From 3255bf40e751b029c1c78398e7d1bf6be22ca1ac Mon Sep 17 00:00:00 2001 From: Alexandre Bobkov Date: Sat, 23 Aug 2025 03:12:04 -0400 Subject: [PATCH] compliance --- docs/build/doctrees/2_compliance.doctree | Bin 128310 -> 132729 bytes docs/build/doctrees/environment.pickle | Bin 63599 -> 69260 bytes docs/build/html/2_compliance.html | 145 +++++--- docs/build/html/_sources/2_compliance.rst.txt | 53 ++- docs/build/html/index.html | 2 +- docs/build/html/searchindex.js | 2 +- docs/build/simplepdf/.buildinfo | 2 +- docs/build/simplepdf/index.html | 311 ++++++++++++------ 8 files changed, 355 insertions(+), 160 deletions(-) diff --git a/docs/build/doctrees/2_compliance.doctree b/docs/build/doctrees/2_compliance.doctree index 2a9e60c2ed1f0c03470a1914d3e36b5e2b2e4dff..d69e192d5b5b2d8a4852187957e3bfa3d333d21c 100644 GIT binary patch delta 8577 zcmb7Jdw5hume09K`sUS1=Oyw=ZUO^QxFLZg0t-kOm;r`IK+y0S?IfLaH%WKsP9xw# zUiYZwPYL}XoEG)8Gh)LE5P`4$$$9Y@9&k0A((hyg|2Wu{KmeP#mRNB%hJ zI_FoX&iS2Fb?bKTJ1>6Uk`TW>zU^2{XMEaep(Ua$?v5lz+~Tr`JDZP`)^iogE60-ifo9ijTE>Cc;8o~cS~&(fPQ>Y={%k(w0xtSIs1)1 zfsK^ptYkRJkdsZwsPf_GFDrAqZ9)rvd=oAr1g0wQo!buy`823PT ztb34qgnRJp=@6=NPr8jq5MTKwbbWgMEl4g@)6f)T^*Ts_ThL9ZZ3ZqIPfnIWR@@(j zn3%37zx)7bZfn0fm7>kt&-MESbAChl{JHvkmf?LD%^A{>dCF)$rBa`gm7WeUF*AHp zO~84-$5$tX8cF#!xK&y8_2uiC62AKmCNoFkQsyX8nQ+ww^H9ZEnPX+8%F0STboE?q zFtMU4?1iS{-OCn8slf$Qcgj}Coi(r`;PF*^8tYwBaiLURUF{F~nw(XhdQa18tyyk} zG5VuX4>-5M8t`&Uz%7TB<{u90ZF7W*pj!{rv+l1L_vn|<5dLHs<*;C{4 zHF;`R(?*jULxDzr&=rgrIp^tEX>_4v0!tjM2g|A^ldb{;dPyc{QXuMR#|AMe27*%x+Vc00)2a$Rffkyyc1Rja6|l0ecsfe+1{a7L$K_$ey|>n#+t zyt=^cq5;*{lcN&kk~vAxmag&Kht0f34=3eUNQ$63S9O!e z?=$s_(OXhUp`>A1U^=#MvJ$oKS+92wl#stAL5WTeACfKOVCB&3n7*L zX-~9mfPthW8LsJV(MxM|#sJb$3o?1W1QMFV$b{zI!bGvbM5)0xXS!ZSBaVsOciPsLhbxQboT#ZSo)wDl?s8_WPS_QHUAn5`%HQ7!n`$Kmb?e+m6pfJ9$$@TrKcw3tj8UJMKTD; 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2.5. Statistics Canada

Statistics Canada produces statistics that help Canadians better understand their country—its -population, resources, economy, society and culture. -In Canada, providing statistics is a federal responsibility. As Canada’s central statistical +population, resources, economy, society and culture.

+

In Canada, providing statistics is a federal responsibility. As Canada’s central statistical agency, Statistics Canada is legislated under the Statistics Act to serve this function for the -whole of Canada and each of the provinces/territories. -Objective statistical information is vital to an open and democratic society. It provides a solid +whole of Canada and each of the provinces/territories.

+

Objective statistical information is vital to an open and democratic society. It provides a solid foundation for informed decisions by elected representatives, businesses, unions and non- -profit organizations, as well as individual Canadians. -Statistics Canada is committed to protecting the confidentiality of all information entrusted to +profit organizations, as well as individual Canadians.

+

Statistics Canada is committed to protecting the confidentiality of all information entrusted to them and to ensure that the information delivered is timely and relevant to Canadians.

@@ -353,19 +353,19 @@ them and to ensure that the information delivered is timely and relevant to Cana limits on the collection, use or disclosure of personal information. Private sector privacy laws in Canada currently only cover the employee personal information of employees that work for federally regulated companies or who are located in one of the four provinces with -provincial private sector privacy laws: Alberta, British Columbia, Manitoba and Québec1. -Public sector employees have some privacy protection under all jurisdictions except Ontario +provincial private sector privacy laws: Alberta, British Columbia, Manitoba and Québec.

+

Public sector employees have some privacy protection under all jurisdictions except Ontario which excludes employee information from its public sector privacy legislation. Employees who are covered by a collective agreement also have statutory privacy protection based on arbitral jurisprudence and their particular collective agreement. Therefore, approximately half of workers in Canada have privacy rights backed by legislation, while the remaining 50% of the country’s more than 20 million or so workers have privacy rights that are either voluntarily set in place by employers who have developed employee privacy codes or have -privacy rights because they have a collective agreement in place. -Employers should also be aware that egregious violations of privacy may open them up to +privacy rights because they have a collective agreement in place.

+

Employers should also be aware that egregious violations of privacy may open them up to civil damages, including class action lawsuits. Legislatures and the courts are recognizing -privacy rights and providing opportunities for civil remedies. -In drawing up its legislation for the protection of personal information, the Canadian +privacy rights and providing opportunities for civil remedies.

+

In drawing up its legislation for the protection of personal information, the Canadian government based its privacy provisions on a set of guidelines that had been developed by the Canadian Standards Association in its Model Code for the Protection of Personal Information.

@@ -375,40 +375,57 @@ Information.

developed with input from organizations, governments, consumer associations and other privacy stakeholders. They are incorporated in Federal private sector privacy legislation and have become the generally accepted framework for evaluating privacy processes and systems -in Canada2. -Principle 1. Accountability -An organization is responsible for personal information under its control and shall designate +in Canada.

+
+

2.6.1.1. Principle 1. Accountability

+

An organization is responsible for personal information under its control and shall designate an individual or individuals to be accountable for the organization’s compliance with the -following principles. -Principle 2. Identifying Purposes -The purposes for which personal information is collected shall be identified by the -organization at or before the time the information is collected. -Principle 3. Consent -The knowledge and consent of the individual are required for the collection, use, or +following principles.

+
+
+

2.6.1.2. Principle 2. Identifying Purposes

+

The purposes for which personal information is collected shall be identified by the +organization at or before the time the information is collected.

+
+ +
+

2.6.1.4. Principle 4. Limiting Collection

+

The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful -means. -Principle 5. Limiting Use, Disclosure, and Retention -Personal information shall not be used or disclosed for purposes other than those for which it +means.

+
+
+

2.6.1.5. Principle 5. 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 required by law. Personal information shall be retained only as long as is necessary for the fulfillment of those -purposes. -Principle 6. Accuracy -Personal information shall be as accurate, complete, and up-to-date as is necessary for the -purposes for which it is to be used. -Principle 7. Safeguards -Personal information shall be protected by security safeguards appropriate to the sensitivity -of the information. -Principle 8. Openness -An organization shall make readily available to individuals specific information about its -policies and practices relating to the management of personal information. -Principle 9. Individual Access -Upon request, an individual shall be informed of the existence, use and disclosure of his or +purposes.

+
+
+

2.6.1.6. Principle 6. Accuracy

+

Personal information shall be as accurate, complete, and up-to-date as is necessary for the +purposes for which it is to be used.

+
+
+

2.6.1.7. Principle 7. Safeguards

+

Personal information shall be protected by security safeguards appropriate to the sensitivity +of the information.

+
+
+

2.6.1.8. Principle 8. Openness

+

An organization shall make readily available to individuals specific information about its +policies and practices relating to the management of personal information.

+
+
+

2.6.1.9. Principle 9. 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. In certain situations, an organization may not be able to provide access to all the @@ -418,15 +435,16 @@ individual upon request. Exceptions may include information that is prohibitivel provide, information that contains references to other individuals, information that cannot be disclosed for legal, security, or commercial proprietary reasons, and information that is subject to solicitor-client or litigation privilege.

+
-

2.6.1.1. Principle 10. Challenging Compliance

+

2.6.1.10. Principle 10. 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 organization’s compliance.

-
-

2.6.2. The Personal Information Protection and Electronic Documents Act (PIPEDA)

+
+

2.6.2. PIPEDA

The federal government drew upon the CSA Privacy Principles in its drafting of the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and the spirit and much of the wording of the principles can be found throughout PIPEDA.

@@ -456,13 +474,14 @@ employees, or terminated employees to collect, use, and disclose information abo person where the information is necessary for the creation, maintenance, and termination of the employment relationship. It is, however, the case that the employer will provide notice to the employee so that they are knowledgeable with respect to the information that the -employer collects, uses, and discloses. -This notice should be provided to prospective employees as part of the recruitment process +employer collects, uses, and discloses.

+

This notice should be provided to prospective employees as part of the recruitment process and also as part of the on-boarding process. In addition, if there are changes to personal data practices for employee information, employees should be informed about such changes in a timely manner.

-

Consent

+ + +
+

2.6.2.3. Use and Storage of Personal Information

+

According to PIPEDA, organizations can only use information for the purpose for which it was collected. Employers must fully disclose in writing to the employee the reasons why they require the information, as well as what will be done with it.

Personal information must not be disclosed to external stakeholders without the employee’s @@ -517,8 +540,10 @@ to comply with employment/labour standards or human rights legislation. For exam accommodate an employee for religious days and holidays, an employer needs to know about the employee’s religious beliefs. To seek out this type of information for any other reason invades the individual’s right to privacy.

-

Limitations on Use - the Social Insurance Number example -The purpose of a social insurance number (SIN) is to identify an individual for specific +

+
+

2.6.2.4. Limitations on Use - the Social Insurance Number example

+

The purpose of a social insurance number (SIN) is to identify an individual for specific government programs. This information may not be collected, stored, used or disclosed for any other purpose without the employee’s consent. Where the SIN is to be used for purposes of identification, an organization must provide a convenient method for the employee to @@ -535,6 +560,7 @@ They should not be used as an identifier by any organization other than the gove agencies mentioned above, unless the employee provides written consent to do so.

+

2.7. Pension Benefits Standards Act

@@ -689,10 +715,25 @@ in your organization’s privacy policy.

  • 2.5. Statistics Canada
  • 2.6. Personal Privacy
  • 2.7. Pension Benefits Standards Act
    • diff --git a/docs/build/html/_sources/2_compliance.rst.txt b/docs/build/html/_sources/2_compliance.rst.txt index 925ccc1..d361cad 100644 --- a/docs/build/html/_sources/2_compliance.rst.txt +++ b/docs/build/html/_sources/2_compliance.rst.txt @@ -312,12 +312,15 @@ Statistics Canada ~~~~~~~~~~~~~~~~~~~~~ Statistics Canada produces statistics that help Canadians better understand their country—its population, resources, economy, society and culture. -In Canada, providing statistics is a federal responsibility. As Canada’s central statistical + +In Canada, providing statistics is a federal responsibility. As Canada's central statistical agency, Statistics Canada is legislated under the Statistics Act to serve this function for the whole of Canada and each of the provinces/territories. + Objective statistical information is vital to an open and democratic society. It provides a solid foundation for informed decisions by elected representatives, businesses, unions and non- profit organizations, as well as individual Canadians. + Statistics Canada is committed to protecting the confidentiality of all information entrusted to them and to ensure that the information delivered is timely and relevant to Canadians. @@ -327,18 +330,21 @@ The Canadian federal government and all provincial governments have legislation limits on the collection, use or disclosure of personal information. Private sector privacy laws in Canada currently only cover the employee personal information of employees that work for federally regulated companies or who are located in one of the four provinces with -provincial private sector privacy laws: Alberta, British Columbia, Manitoba and Québec1. +provincial private sector privacy laws: Alberta, British Columbia, Manitoba and Québec. + Public sector employees have some privacy protection under all jurisdictions except Ontario which excludes employee information from its public sector privacy legislation. Employees who are covered by a collective agreement also have statutory privacy protection based on arbitral jurisprudence and their particular collective agreement. Therefore, approximately half of workers in Canada have privacy rights backed by legislation, while the remaining -50% of the country’s more than 20 million or so workers have privacy rights that are either +50% of the country's more than 20 million or so workers have privacy rights that are either voluntarily set in place by employers who have developed employee privacy codes or have privacy rights because they have a collective agreement in place. + Employers should also be aware that egregious violations of privacy may open them up to civil damages, including class action lawsuits. Legislatures and the courts are recognizing privacy rights and providing opportunities for civil remedies. + In drawing up its legislation for the protection of personal information, the Canadian government based its privacy provisions on a set of guidelines that had been developed by the Canadian Standards Association in its Model Code for the Protection of Personal @@ -351,39 +357,65 @@ The Canadian Standards Association (CSA) Model Code is a set of principles that developed with input from organizations, governments, consumer associations and other privacy stakeholders. They are incorporated in Federal private sector privacy legislation and have become the generally accepted framework for evaluating privacy processes and systems -in Canada2. +in Canada. + Principle 1. Accountability +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + An organization is responsible for personal information under its control and shall designate an individual or individuals to be accountable for the organization's compliance with the following principles. + Principle 2. Identifying Purposes +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + The purposes for which personal information is collected shall be identified by the organization at or before the time the information is collected. + Principle 3. Consent +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ The knowledge and consent of the individual are required for the collection, use, or disclosure of personal information, except where inappropriate. Note: In certain circumstances, personal information can be collected, used, or disclosed without the knowledge and consent of the individual. For example, legal, medical, or security reasons may make it impossible or impractical to seek consent. + Principle 4. Limiting Collection +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means. + Principle 5. 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 required by law. Personal information shall be retained only as long as is necessary for the fulfillment of those purposes. + Principle 6. Accuracy +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used. + Principle 7. Safeguards +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + Personal information shall be protected by security safeguards appropriate to the sensitivity of the information. + Principle 8. Openness +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information. + Principle 9. 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 @@ -402,7 +434,7 @@ An individual shall be able to address a challenge concerning compliance with th principles to the designated individual or individuals accountable for the organization's compliance. -The Personal Information Protection and Electronic Documents Act (PIPEDA) +PIPEDA -------------------------------------------------------------------------- The federal government drew upon the CSA Privacy Principles in its drafting of the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and the spirit and @@ -439,12 +471,14 @@ plans that require the collection of even greater amounts of personal data. the employment relationship. It is, however, the case that the employer will provide notice to the employee so that they are knowledgeable with respect to the information that the employer collects, uses, and discloses. + This notice should be provided to prospective employees as part of the recruitment process and also as part of the on-boarding process. In addition, if there are changes to personal data practices for employee information, employees should be informed about such changes in a timely manner. -**Consent** +Consent +^^^^^^^^ According to PIPEDA, employers must obtain an employee's consent before they collect personal information where that information is not required for the employment relationship. @@ -472,7 +506,8 @@ privacy legislation that applies to their employees and to have the necessary pr place to comply with the legislation. If an employee chooses not to disclose the information and is not required to do so by law, an employer cannot force an employee to divulge it. -**Exceptions to Consent Requirement** +Exceptions to Consent Requirement +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ Subparagraph 7(3) of the Personal Information Protection and Electronic Documents Act (Bill C6) allows an employer to disclose personal information without the knowledge or @@ -497,6 +532,8 @@ individual; and information will be or may be collected, used or disclosed for those purposes”. Use and Storage of Personal Information +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + According to PIPEDA, organizations can only use information for the purpose for which it was collected. Employers must fully disclose in writing to the employee the reasons why they require the information, as well as what will be done with it. @@ -513,6 +550,8 @@ the employee's religious beliefs. To seek out this type of information for any o invades the individual's right to privacy. Limitations on Use - the Social Insurance Number example +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + The purpose of a social insurance number (SIN) is to identify an individual for specific government programs. This information may not be collected, stored, used or disclosed for any other purpose without the employee's consent. Where the SIN is to be used for purposes diff --git a/docs/build/html/index.html b/docs/build/html/index.html index 22e6304..6ec4f9b 100644 --- a/docs/build/html/index.html +++ b/docs/build/html/index.html @@ -85,7 +85,7 @@ to confidently perform essential payroll functions encountered in day-to-day ope
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  • 2.6. Personal Privacy
  • 2.7. Pension Benefits Standards Act
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When it is not found, a full rebuild will be done. -config: 764301d1f33bee9d180cae81411c038c +config: 05adfde78bb1ac24db87a63557140a07 tags: 62a1e7829a13fc7881b6498c52484ec0 diff --git a/docs/build/simplepdf/index.html b/docs/build/simplepdf/index.html index e7bf403..718a534 100644 --- a/docs/build/simplepdf/index.html +++ b/docs/build/simplepdf/index.html @@ -211,8 +211,8 @@
  • - - 2.6.2. The Personal Information Protection and Electronic Documents Act (PIPEDA) + + 2.6.2. PIPEDA
    • @@ -2024,13 +2024,19 @@ applicable statutory deductions.

    Statistics Canada produces statistics that help Canadians better understand their country—its population, resources, economy, society and culture. -In Canada, providing statistics is a federal responsibility. As Canada’s central statistical +

    +

    + In Canada, providing statistics is a federal responsibility. As Canada’s central statistical agency, Statistics Canada is legislated under the Statistics Act to serve this function for the whole of Canada and each of the provinces/territories. -Objective statistical information is vital to an open and democratic society. It provides a solid +

    +

    + Objective statistical information is vital to an open and democratic society. It provides a solid foundation for informed decisions by elected representatives, businesses, unions and non- profit organizations, as well as individual Canadians. -Statistics Canada is committed to protecting the confidentiality of all information entrusted to +

    +

    + Statistics Canada is committed to protecting the confidentiality of all information entrusted to them and to ensure that the information delivered is timely and relevant to Canadians.

    @@ -2046,8 +2052,10 @@ them and to ensure that the information delivered is timely and relevant to Cana limits on the collection, use or disclosure of personal information. Private sector privacy laws in Canada currently only cover the employee personal information of employees that work for federally regulated companies or who are located in one of the four provinces with -provincial private sector privacy laws: Alberta, British Columbia, Manitoba and Québec1. -Public sector employees have some privacy protection under all jurisdictions except Ontario +provincial private sector privacy laws: Alberta, British Columbia, Manitoba and Québec. +

    +

    + Public sector employees have some privacy protection under all jurisdictions except Ontario which excludes employee information from its public sector privacy legislation. Employees who are covered by a collective agreement also have statutory privacy protection based on arbitral jurisprudence and their particular collective agreement. Therefore, approximately @@ -2055,10 +2063,14 @@ half of workers in Canada have privacy rights backed by legislation, while the r 50% of the country’s more than 20 million or so workers have privacy rights that are either voluntarily set in place by employers who have developed employee privacy codes or have privacy rights because they have a collective agreement in place. -Employers should also be aware that egregious violations of privacy may open them up to +

    +

    + Employers should also be aware that egregious violations of privacy may open them up to civil damages, including class action lawsuits. Legislatures and the courts are recognizing privacy rights and providing opportunities for civil remedies. -In drawing up its legislation for the protection of personal information, the Canadian +

    +

    + In drawing up its legislation for the protection of personal information, the Canadian government based its privacy provisions on a set of guidelines that had been developed by the Canadian Standards Association in its Model Code for the Protection of Personal Information. @@ -2075,40 +2087,120 @@ Information. developed with input from organizations, governments, consumer associations and other privacy stakeholders. They are incorporated in Federal private sector privacy legislation and have become the generally accepted framework for evaluating privacy processes and systems -in Canada2. -Principle 1. Accountability -An organization is responsible for personal information under its control and shall designate +in Canada. +

    +
    +
    + Principle 1. Accountability + + ¶ + +
    +

    + An organization is responsible for personal information under its control and shall designate an individual or individuals to be accountable for the organization’s compliance with the following principles. -Principle 2. Identifying Purposes -The purposes for which personal information is collected shall be identified by the +

    +
    +
    +
    + Principle 2. Identifying Purposes + + ¶ + +
    +

    + The purposes for which personal information is collected shall be identified by the organization at or before the time the information is collected. -Principle 3. Consent -The knowledge and consent of the individual are required for the collection, use, or +

    +
    + +
    +
    + Principle 4. Limiting Collection + + ¶ + +
    +

    + The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means. -Principle 5. Limiting Use, Disclosure, and Retention -Personal information shall not be used or disclosed for purposes other than those for which it +

    +
    +
    +
    + Principle 5. 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 required by law. Personal information shall be retained only as long as is necessary for the fulfillment of those purposes. -Principle 6. Accuracy -Personal information shall be as accurate, complete, and up-to-date as is necessary for the +

    +
    +
    +
    + Principle 6. Accuracy + + ¶ + +
    +

    + Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used. -Principle 7. Safeguards -Personal information shall be protected by security safeguards appropriate to the sensitivity +

    +
    +
    +
    + Principle 7. Safeguards + + ¶ + +
    +

    + Personal information shall be protected by security safeguards appropriate to the sensitivity of the information. -Principle 8. Openness -An organization shall make readily available to individuals specific information about its +

    +
    +
    +
    + Principle 8. Openness + + ¶ + +
    +

    + An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information. -Principle 9. Individual Access -Upon request, an individual shall be informed of the existence, use and disclosure of his or +

    +
    +
    +
    + Principle 9. 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. In certain situations, an organization may not be able to provide access to all the @@ -2118,7 +2210,8 @@ individual upon request. Exceptions may include information that is prohibitivel provide, information that contains references to other individuals, information that cannot be disclosed for legal, security, or commercial proprietary reasons, and information that is subject to solicitor-client or litigation privilege. -

    +

    +
    Principle 10. Challenging Compliance @@ -2133,10 +2226,10 @@ compliance.

    -
    +

    - The Personal Information Protection and Electronic Documents Act (PIPEDA) - + PIPEDA +

    @@ -2183,80 +2276,87 @@ person where the information is necessary for the creation, maintenance, and ter the employment relationship. It is, however, the case that the employer will provide notice to the employee so that they are knowledgeable with respect to the information that the employer collects, uses, and discloses. -This notice should be provided to prospective employees as part of the recruitment process +

    +

    + This notice should be provided to prospective employees as part of the recruitment process and also as part of the on-boarding process. In addition, if there are changes to personal data practices for employee information, employees should be informed about such changes in a timely manner.

    -

    - +

    + +
    +
    + Use and Storage of Personal Information + + ¶ + +
    +

    + According to PIPEDA, organizations can only use information for the purpose for which it was collected. Employers must fully disclose in writing to the employee the reasons why they require the information, as well as what will be done with it. -

    -

    - Personal information must not be disclosed to external stakeholders without the employee’s +

    +

    + Personal information must not be disclosed to external stakeholders without the employee’s consent and only for the purpose for which the information was collected. For example, if the organization is being audited by a government agency, such as the CRA, the employee’s medical information should not be included with the information provided for audit purposes. -

    -

    - There are times when employers are required to collect information about employees in order +

    +

    + There are times when employers are required to collect information about employees in order to comply with employment/labour standards or human rights legislation. For example, to accommodate an employee for religious days and holidays, an employer needs to know about the employee’s religious beliefs. To seek out this type of information for any other reason invades the individual’s right to privacy. -

    -

    - Limitations on Use - the Social Insurance Number example -The purpose of a social insurance number (SIN) is to identify an individual for specific +

    +
    +
    +
    + Limitations on Use - the Social Insurance Number example + + ¶ + +
    +

    + The purpose of a social insurance number (SIN) is to identify an individual for specific government programs. This information may not be collected, stored, used or disclosed for any other purpose without the employee’s consent. Where the SIN is to be used for purposes of identification, an organization must provide a convenient method for the employee to withdraw his/her consent for that use at any time. -

    -

    - Employers are authorized to collect a SIN from employees in order to produce Records of +

    +

    + Employers are authorized to collect a SIN from employees in order to produce Records of Employment and income tax information slips. Unless the employee has provided a SIN for another specific use, and has consented to that specific use in writing, an employer could be subject to fines for each improper use of that number. -

    -

    - As a general rule, an employer may not communicate the number to a third party without the +

    +

    + As a general rule, an employer may not communicate the number to a third party without the employee’s specific consent to do so. Exceptions are cases in which it is the employer’s obligation to report an employee’s SIN to RQ, CRA, ESDC or Service Canada. -

    -

    - The SIN should not be used on pay statements or communicated to unions or benefit carriers. +

    +

    + The SIN should not be used on pay statements or communicated to unions or benefit carriers. They should not be used as an identifier by any organization other than the government agencies mentioned above, unless the employee provides written consent to do so. -

    +

    +