Info Source: Sources of Federal Government and Employee Information
Appendix I: Institution-Specific Personal Information Banks
Allan Memorial Institute Depatterned Persons Assistance Plan
Description: This bank contains information on individuals who have made application for an ex-gratia payment of $100,000 and who were former patients of Dr. Ewen Cameron at the Allan Memorial Institute and underwent a treatment termed "depatterning". The Plan was established by Order-in-Council (Privy Council #1992-2302, November 16, 1992) and terminated on January 31, 1994. This bank contains application forms identifying the individual information, release forms and other administrative documentation.
Class of Individuals: Individuals who have made applications for payment under the criteria set out in the Order-in-Council.
Purpose: The information was used in the administrative and operation activities required in carrying out the Government of Canada's responsibilities under the Order-in-Council.
Consistent Uses: No consistent use.
Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records.
RDA Number: 2011/006
Related Record Number: JUS LS 104
TBS Registration: 003497
Bank Number: JUS PPU 135
Central Registry of Divorce Proceedings
Description: This bank contains information obtained from the Registration of Divorce Proceeding Forms and Disposition Reports received from provincial and territorial courts with respect to details of divorce proceedings. Personal information of the parties to the divorce proceedings may include surname(s) at birth and given name(s), date(s) of birth, date of marriage, date of application for divorce, date and disposition of the divorce proceeding.
Class of Individuals: Persons who filed for divorce in a Canadian court.
Purpose: The information in this bank is maintained in accordance with the Central Registry of Divorce Proceedings (CRDP) Regulations for the purpose of informing the court registrars of the existence of duplicate divorce proceedings for the same parties to the same marriage and to thereby assist the courts in determining jurisdiction, pursuant to section 3 of the Divorce Act.
Consistent Uses: This information may also be shared back with court registrars that originally submitted the data, with the Office of the Minister of Justice Canada on behalf of the constituent that has filed for divorce and within the Department of Justice Canada for research and reporting purposes.
Retention and Disposal Standards: Textual records are retained for one year after input into the electronic databank and electronic records are maintained for the life of the program or for the length of time that it is administered by the Department, after which the records are then destroyed or transferred to Library and Archives Canada for historical purposes.
RDA Number: 2011/006
Related Record Number: JUS JSS 101
TBS Registration: 002274
Bank Number: JUS PPU 005
Legal Proceedings and Services
Description: This bank contains information relating to legal proceedings and services provided to all federal departments and most government agencies and institutions. The information is used to provide legal advice and representation in a practice which ranges across many areas of law, including administrative, constitutional, torts, contract, debtor-creditor, commercial and real estate, employment, family, immigration, Indigenous and tax law. The type of personal information that may be collected therefore depends on the subject matter of the file at hand. In particular, the social insurance number (SIN) may be included as part of the information transmitted by other federal institutions authorized to collect it, such as in some cases involving the Canada Revenue Agency or the Department of Employment and Social Development Canada. It may also contain personal information from social media and other internet sites for purposes of civil litigation. This may include a person’s name, contact information, personal preferences and interests, personal views, comments or opinions.
Class of Individuals: Canadians, persons present in Canada, and persons who have been involved in civil litigation involving the federal government.
Purpose: The material in this bank is retained in order to enable the Department of Justice Canada to carry out its duties as legal advisor to the federal government pursuant to sections 4 and 5 of the Department of Justice Act.
Consistent Uses: A large part of the information contained in the bank is obtained from other federal institutions, as authorized by subsection 8(2)(d) of the Privacy Act.
Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records. Aboriginal, Real Property & Land files as defined by the 2011/006 retention schedule are retained for 25 years after the file closes and transferred to the Library and Archives Canada.
RDA Number: 2011/006
Related Record Number: JUS LS 100 and JUS LS 104
TBS Registration: 002704
Bank Number: JUS PPU 010
Family Orders and Agreements Enforcement Assistance
Description: This bank contains information on individuals who are in default of family support orders or agreements or are in breach of familial obligations. It contains identifying information, as well as applications submitted by provincial authorities for tracing such persons, for the garnishment of federal payments owed to them, and for the denial or suspension of federally issued licences including passports. It also contains records of federal payments to such individuals that were diverted in compliance with a garnishee summons. The application form includes a request for the social insurance number (SIN) of the person being traced or garnished or whose licence is to be denied or suspended. Since the form is part of the regulations, this is a use authorized by statute and regulations.
Class of Individuals: Individuals who are in default of family support orders or agreements, or who are in violation of custody or access rights.
Purpose: The information in this bank is maintained to carry out the federal government's responsibilities under the Family Orders and Agreements Enforcement Assistance Act and related regulations, namely the Release of Information for Family Orders and Agreements Enforcement Regulations, the Family Support Orders and Agreements Garnishment Regulations and the Denial of Licences for Family Orders and Agreements Enforcement Regulations. The information is used by authorized organizations to locate individuals in default of family obligations, to comply with legal garnishee summonses served on the Crown and to deny or suspend federal licences.
Consistent Uses: This information is in accordance with the Act and regulations, which provide for the search of designated federal data banks for matching and compiling data in the administration of the tracing, interception, and licence denial schemes. The designated banks are from Employment and Social Development Canada, the Social Insurance Number Registry, the Canada Revenue Agency, Immigration, Refugees and Citizenship Canada and Transport Canada . Some of the information may also be shared with the applicants, Public Trustees acting on behalf of the individual concerned, the office of the Minister of the Department of Justice Canada on behalf of a constituent and the Family, Children and Youth Section research and monitoring purposes in accordance with the Privacy Act.
Retention and Disposal Standards: Paper information is retained for a period of 24 calendar years from the time of receipt, after which they are destroyed. Electronic records are kept until related applications have expired or have been cancelled or at a minimum for a period of 5 years and are thereafter archived for a period of 7 years, after which they are destroyed or transferred to Library and Archives Canada as historical records.
RDA Number: 2011/006
Related Record Number: JUS JSS 101
TBS Registration: 001870
Bank Number: JUS PPU 125
Federally Appointed Judges
Description: This bank contains information on federally appointed judges prepared and provided by the Office of the Commissioner for Federal Judicial Affairs, which operates at arm's length from the Department of Justice Canada, including lists of: current federally appointed judges, their dates of birth, the courts on which they sit and the dates of their appointment; current and future vacancies; women judges; judicial appointments; elevations and transfers; and press releases issued to announce appointments and elevations of judges. Some records include material compiled from public sources concerning potential candidates for appointment to the Supreme Court of Canada prior to 2007.
Class of Individuals: Federally appointed judges and potential candidates for appointment.
Purpose: The information is collected and disclosed to the Department by the Commissioner for Federal Judicial Affairs pursuant to section 74(1) of the Judges Act in order to: provide statistical information for court profiles; to assess the adequacy of judicial resources and predict vacancies; to monitor the representation of women in the federal judiciary; and to provide advice to the Minister of Justice Canada.
Consistent Uses: The information in this bank is used to assist the Department in providing legal and policy advice on matters relating to the judiciary and judicial institutions to the Commissioner as well as to the Minister and Deputy Minister of the Department, as required.
Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records.
RDA Number: 2011/006
Related Record Number: JUS LS 102
TBS Registration: 003916
Bank Number: JUS PPU 160
Garnishment Registry
Description: This bank contains information on federal public servants and contractors who are subject to salary garnishment and other remuneration. It contains the surname(s), given name(s), the date of birth, residential address, the social insurance number, financial information on the nature and amount of debts owed, the employment status of the civil servant or contractor, court orders, garnishment summonses and administrative documentation.
Class of Individuals: Federal public servants and contractors who are subject to salary garnishment and other remunerations in accordance with relevant legislation.
Purpose: To fulfill the Department of Justice Canada's responsibility to administer Part I, Division I of the Garnishment, Attachment and Pension Diversion Act and the Garnishment and Attachment Regulations.
Consistent Uses: This personal information may be shared with the respective government departments and/or agencies that employ individuals or contractors subject to Part I, Division I of the Act (in accordance with standard personal information bank Pay and Benefits, PSE 904).
Retention and Disposal Standards: The records are retained for 12 years from the time that the garnishment proceeding has ceased and are then destroyed.
RDA Number: 2011/006
Related Record Number: JUS JSS 101
TBS Registration: 003914
Bank Number: JUS PPU 150
Grants and Contributions
Description: This bank contains information on projects submitted for financial assistance or funded under the terms and conditions of various Department of Justice Canada grants and contributions funds. The Department administers a discretionary fund designed to promote and implement selected reforms in the justice system. Funds are available to individuals, Canadian or international non-profit organizations, provincial or territorial governments, regional or municipal governments, universities, bands and tribal councils for the development of short-term, non-recurrent initiatives. The bank contains project-specific information including the name and address of the funding applicant, project description, time frames, financial data, etc.
Class of Individuals: Individuals and members of private and government organizations who have submitted requests for financial assistance.
Purpose: The information is used to evaluate the merits of the proposals and to monitor the progress of funded projects.
Consistent Uses: The information may be used for reporting purposes, the recovery of debt, audit risk assessments, the verification of stacking limits and Parliamentary inquiries.
Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records. Aboriginal, Real Property & Land files as defined by the 2011/006 retention schedule are retained for 25 years after the file closes and transferred to the Library and Archives Canada.
RDA Number: 2011/006
Related Record Number: JUS JSS 107, JUS JSS 108, JUS JSS 109, JUS JSS 110, JUS JSS 111, JUS JSS 112, JUS JSS 113, JUS JSS 114, JUS JSS 115, JUS JSS 116, JUS JSS 117, JUS JSS 118, JUS JSS 119, JUS JSS 121, JUS JSS 122, and JUS JSS 123
TBS Registration: 003918
Bank Number: JUS PPU 165
Financial Assistance for Individual Victims Under the Victims Fund
Description: The Victims Fund provides grants and contributions to support projects and activities that encourage the development of new approaches, promote access to justice, improve the capacity of service providers, foster the establishment of referral networks, and/or increase awareness of services available to victims of crime and their families. The financial assistance components under the Victims Fund aim to reduce financial hardship on victims. Through the Financial Assistance component under the Victims Fund, direct financial assistance is provided to Canadians. Funding is allocated based on the eligibility of a funding application.
This bank contains information on individuals who apply for and receive funding assistance. It contains the names, contact information, year of birth, status of applicant (victim or support person), direct deposit form, passport number, expiry date and image (photocopy), personal and travel insurance confirmation, status in country where crime occurred and name of country, victimization type, description of crime and expenses, name of offender, history of applications, financial information, medical information, affidavit, declaration form, consent form, and police reports.
Class of Individuals: Applicants may include Canadians who are victims of a serious violent crime abroad; family members of a Canadian victim of homicide; victims who are ill or incapacitated as a result of their victimization; parents or guardians of children under 18 who are deceased, ill, or incapacitated due to victimization; victims or family members applying for financial assistance to attend a parole hearing; and support persons accompanying victims or family members for the purpose of providing assistance.
Purpose: The information is used to determine the eligibility for travel funding assistance. Personal information is collected pursuant to the Department of Justice Act.
Consistent Uses: Information is shared with the Parole Board of Canada for confirming eligibility (Conditional Release Openness and Accountability (Victims, Observers and Requests for Access to the Decision Registry PBC PPU 015)). Information is shared with Global Affairs Canada for confirming eligibility (GAC PPU 010, GAC PPU 032). Information may also be used or disclosed for evaluation, reporting, anonymous questionnaires, safety, security and program monitoring.
Retention and Disposal Standards: Records are retained for 10 years after the file closes, after which they are destroyed.
RDA Number: 2011/006
Related Record Number: JUS JSS 114 and PRN 914
TBS Registration: 20250350
Bank Number: JUS PPU 035
Legal Agents
Description: This bank contains information on private sector law practitioners appointed as legal agents of the Minister of Justice Canada in order to carry out advisory and litigation activities on behalf of the Department of Justice Canada. Personal information includes the name of the agent, contact, biographical, education and financial information, membership status with a law society or the Chambre des notaires as well as the year of call to the bar.
Class of Individuals: Private sector law practitioners appointed by the Minister of Justice as legal agents.
Purpose: Personal information is used to appoint and manage legal agents and is collected in order to fulfill the Minister's mandate pursuant the Department of Justice Act as well as to the Department's Policy on Contracting for Legal Services and Legal Agent Appointments.
Consistent Uses: No consistent use.
Retention and Disposal Standards: Records are retained for 6 years and are then destroyed.
RDA Number: 2011/006
Related Record Number: JUS LS 100 and JUS LS 104
TBS Registration: 001655
Bank Number: JUS PPU 025
Prosecution and Related Criminal Matters
Description: The information contained in this bank is used to provide legal advice and representation in criminal prosecutions and other criminal matters. The bank contains information on prosecutions for infractions of federal statutes within the jurisdiction of the Attorney General of Canada, extradition to and from Canada, mutual legal assistance cases and mercy of the Crown proceedings. The information is compiled from a number of sources both Canadian and foreign. Considering the sources of personal information compiled, the social insurance number (SIN) is in some cases part of the information transmitted by other institutions authorized to collect it.
Class of Individuals: Canadians, persons present in Canada, and persons who have been the subject of prosecution, extradition to and from Canada, mutual assistance, or mercy of the Crown proceedings.
Purpose: The material in this bank is used to enforce or administer federal statutes (such as the Controlled Drugs and Substances Act, the Customs Act and the Excise Act) and for the implementation of Canada's obligations under the Extradition Act and the Mutual Legal Assistance in Criminal Matters Act.
Consistent Uses: The greater part of the information contained in the bank is obtained from other federal institutions, provincial, municipal, and foreign governments, as authorized by subsection 8(2)(d) of the Privacy Act.
Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records. Aboriginal, Real Property & Land files as defined by the 2011/006 retention schedule are retained for 25 years after the file closes and transferred to the Library and Archives Canada.
RDA Number: 2011/006
Related Record Number: JUS LS 104
TBS Registration: 002705
Bank Number: JUS PPU 015
Recruitment and Staffing Activities Using Virtual Staffing Tools
Description: This bank describes information about recruitment and staffing activities, initiated through the Public Service Commission and involving a third-party application service provider to optimize assessment through virtual staffing tools, such as video/audio recording, where chosen by the candidate. Personal information may include name, contact information, video/audio interviews or administered knowledge tests, assessment/test results, biographical information, educational information, employee identification number, employee personnel information, official language proficiency, IP address, opinions and views of, or about, individuals, and signatures.
Note: Individuals requesting information described by this bank should provide a selection process number if applicable.
Class of Individuals: Individuals who participate in a staffing process with the Department of Justice Canada (JUS), as well supervisors of candidates and individuals who provide references for candidates.
Purpose: Personal information used to administer recruitment and staffing activities for JUS. Personal information is collected pursuant to the Public Service Employment Act, the Employment Equity Act, and the Canadian Human Rights Act (section 16).
Consistent Uses: Information may be disclosed to the Public Service Commission, Treasury Board Secretariat and other government institutions for auditing, recruitment, employment equity, and staffing purposes, including complaints (refer to Institution-Specific Personnel Information Banks: for the Public Service Commission of Canada: Applicant Profiles, Applications and Referrals - PSC PPU 015; Assessment by the Personnel Psychology Centre - PSC PCU 025, Executive Resourcing - PSC PCE 746, Analytical Environment - PSC PCE 761, and Investigations - PSC PPU 010; for Treasury Board of Canada Secretariat: Employment Equity Data Bank (EEDB) - TBS PCE 739 and Workforce Adjustment Monitoring (WFAM) System - TBS PCE 804). Information relating to staffing complaints may be shared with the Public Service Commission (refer to Institution-Specific Personnel Information Bank Investigations - PSC PPU 010) and the Federal Public Sector Labour Relations and Employment Board, when required. On request, selected information may be disclosed to a participant in a staffing process. Information may also be shared with third-party service providers to manage recruitment activities. Information may also be used or disclosed for human resources planning and studies (refer to Standard Personal Information Bank Human Resources Planning - PSU 935) and staffing decisions may also be described in Standard Personal Information Bank Employee Personnel Record - PSE 901, Applications for Employment – PSU 911, Staffing - PSE 902 and Personnel Security Screening - PSU 917. Voluntary self-identification information relating to employment equity programs and services is also described in Standard Personal Information Bank Employment Equity and Diversity - PSE 918. The information may be used to create staffing pools of qualified candidates available for similar positions, at JUS or other federal government organizations. Information may also be used or disclosed for program evaluation, reporting purposes and statistical analysis.
Retention and Disposal Standards: The personal information obtained as part of the staffing process is held for five years past the last administrative action, and then destroyed. Some information about the qualified candidate who is appointed is transferred to their personnel file (standard Personal Information Bank, Employee Personnel Record).
RDA Number: 2011/006
Related Record Number: JUS IS 100
TBS Registration: 20250020
Bank Number: JUS PPU 020
Appendix II: Institution-Specific Classes of Personal Information
Social Media Monitoring
Description: This class describes personal information inadvertently collected using a third-party social media monitoring software. The Department of Justice uses social media and digital media monitoring tools that provide it with the capability to view publicly available information on social and digital media. This initiative allows for research and analysis of issues relevant to the Department to allow for better understanding of current opinion on specific Justice issues for the purposes of identifying trends, informing communications activities, and creating communications products. Such information may include name, username, profile picture or avatar, location, and personal views and opinions as posted by the individual on social media. While this activity may inadvertently collect personal information, it is not used for administrative purposes. Note, the tool provides a link to the user’s external social media profile and additional personal information may be visible directly from the social media site if it was made public by the user.
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