Appendix — Personal information banks

Description

The bank contains information used to identify persons, vehicles and missing persons. Personal information may include name, contact information, emergency contact information, date of birth, safety information, aircraft owners /operators, aircraft crew, type of aircraft, model, registration number, company name, date of activities, vehicle information, license plate number, trip detail itinerary and signature.

Class of individuals

National parks visitors

Purpose

To issues a permit and to provide records for monitoring Park use and identifying vehicles left at trail heads or roadsides in emergency cases such as missing persons or bear problems; to control backcountry sites and facilities; to protect visitors. Personal information is collected pursuant to section 8 of the Parks Canada Agency Act.

Consistent uses

Provides an analysis of use of the backcountry, statistics, planning and rehabilitation.

Retention and disposal standards

Under development

RDA number

2017/001

Related Class of Records Number

PC VE NP VPR 009

TBS Registration

001751

Bank number

PC PPU 067

Description

The bank contains information related to the visitor’s reservation, registration and user profile. The user profile can be created online by user themselves, or through the assistance of Parks Canada/Contractor staff. Listing of campgrounds, campsites, and other reservable experiences, such as seats on shuttles, guided tours, parking spaces, and spaces on ferries. Personal information may include name, contact information, emergency contact information, license plate number and language preference.

Class of individuals

Visitors

Purpose

Personal information is collected to allow individuals to book campsites, parking spots, shuttle seats and other recreational activities at National Historic Sites, National Parks, National Urban Parks and National Marine Conservation Areas. Information is used by Parks Canada Agency, to control campground allocation, and provide revenue accountability, reports revenue, review visitor statistics, future planning and aid to visitors. Personal information is collected pursuant to section 8 of the Parks Canada Agency Act.

Consistent uses

Personal information may be shared with the Law Enforcement branch for enforcing the Canada National Parks Act, the National Marine Conservation Areas Act, the Saguenay-St. Lawrence Marine Park Act and the Rouge National Urban Park Act and provisions of various other statutes that support the Agency’s mandate. Personal contact information may be shared with PCA employees responsible for the administration and management of the National Newsletter. In this case, personal information is only communicated if the person concerned agrees, through the opt-in option, to have his or her contact details to the national newsletter. Aggregated information can be used for statistics. Management of visitation, statistics, revenue, maintenance decisions and future planning.

Retention and disposal standards

Reservation information remains in the system for 5 years after the trip to respond to refund requests. Reservation Call Centre recordings are retained for 180 days for ensuring compliance on the Contractor's contractual obligations. At the end of the 180-day retention period the recordings are purged from the Contractor's system. All personal information collected is purged from the database 31 days after the camping event has ended. As per the users account and Contact information transmitted to the National Newsletter database (upon opt in by an individual). In April 2017, Parks Canada received a new disposition authority from Library and Archives Canada. LAC archivist needs to analyse each function of Parks Canada's operations to determine the information resources of archival value. Once the information resources of archival value have been determined, retention schedules and structures for the organization of information resources will be developed. In the meantime, Parks Canada is required to retain all records in their current format and with their complete content.

RDA number

2017/010

Related Class of Records Number

PC VE NP VPR 009

TBS Registration

001752 Pending TBS Approval

Bank number

PC PPU 068

Description

This bank identifies license holders. Personal information may include name, contact information, date of birth, vehicle information (vehicle type and make/model, license plate number), physical attributes, and emergency contact information (name and contact information).

Class of individuals

National parks visitors

Purpose

Information in this bank relates to the issuing of fishing licenses and other licences. It is used to identify license holders, to control the number of individuals fishing in the park, to restrict fishing to authorized areas, to support fish management, and to ensure revenue accountability.

Consistent uses

Control use, set limits, set seasons, statistical purposes and creel census and surveys.

Retention and disposal standards

Under development

RDA number

2017/001

Related Class of Records Number

PC VE NP VPR 009; PC VE NHS VM 004

TBS Registration

001745

Bank number

PC PPU 051

Description

This bank describes information about the Heritage Lighthouse Program. Personal information may include name, contact information, signature, and self-identification of age (18 years or older).

Class of individuals

Residents of Canada 18 years and older such as individuals, representatives of other levels of government or community-based groups who submit a nomination for the heritage designation of a lighthouse, as well as individuals who have signed an accompanying petition.

Purpose

Personal information is used in commemoration decisions and is collected under the authority of the Heritage Lighthouse Protection Act.

Consistent uses

Name, contact information and signature may be shared with the Department of Fisheries and Oceans Canada. Information may also be used for program evaluation and/or reporting purposes.

Retention and disposal standards

Under development

RDA number

Under development

Related Class of Records Number

PC HRC OHP CP 001

TBS Registration

20100275

Bank number

PC PPU 052

Description

The bank contains information on persons involved in activities that have been assessed as having a higher level of risk, defines location, activity, number in group, etc. Personal information may include name, contact information, emergency contact information, date of birth, trip purpose, flight schedule, vehicle information, vessel information such as port of origin, name of vessel, type/size/colour of sailing vessel, landing craft, license plate number, medical information, in some cases individuals' level of experience in activity is also collected.

Class of individuals

Parks Canada visitors

Purpose

To provide a record of visitors in case of overdue registration. Personal information is collected pursuant to section 8 of the Parks Canada Agency Act.

Consistent uses

Provides up-to-date information on use, locations, frequency, accidents, lost, or missing persons.

Retention and disposal standards

Under development

RDA number

2017/001

Related Class of Records Number

PC HRC NMC CM 002, PC VE NP VPR 009

TBS Registration

001753

Bank number

PC PPU 069

Description

The bank contains information used to identify permit holders and verify reservations. Personal information may include name and contact information.

Class of individuals

Parks visitors

Purpose

To maintain information relating to use, periods of stay, numbers of visitors and length of season.

Consistent uses

To support decisions for maintenance, monitor and control use, and ensure the safety of visitors.

Retention and disposal standards

Under development

RDA number

2017/001

Related Class of Records Number

PC VE NP VPR 009

TBS Registration

001750

Bank number

PC PPU 066

Description

The file contains lists of events that took place at Parks Canada administered sites and on occasion, events organised on partners’ sites. The personal information may include name, contact information, specific requirements (allergies or food intolerances, specific medical conditions, disabilities), information pertaining to a credit card (type of credit card and the last four digits of the card), contact information in case of emergency, date of birth, language preference, medical information and physical attributes.

Class of individuals

Visitors

Purpose

Information contained in this file is used to monitor participation to Learn-to Camp events, account for revenue, compile statistics, as well as facilitate future planning and visitor support.

Consistent uses

Compile statistics, monitor revenue, support decisions pertaining to maintenance and facilitate planning.

Retention and disposal standards

The personal information collected is purged from the database 31 days following the end of the camping activity.

RDA number

2017/001

Related Class of Records Number

PC VE NP VPR 009 ; PC ERVE LTC 001

Bank number

PC PPU 095

TBS Registration

Pending TBS approval

Last Updated (year)

2022

Description

This bank describes information about the commemoration and conservation of historic places of national and international significance, it also includes a funding program, the National Cost-Sharing Program for Historic Places. Personal information may include name, contact information, financial information, language of communication, personal views and opinions of the individual, other personal data which may be contained in the project proposal, and signature. For historical commemoration, this includes personal information from the National Program of Historical Commemoration including proponents for each nomination, and information about external readers involved with submission reports, reviews of designations and plaque texts. Expert analysis and personal opinions related to designations are included.

Class of individuals

Owners, lessees and operators of historic sites or their representatives, and representatives of private sector businesses, provincial, territorial, and local governments, heritage stakeholder groups, Indigenous groups and other non-profit organizations, and provincial or territorial Crown corporations that provide funding or are otherwise involved in the commemoration or conservation of Canada's historic places. All individuals involved in the commemoration process including members of the public, academics, culture experts, Indigenous readers and representatives of communities and organizations.

Purpose

Information is used in commemoration decisions, to maintain a register of owners and lessees of national historic sites, and to process applications for funding and assistance under related programs. Personal information is collected pursuant to the Parks Canada Agency Act. Information is used to support public involvement in the commemoration process to confirm and broaden historical content developed for each designation.

Consistent uses

The Canadian Register of National Historic Sites and the Directory of Federal Heritage Designations are publicly accessible on the Parks Canada website. Information may also be used for program evaluation and/or reporting purposes. The National Program of Historical Commemoration is based on public nominations and members of the public (referring to experts, local groups, relevant Indigenous communities) are involved in every phase of the commemoration process as it relates to an individual designation.

Retention and disposal standards

Under development

RDA number

Under development

Related Class of Records Number

PC HPE NHS EP 001, PC HRC NHS CP 002, PC HRC OHP CP 001

TBS Registration

20091652

Bank number

PC PPU 085

Description

This bank describes information that is about individuals, groups or organizations who volunteer in a variety of activities at the various national parks, national historic sites, national marine conservation areas, field units and national office of Parks Canada across Canada. The personal information may include name, contact information, biographical information, criminal checks/history, educational information, medical information and signature.

Class of individuals

General public

Purpose

The personal information is used to administer the National Volunteer Program, establish an inventory of individuals, groups or organizations able to participate in various volunteer activities and obtain views and opinions on the efficiency and success of the National Volunteer Program. Personal information is collected pursuant to the Parks Canada Agency Act, the Canada National Marine Conservation Act and the Canada National Parks Act.

Consistent uses

The information may be used or disclosed for the following purposes: reporting to senior management and evaluation. Information may be shared with Insurance Broker provider in case of an incident. This will be with the consent of the individual. Information is used or disclosed for mailing list purposes.

Retention and disposal standards

Under development

RDA number

Under development

Related Class of Records Number

PC PAU SPE 002

TBS Registration

20120059

Bank number

PC PPU 081

Description

This bank describes information that Parks Canada Agency (PCA) visitors provide to obtain visitor passes or permits. The transaction can be done online or through the assistance of PCA staff at the National Information Service. Personal information may include name, contact information, Vessel registration ID or vessel name.

Class of individuals

Visitors

Purpose

Personal information is collected to allow individuals to purchase passes and permits for admission, lockage or mooring to National Parks, National Historic Sites and National Marine Conservation Areas. The personal information is collected pursuant to section 8 (1) of the Canada National Parks Act and section 8 of the Parks Canada Agency Act. Information is used by PCA to provide passes and permits to the visitors, revenue accountability, statistics, future planning, and to make administrative decisions such as refund eligibility and determining eligibility for fulfilling early-bird requirements. Personal information may be shared with other Parks Canada programs for administrative decisions, such as verifying pass and permit validity and eligibility for early bird promotions. This information is held by the Contractor on behalf of PCA.

Consistent uses

Personal information may be shared with the Law Enforcement branch for enforcing the Canada National Parks Act, the National Marine Conservation Areas Act, the Saguenay-St. Lawrence Marine Parks Act and the Rouge National Urban Park Act and provisions of various other statutes that support the Agency’s mandate. Information may be shared with the Contractor(s) responsible to provide the services of behalf of PCA. Shipping name, address and contact information may be shared with FedEx for the purpose of delivering orders. Personal contact information may be shared with Outreach Products and Initiatives program for the administration and management of the National Newsletter. In this case the personal information is only shared with the program if the individual consents via the opt-in option that they wish to add their contact information to the National Newsletter database. Depersonalized information may be used by PCA for statistics, reporting to senior management, revenue, maintenance decisions and future planning purposes.

Retention and disposal standards

Records will be retained for five years after information is collected, and then are destroyed.

RDA number

RDA 2016-001

Related Class of Records Number

PC VE NHSVM 004; PC VE NP VPR 009.

Personal Information Bank Number

PC PPU 090

TBS Registration

20220040

Description

This bank describes information that Parks Canada Agency (PCA) visitors provide to purchase visitor entry fees and annual passes, camping services, activity permits, service packages, heritage presentation programs, rental equipment, transportation services, lockage and mooring as well as merchandise and utilitarian products. These transactions are done on site with the assistance of PCA staff at entrance gate kiosks, campgrounds, visitor centres, administrative buildings, historic sites facilities, World Heritage Sites, canal lock stations, hot springs facilities and gift shops. type and color of the vessel, journey information. Personal information may include name, mailing address, contact information as well as vessel registration numbers or vessel names for boaters using Canals operated by PCA in Quebec and Ontario.

Class of individuals

Visitors

Purpose

Personal information is collected to allow individuals to purchase visitor entry fees, annual passes and permits for services and activity at National Historic Sites, National Parks, National Urban Parks, and National Marine Conservation Areas. The personal information is collected pursuant to section 8 (1) of the Canada National Parks Act. Information is used by PCA to make administrative decisions such as refund eligibility. Personal information may be shared with other Parks Canada programs for administrative decisions, such as verifying pass and permit validity.

Consistent uses

Personal information may be shared with the Law Enforcement branch for enforcing the Canada National Parks Act, the National Marine Conservation Areas Act, the Saguenay-St. Lawrence Marine Parks Act and the Rouge National Urban Park Act and provisions of various other statutes that support the Agency’s mandate. Personal contact information may be shared with Outreach Products and Initiatives program for the administration and management of PCA’s National Newsletter. In this case the personal information is only shared with the program if the individual consents via the opt-in option that they wish to add their contact information to the National Newsletter database. Aggregate information may be used by PCA for statistics, reporting to senior management, revenue, maintenance decisions and future planning purposes.

Retention and disposal standards

Records will be retained for 5 years after and then are destroyed.

RDA number

RDA 2017/001

Related Class of Records Number

PC ERVE POS 001 and PC VE NP VPR 009

Personal Information Bank Number

PC PPU 091

TBS Registration

Pending TBS approval

Description

The Research and Collection Permit System is an online system for the administration and management of research application, permitting, tracking, storage and reporting in national historic sites, national parks, national marine conservation areas and urban park that enables all research to be conducted under standardized and harmonized rules, regulations and procedures, and facilitates storage of research information in a single multidisciplinary database. Personal information may include Nature of research; Heritage Area name; Additional Heritage Areas; type of application; Duration of research; contact information of principal investigator; principal investigator affiliation; principal investigator conducting field work contact information; qualifications; sponsoring institutions; Proposed field work start date and end date; name, contractor, contact information, location of work site, lot number, lot and registered plan, project type.

Class of individuals

Natural and Social Science, and Archaeological researchers who require permits to conduct research in Parks Canada's heritage areas.

Purpose

Personal information is collected pursuant to subsections 11 (3); 14 (2); 15(2) of the Historic Canals Regulations to issue work permit. It is used to identify projects to ensure that research and collection activities are conducted under nationally consistent guidelines and procedures, by qualified people, using methods that are scientifically sound and which comply with applicable legislation, policies and corporate priorities.

Consistent uses

None

Retention and disposal standards

Under development

RDA number

72/010

Related Class of Records Number

PC HRC NP CRM 007, PC HRC NMC CM 002, PC HRC NHS RM 005

TBS Registration

001749

Bank number

PC PPU 061

Description

The bank identifies resource use and harvest activities and harvest activities permitted under regulation. Personal information may include name, contact information, date of birth and signature.

Class of individuals

Visitors, researchers and residents.

Purpose

To identify the permit holders using park resources, and set restrictions. Examples include water catches, hunting, wood cutting and grazing. Personal information is collected pursuant to section 8 of the Parks Canada Agency Act, to subsection 8 (1) of the Gros Morne National Parks of Canada Timber Harvesting Regulations the section 4 of the National Parks of Canada Fishing Regulations.

Consistent uses

Monitor and control activities, compile statistics, survey use, and plan future changes.

Retention and disposal standards

Under development

RDA number

2017/001

Related Class of Records Number

PC VE NP VPR 009

TBS Registration

001754

Bank number

PC PPU 071

Description

This bank describes information used in support of the Youth Employment and Skills Strategy at Parks Canada. Personal information collected includes: name; date of birth; contact information; citizenship status; employee personnel information; biographical information; education information; job information; official language preference, signature and employment equity information including 2SLGBTQI+ which are provided on a voluntary basis.

Class of individuals

Youth between the ages of 15 and 30.

Purpose

Personal information is used for reporting and evaluation purposes. The information you provide is collected under the authority of subsection 12.1 of the Financial Administration Act and subsection 13 (1) (b) and 13 (3) (b) of the Parks Canada Agency Act for the purpose of establishing governing staffing of youth employees within the Agency.

Consistent uses

The information you provided may be used and/or disclosed for the purposes of policy analysis, research, audit, evaluation and statistics.

Retention and disposal standards

In April 2017, Parks Canada received a new disposition authority from Library and Archives Canada. LAC archivist needs to analyse each function of Parks Canada's operations to determine the information resources of archival value. Once the information resources of archival value have been determined, retention schedules and structures for the organization of information resources will be developed. In the meantime, Parks Canada is required to retain all records in their current format and with their complete content.

RDA number

RDA 2017/001

Related Class of Records Number

PC HR YES 001

Personal Information Bank Number

PC PPU 082

TBS Registration

Pending TBS Approval