Division and the Senior ATIP Advisor to exercise his powers, duties and functions, with respect to the Privacy Act.

See Annex C for a copy of the instrument of delegation.

4. Complaints and appeals to the Federal Court

No complaints were registered with the Office of the Privacy Commissioner during the reporting period.

5. Privacy impact assessments

During the 2017–18 reporting period, no new privacy impact assessments were completed.

The CNSC posts summaries of completed privacy impact assessments on its external website and forwards copies of completed privacy impact assessment reports to the Office of the Privacy Commissioner. http://nuclearsafety.gc.ca/eng/resources/ publications/reports/access-to-information-and-privacy/#pia

6. Disclosure under paragraphs 8(2)(e) or (m) of the Privacy Act

The CNSC did not make any disclosures of personal information under paragraphs 8(2)(e) or 8(2)(m) of the Privacy Act during the reporting period.

7. Data matching activities

The CNSC has no new data matching and sharing activities to report for this reporting period.

8. Privacy breaches

No material privacy breaches occurred at the CNSC during the reporting period.

9. Compliance

The CNSC achieved a compliance rating of 100% for completed privacy requests closed within the legislated timeframe in 2017-18. Many factors led to this rate of compliance, including an electronic retrieval system in use since 2009. This electronic system has reduced the time needed for the ATIP Office to receive the required documents and prepare the files for review and approval. The ATIP Office has established a five day service standard for subject matter experts to retrieve relevant records and obtain Director General signoff. In addition, through training and awareness sessions, CNSC staff members were receptive to their obligations under the Privacy Act.

Annex A: Statistical Information

Name of institution: Canadian Nuclear Safety Commission
Reporting period: 2017-04-01 to 2018-03-31

Part 1: Requests Under the Privacy Act

	Number of Requests
Received during reporting period	4
Outstanding from previous reporting period	0
Total	4
Closed during reporting period	4
Carried over to next reporting period	0

Part 2: Requests Closed During the Reporting Period

2.1 Disposition and completion time

Disposition of Requests	Completion Time
	1 to 15 Days	16 to 30 Days	31 to 60 Days	61 to 120 Days	121 to 180 Days	181 to 365 Days	More Than 365 Days	Total
All disclosed	1	0	0	0	0	0	0	1
Disclosed in part	1	0	0	0	0	0	0	1
All exempted	0	0	0	0	0	0	0	0
All excluded	0	0	0	0	0	0	0	0
No records exist	0	0	0	0	0	0	0	0
Request abandoned	2	0	0	0	0	0	0	2
Neither confirmed nor denied	0	0	0	0	0	0	0	0
Total	4	0	0	0	0	0	0	4

2.2 Exemptions

Section	Number of Requests
18(2)	0
19(1)(a)	0
19(1)(b)	0
19(1)(c)	0
19(1)(d)	0
19(1)(e)	0
19(1)(f)	0
20	0
21	0
22(1)(a)(i)	0
22(1)(a)(ii)	0
22(1)(a)(iii)	0
22(1)(b)	0
22(1)(c)	0
22(2)	0
22.1	0
22.2	0
22.3	0
23(a)	0
23(b)	0
24(a)	0
24(b)	0
25	0
26	0
27	0
28	0

2.3 Exclusions

Section	Number of Requests
69(1)(a)	0
69(1)(b)	0
69.1	0
70(1)	0
70(1)(a)	0
70(1)(b)	0
70(1)(c)	0
70(1)(d)	0
70(1)(e)	0
70(1)(f)	0
70.1	0

2.4 Format of information released

Disposition	Paper	Electronic	Other formats
All disclosed	1	0	0
Disclosed in part	1	0	0
Total	2	0	0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed

Disposition of Requests	Number of Pages Processed	Number of Pages Disclosed	Number of Requests
All disclosed	9	8	1
Disclosed in part	7	7	1
All exempted	0	0	0
All excluded	0	0	0
Request abandoned	3358	0	2
Neither confirmed nor denied	0	0	0
Total	3374	15	4

2.5.2 Relevant pages processed and disclosed by size of requests

Disposition	Less Than 100 Pages Processed		101-500 Pages Processed		501-1000 Pages Processed		1001-5000 Pages Processed		More Than 5000 Pages Processed
	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed
All disclosed	1	8	0	0	0	0	0	0	0	0
Disclosed in part	1	7	0	0	0	0	0	0	0	0
All exempted	0	0	0	0	0	0	0	0	0	0
All excluded	0	0	0	0	0	0	0	0	0	0
Request abandoned	2	0	0	0	0	0	0	0	0	0
Neither confirmed nor denied	0	0	0	0	0	0	0	0	0	0
Total	4	15	0	0	0	0	0	0	0	0

2.5.3 Other complexities

Disposition	Consultation Required	Legal Advice Sought	Interwoven Information	Other	Total
All disclosed	0	0	1	1	2
Disclosed in part	0	0	1	1	2
All exempted	0	0	0	0	0
All excluded	0	0	0	0	0
Request abandoned	0	0	1	1	2
Neither confirmed nor denied	0	0	0	0	0
Total	0	0	3	3	6

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline

Number of Requests Closed Past the Statutory Deadline	Principal Reason
	Workload	External Consultation	Internal Consultation	Other
0	0	0	0	0

2.6.2 Number of days past deadline

Number of Days Past Deadline	Number of Requests Past Deadline Where No Extension Was Taken	Number of Requests Past Deadline where an Extension Was Taken	Total
1 to 15 days	0	0	0
16 to 30 days	0	0	0
31 to 60 days	0	0	0
61 to 120 days	0	0	0
121 to 180 days	0	0	0
181 to 365 days	0	0	0
More than 365 days	0	0	0
Total	0	0	0

2.7 Requests for translation

Translation Requests	Accepted	Refused	Total
English to French	0	0	0
French to English	0	0	0
Total	0	0	0

Part 3: Disclosures Under Subsections 8(2) and 8(5)

Paragraph 8(2)(e)	Paragraph 8(2)(m)	Subsection 8(5)	Total
0	0	0	0

Part 4: Requests for Correction of Personal Information and Notations

Disposition for Correction Requests Received	Number
Notations attached	0
Requests for correction accepted	0

Part 5: Extensions

5.1 Reasons for extensions and disposition of requests

Disposition of Requests Where an Extension Was Taken	15(a)(i) Interference with Operations	15(a)(ii) Consultation		15(b) Translation or Conversion
		Section 70	Other
All disclosed	0	0	0	0
Disclosed in part	0	0	0	0
All exempted	0	0	1	0
All excluded	0	0	0	0
No records exist	0	0	0	0
Request abandoned	1	0	0	0
Total	1	0	0	0

5.2 Length of extensions

Length of Extensions	15(a)(i) Interference with Operations	15(a)(ii) Consultation		15(b) Translation purposes
		Section 70	Other
1 to 15 days	0	0	0	0
16 to 30 days	1	0	0	0
Total	1	0	0	0

Part 6: Consultations Received From Other Institutions and Organizations

6.1 Consultations received from other Government of Canada institutions and organizations

Consultations	Other Government of Canada Institutions	Number of Pages to Review	Other Organizations	Number of Pages to Review
Received during reporting period	0	0	0	0
Outstanding from the previous reporting period	0	0	0	0
Total	0	0	0	0
Closed during the reporting period	0	0	0	0
Pending at the end of the reporting period	0	0	0	0

6.2 Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendation	Number of Days Required to Complete Consultation Requests
	1 to 15 Days	16 to 30 Days	31 to 60 Days	61 to 120 Days	121 to 180 Days	181 to 365 Days	More than 365 Days	Total
All disclosed	0	0	0	0	0	0<	0	0
Disclosed in part	0	0	0	0	0	0	0	0
All exempted	0	0	0	0	0	0	0	0
All excluded	0	0	0	0	0	0	0	0
Consult other institution	0	0	0	0	0	0	0	0
Other	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0

6.3 Recommendations and completion time for consultations received from other organizations

Recommendation	Number of Days Required to Complete Consultation Requests
	1 to 15 Days	16 to 30 Days	31 to 60 Days	61 to 120 Days	121 to 180 Days	181 to 365 Days	More than 365 Days	Total
All disclosed	0	0	0	0	0	0<	0	0
Disclosed in part	0	0	0	0	0	0	0	0
All exempted	0	0	0	0	0	0	0	0
All excluded	0	0	0	0	0	0	0	0
Consult other institution	0	0	0	0	0	0	0	0
Other	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0

Part 7: Completion Time of Consultations on Cabinet Confidences

7.1 Requests with Legal Services

Number of Days	Fewer Than 100 Pages Processed		101-500 Pages Processed		501-1000 Pages Processed		1001-5000 Pages Processed		More than 5000 Pages Processed
	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed
1 to 15	0	0	0	0	0	0	0	0	0	0
16 to 30	0	0	0	0	0	0	0	0	0	0
31 to 60	0	0	0	0	0	0	0	0	0	0
61 to 120	0	0	0	0	0	0	0	0	0	0
121 to 180	0	0	0	0	0	0	0	0	0	0
181 to 365	0	0	0	0	0	0	0	0	0	0
More than 365	0	0	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0	0	0

7.2 Requests with Privy Council Office

Number of Days	Fewer Than 100 Pages Processed		101‒500 Pages Processed		501-1000 Pages Processed		1001-5000 Pages Processed		More than 5000 Pages Processed
	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed	Number of Requests	Pages Disclosed
1 to 15	0	0	0	0	0	0	0	0	0	0
16 to 30	0	0	0	0	0	0	0	0	0	0
31 to 60	0	0	0	0	0	0	0	0	0	0
61 to 120	0	0	0	0	0	0	0	0	0	0
121 to 180	0	0	0	0	0	0	0	0	0	0
181 to 365	0	0	0	0	0	0	0	0	0	0
More than 365	0	0	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0	0	0

Part 8: Complaints and Investigations Notices Received

Section 31	Section 33	Section 35	Court action	Total
0	0	0	0	0

Part 9: Privacy Impact Assessments (PIAs)

Number of PIA(s) completed

0

Part 10: Resources Related to the Privacy Act

10.1 Costs

Expenditures		Amount
Salaries		$13,157
Overtime		$0
Goods and Services		$6,435
• Professional services contracts	$4,981
• Other	$1,454
Total		$19,592

10.2 Human resources

Resources	Person Years Dedicated to Privacy Activities
Full-time employees	0.19
Part-time and casual employees	0.00
Regional staff	0.00
Consultants and agency personnel	0.04
Students	0.00
Total	0.23

Note: Enter values to two decimal places.