Privacy and access to information

How to make a request

There are two types of requests that can be made to CDIC:

1. an Access to Information Request for requesting information not of a personal nature.
2. a Personal Information Request for requesting information about yourself

These requests can be made either formally or informally:

• a formal request is a request for records made under the Access to Information Act or Privacy Act in writing.
• an informal request is a request for records which does not invoke the right of access provided by the Access to Information Act or the Privacy Act. There are no formal time constraints, fees or opportunities for independent review of decisions for this type of request.

The Access to Information Request Form and Personal Information Request Form can be used for making formal requests under the Access to Information Act and the Privacy Act respectively.

Applying for information

To make a formal request online:

The Access to Information and Privacy Online Request Service offers a convenient way to make:

• an access to information request
• a personal information request

This service:

• enables individuals to make an online request for information
• eliminates the need to print, scan, and email or mail a form to CDIC

Submit an online request for information: https://atip-aiprp.tbs-sct.gc.ca/

To make a formal request by mail, fax or e-mail:

• consult InfoSource to find if CDIC is the appropriate organization for the information you are seeking
• complete an Access to Information Request Form or Personal Information Request FormIf it is not convenient for you to fill in a form, you may send a letter or email. Clearly indicate in your correspondence that you are requesting information under the Access to Information Act or Privacy Act and include:
  • a description of the information or records you want
  • the preferred method of viewing the records (e.g. digital or printed copies)
• remit or enclose the application fee for formal requests made under the Access to Information Act
• send the completed form, letter or email to CDIC Access to Information and Privacy Coordinator at:

Fees

Each formal request filed with CDIC under the Access to Information Act requires an application fee of $5.00, payable by money order, cash or cheque to CDIC. The first 5 hours of search and preparation time are included with the application fee. Additional charges may apply if copying, or further search of physical records and preparation time is required.

Note: There is no application fee for information requested under the Privacy Act, nor for informal requests made under the Access to Information Act.

Exemptions & exclusions for a response

Information that is requested may be exempted under the Access to Information Act in full or in part if it relates to federal / provincial affairs, foreign affairs, personal information, third party advice, solicitor/client privilege, and other prescribed grounds.

Disclosure of personal information is restricted under the Privacy Act and shall not be disclosed without the consent of the individual to whom it relates, except in limited circumstances (eg. – information harmful to national security, defence and foreign relations).

The Access to Information Act does not apply to information that is already available publicly, such as publications or material in libraries and museums. In addition, the Act cannot give you access to records that are not controlled by CDIC or another government institution.

Appeals

If information is not disclosed to you, you will be advised by CDIC which exemption has been applied to the document. If you do not agree with the exemptions which have been applied to the documents, you may file an appeal with the Office of the Information Commissioner for review of the exemption. There may be cases where contacting the ATIP Coordinator of CDIC can resolve issues without formal complaints.

Complaints

You may contact the Office of the Information Commissioner if you wish to file a complaint concerning the processing of your request under the Access to Information Act. Your complaint must be made within one year of the date CDIC received your written request.

All complaints are investigated confidentially by the Office of the Commissioner. There are no costs involved. Your identity will be known only to the staff who investigate your complaint and to CDIC officials, who must respond to the Commissioner’s investigation.

Principles for Assisting Applicants

In processing your request under the Access to Information Act, or Privacy Act, we will:

• process your request without regard to your identity.
• offer reasonable assistance throughout the request process.
• provide information on the Access to Information Act and the Privacy Act, including information on the processing of your request and your right to complain to the Information Commissioner or Privacy Commissioner of Canada.
• inform you as appropriate and without undue delay when your request needs to be clarified.
• make every reasonable effort to locate and retrieve the requested records under the control of CDIC.
• apply limited and specific exemptions to the requested records.
• provide accurate and complete responses.
• provide timely access to the requested information.
• provide records in the format and official language requested, as appropriate.
• provide an appropriate location on CDIC‘s premises to examine the requested information.

Completed Access to Information requests

We post summaries of completed Access to Information (ATI) requests processed by our Access to Information and Privacy Office.

You will be able to search the summaries of completed Access to Information (“ATI”) requests and request a copy of the records at no cost from the Open Government Completed Access to Information Requests.

Privacy Impact Assessments

Privacy Impact Assessments ensure that all new or substantially modified activities involving the collection, use, retention and disclosure of personal information are conducted in accordance with the Privacy Act.

2015 – Regulatory Reporting System (RRS)

Summary

The Privacy Impact Assessment (“PIA”) is a joint initiative undertaken by the Bank of Canada, Canada Deposit Insurance Corporation (“CDIC”) and the Office of the Superintendent of Financial Institutions (“OSFI”) (collectively referred to as “the Agencies” or individually as an “Agency”), concerning the Regulatory Reporting System (RRS). It collects, validates and maintains financial and corporate data and returns filed by federally regulated financial institutions and private pension plans, required by law to do so. While operational since 1998, the Agencies have determined to comprehensively replace the Tri-Agency Database System’s (TDS) capabilities to better meet the needs of users, clients and downstream systems.

Some of the significant objectives of the TDS renewal and RRS redevelopment initiative were to:

• reduce the effort required to introduce or modify returns and reduce the time required to accept, validate and distribute a larger volume of regulatory information;
• integrate the collection and validation of deposit taking institutions, insurance and private pension plans regulatory filings into a single system;
• simplify administration of filer accounts and communication;
• permit the use of a self-service model for filers and users, including contact management, password maintenance and client communication; and
• facilitate interactions between the RRS application and downstream systems to allow faster and improved access to information and data.

The PIA was completed to adequately assess and address the privacy implications involved with the new software (RRS) and to fulfill OSFI and CDIC’s obligations under the Treasury Board of Canada directive on PIAs.

The PIA concluded that the implementation of the RRS does not require specific recommendations with respect to improving the collection, use or disclosure of the minimal personal information collected. Much of that information is often made publicly available by the institutions submitting the filings.