Directory of Personal Information Banks

1

Various offices of the public body

Name, office telephone number, fax number, office name and address, e-mail address, and position title.

Employees of the public body.

Directing calls, visitors and mail to appropriate staff.

Public Service Act, Freedom of Information and protection of Privacy Act

2

Accounting Branches or Financial Services

May include name, organizational unit, mailing address, telephone number, fax number, employee number, classification/occupation, kilometers travelled, purpose of travel, and other expenses claimed.

Alberta public body employees and non-public employees (i.e. contracted staff, job applicants) submitting a personal expense claim.

To process expense claims.

Public Service Act, Freedom of Information and Protection of Privacy Act

3

Various Program Areas

Name, home and business addresses, home and business telephone numbers, cell phone number, fax number, e-mail address, banking information, contracts, and contractor’s invoices.

Individuals who are under contract or agreement to provide products or services to the public body.

To manage the contract or agreement arrangements of payments upon delivery of products or services.

Financial Administration Act, Freedom of Information and Protection of Privacy Act

4

Accounting Branches or Financial Services

Name, address, telephone numbers, e-mail address, financial information, amount paid or outstanding.

Individuals who pay or owe money to the Government of Alberta.

To collect outstanding revenue or repay overpayments.

Financial Administration Act, Freedom of Information and Protection of Privacy Act

5

FOIP Unit

Name (including former names of the person making the request), address, telephone number, cell phone number, fax number, email address, description of information requested and/or reasons and evidence to correct information, fees paid, banking information, correspondence, and copies of requested records.

Individuals submitting requests under the Act, including individuals acting on behalf of another person (third parties).

Respond and process requests, compile statistics.

6

Various offices of the public body

May include name, address, telephone number, fax number, e-mail address, and other personal information included by the originator within the content of the correspondence.

Individuals requesting information or a response from a public body senior executive.

To manage receipt of, and responses to, correspondence, inquiries, and briefings.

7

Human Resources, personnel branches or job locations.

May include name, birth date, gender, social insurance number, home and office addresses, home and office telephone numbers, cell phone number, fax number, email address, employment authorization, employee identification number, resume/application for employment, official oath, education and employment history, appointment records, performance appraisals, employee relations, attendance records, pay and benefits information, staff development and training, learning accounts, occupational health and safety, employee assistance, medical board records, health and life insurance records, employee conflict of interest disclosure statements, grievances, recognition awards, job classification, professional association memberships and certifications, security clearance, parking/building passes, employee authentication log-on, and other personal data related to employment.

Alberta public body employees.

Record the employee's work history and payroll/benefit transactions.

8

Human Resources or Personnel Branches.

May include name, home and office addresses, home and office telephone numbers, cell phone number, fax number, e-mail address, application form, resume, references, samples of work, job advertisement, screening and evaluation results, regret letters to interviewed candidates, and appointment of successful candidate.

Applicants for Alberta public body employment opportunities.

Document the hiring process and provide statistical data.

9

Alberta Seniors Benefit Program area

May include name, address, telephone number(s), gender, Social Insurance Number, date of birth/age, Personal Health Number, residence type, bank account information (if provided), trustee contact information (if required), income, Old Age Security eligibility, date of entry in Alberta (if applicable), home ownership information, correspondence with clients

Senior citizens, non-senior spouses, non-senior dependants, senior’s trustees

Determine eligibility of seniors to receive benefits, manage payments/recoveries

Senior Benefit Act/Regulations, Freedom of Information and Protection of Privacy Act, Health Information Regulation

10

Client and Information Services Branch

Name, address, telephone number(s), salutation, Social Insurance Number, Personal Health Number

Interested individuals in Seniors Program

Disseminate information to individuals interested in Seniors Programs, survey client satisfaction

Senior Benefit Act/Regulations, Freedom of Information and Protection of Privacy Act, Health Information Regulation

11

RAMP Program Area

Names, address, birth date, Social Insurance Number, Personal Health Number, contact information, income tax information of applicant, spouse, tenants, and landlords.

Applicants for RAMP grants

Manage the RAMP grant program

12

Various offices, Delivery Services Division

May include name, address, residence type, telephone number(s), gender, date of birth (DOB), Social Insurance Number (SIN), marital status, asset and income information, Personal Health Number (PHN), employment information, spouse information (name, phone number, DOB, SIN, PHN), dependant information (name, gender, DOB, PHN), bank account information, medical records, need substantiation, CRA income information, current month payment cheque number and amount paid to client, pay history, education, occupation, employment history, investigation reports.

AISH clients, AISH client spouses, AISH client dependants, Financial Administrators.

Determine eligibility of potential AISH clients to receive benefits.

Assured Income for the Severely Handicapped Act, Assured Income for the Severely Handicapped General Regulation, Applications and Appeals (Ministerial) Regulations, Adult Interdependent Relationship Act, Administrative Procedures Act, Financial Administration Act, Freedom of Information and Protection of Privacy Act, Health Information Regulation

13

Office of the Public Guardian

Personal history of clients including, name, birth date, sex, address, First Nation status, medical information, financial information, legal proceedings (including for guardianship), court orders, assessment reports and related correspondence

Clients, trustees, public guardians, private guardians, cohorts

Ensure the appropriate surrogate decision making mechanisms are available.

Adult Guardianship and Trusteeship Act, Adult Guardianship and Trusteeship Regulation, Freedom of Information and Protection of Privacy Act

14

Office of the Public Guardian

Name, sex, address, telephone number, Personal Health Number (optional), birth date, email address, date of last personal directive, certificates issued under the Mental Health Act

Makers, agents, approved service providers and their authorized users, clients, guardians, trustees, decision makers

Provide authorized users with a Maker’s Agents contact information in the event a Maker is no longer able to make medical decisions.

Personal Directives Act, Personal Directives (Ministerial) Regulation, Mental Health Act, Freedom of Information and Protection of Privacy Act, Health Information Act

15

Office of the Public Guardian

Copies of orders made or continued under the Adult Guardianship and Trusteeship Act, certificates of incapacity continued under the Public Trustee Act, any documents or information prescribed by the regulations

Clients, guardians, trustees, co-decision-makers

To determine whether an adult is the subject of a co-decision-making, guardianship or trusteeship order; to determine whether a co-decision-making, guardianship or trusteeship order has been reviewed in accordance with the terms of the order; to exercise the powers and carry out the duties of the Public Guardian or Public Trustee under the Adult Guardianship and Trusteeship Act and the Adult Guardianship and Trusteeship Regulation

Adult Guardianship and Trusteeship Act, Adult Guardianship and Trusteeship (Ministerial) Regulation, Adult Guardianship and Trusteeship Regulation, Transitional (Applications Made in Conformity with the Dependent Adults Act; Certificates of Incapacity) Regulation, Freedom of Information and Protection of Privacy Act

16

Regional Community Boards and PDD Branch Office

Personal history of individuals including name, address, telephone number, gender, date of birth, bank account information (if required for deposit), trustee (if required), assessment information, guardianship documents, consent forms, service agreements and plans

Individuals served, guardians, trustees, family members, other stakeholders and service providers

Determine eligibility for PDD supports and level of supports required; case management related to providing PDD supports and monitoring.

Persons with Developmental Disabilities Community Governance Act, Persons with Developmental Disabilities Community Governance (Ministerial) Regulation, Freedom of Information and Protection of Privacy Act

17

Protection for Persons in Care

Complaint investigation files contains the file number, alleged abuser(s)’s (if known) names, address, telephone number, employer name (if employed at the site of abuse); alleged victim’s name, address, telephone number, age, gender, guardian/representative’s name and phone number; the reporter’s name, address, telephone number, relationship to victim, employer name and occupation; witness’ names, address, telephone number, employer name and occupation (if employed at the site of abuse); preliminary and investigation reports that details the complaint, investigation, and findings; decision reports; correspondence with reporter, investigator, alleged abuser, and guardian.

Reporter or Complainant, alleged abuser(s), alleged victims, guardians of alleged victims, witnesses

Investigate complaints

Protection of Persons in Care Act, Freedom of Information and Protection of Privacy Act

18

Health Related Supports

Client’s name, mailing address, telephone number, Personal Health Number (PHN), date of birth, Social Insurance Number (SIN), client’s sex, client’s resident type, client’s benefit information and needs including wheelchair and/or equipment, spouse’s name, spouse’s date of birth, spouse’s telephone number, spouse’s PHN, spouse’s SIN, parent/guardian’s name, parent/guardian’s telephone number, parent/guardian’s date of birth, parent/guardian’s SIN, trustee/power of attorney’s name, trustee/power of attorney’s telephone number, trusteeship, guardianship or power of attorney documents, authorizer’s (health professional) name and contact information

Clients, clients’ spouses

Determine if clients qualify for authorized benefits and/or cost-sharing exemption

Alberta Aids to Daily Living and Extended Health Benefits Regulation, Public Health Act, Freedom of Information and Protection of Privacy Act, Health Information Regulation

19

Communications

Nominee’s name, address, telephone number, e-mail address, nominator’s name, address, telephone number, e-mail address, letters of support for the nominee, a summary of the nominee’s volunteer services, photographs that detail the nominee’s volunteer service

Nominees, nominators

To recognize volunteers who provide direct support to seniors

20

Quality Assurance Unit

Identifying information of person accused of fraudulent use of benefit programs that may include name, birth date, address, and/or telephone number. Other information maintained includes any and all records that are required for the criminal investigation which could include, but not limited to, witness statements, arrest warrants, and investigation reports.

Clients, family members, witnesses, report agencies

Information is used for criminal investigation regarding allegations/complaints on misuse/fraud of benefit programs

Alberta Evidence Act, Criminal Code of Canada, Government Organization Act, Assured Income for the Severely Handicapped Act, Freedom of Information and Protection of Privacy Act

21

PDD Appeal Secretariat

The name, address, telephone number, and e-mail address of the appellant (or guardian or agent of an appellant) who is affected by a decision of a PDD Community Board, a description of the decision that is being appealed and reasons for the appeal, the appeal file number, submissions from the appellant and the PDD Community Board to the Appeal Secretariat

Appellants, authorized representatives of the appellant including guardians and agents

For the PDD Appeal Secretariat to review decisions by the PDD Community Board and to uphold, vary, or reverse decisions by the PDD Community Board that affects services that may be received by the appellant.

Persons with Developmental Disabilities Community Governance Act, Persons with Developmental Disabilities Community Governance (Ministerial) Regulation, Administrative Procedures and Jurisdiction Act, Freedom of Information and Protection of Privacy Act