Access to Information and Privacy

The Access to Information Act gives every Canadian citizen, permanent resident, individual or corporation in Canada the right to request access to records that are under the control of federal government institutions, regardless of their format.

The purpose of the Privacy Act is to protect the privacy of individuals with respect to their personal information. This Act governs the federal government’s collection, retention, use and disclosure of that information. It also provides individuals with a right of access to their personal information.



How to Make an Access to Information Request

To make an Access to Information request for information held by the Parole Board of Canada, you may complete the Access to Information Request Form or send a letter to the ATIP division mentioning the Act and describing the information you are seeking.

For requests for information held by other government institutions, please refer to the list of departmental Access to Information and Privacy Coordinators.

An application fee of $5 applies and additional costs may be charged. You may send your application fee in the form of a cheque or money order made payable to the Receiver General for Canada.

The application fee entitles you to five hours of search and preparation time for the requested records. You will be notified in advance if there are additional costs and you may be asked to make a deposit.

If you need advice on how to complete an Access to Information request, contact the Access to Information and Privacy Division.

Phone: 613-954-5946
Fax: 613-957-3241
Email: ATIP-AIPRP@pbc-clcc.gc.ca

Please send your Access to Information request to the following address:

Access to Information and Privacy Division
Parole Board of Canada
410 Laurier Avenue West
Ottawa, Ontario
K1A 0R1


How to Make a Personal Information Request

To access your personal information held by the Parole Board of Canada, you may complete the Personal Information Request Form or send a letter to the ATIP division mentioning the Act and describing the information you are seeking.

For requests for information held by other government institutions, please refer to the list of departmental Access to Information and Privacy Coordinators.

There is no charge for information under the Privacy Act.

In addition, if you are requesting personal information that does not concern you, you must include a consent form indicating the name of the person giving his or her consent and to whom consent is being given. The consent must be dated and signed by the person giving the consent.

If you need advice on how to complete a Privacy Request, please contact the Access to Information and Privacy Division.

Phone: 613-954-6547
Fax: 613-957-3241
Email: ATIP-AIPRP@pbc-clcc.gc.ca

Please send your Privacy request and any consent documents to the following address:

Access to Information and Privacy Coordinator
Parole Board of Canada
410 Laurier Avenue West
Ottawa, Ontario
K1A 0R1


Timeframe for Responding to Access and Privacy Requests

The legislated timeframe for responding to an Access to Information or Privacy request is 30 calendar days.
The Access to Information Act permits an institution to extend the time limit to respond to a request beyond the initial 30 days if:

  • the request is for a large number of records or requires a search through a large number of records, and the original time limit would unreasonably interfere with the operations of the institution;
  • external consultations are necessary and cannot reasonably be expected to be completed within the original time limit; or
  • notice to a third party is required to advise him or her that his or her information is the subject of a request.

The Privacy Act permits an institution to extend the time limit to respond to a request for a maximum of 30 calendar days beyond the initial 30 days if:

  • the original time limit would unreasonably interfere with the operations of the institution; or
  • consultations are necessary and cannot reasonably be expected to be completed within the original time restriction.

Principles on Assistance to Applicants

With the passing of the Federal Accountability Act, section 2.1 was added to the Access to Information Act which states:

“The head of a government institution shall, without regard to the identity of a person making a request for access to a record under the control of the institution, make every reasonable effort to assist the person in connection with the request, respond to the request accurately and completely and, subject to the regulations, provide timely access to the record in the format requested.”

While an equivalent section was not added to the Privacy Act, the Parole Board of Canada nonetheless undertakes to process requests under both the Access to Information Act and the Privacy Act by:

  1. Processing your request without regard to your identity.
  2. Offering reasonable assistance throughout the request process.
  3. Providing information on the Acts including information on the processing of your request and your right to file a complaint to the Information Commissioner of Canada and the Privacy Commissioner of Canada.
  4. Informing you as appropriate and without undue delay when your request needs to be clarified.
  5. Making every reasonable effort to locate and retrieve the requested records under the control of the Department.
  6. Applying limited and specific exemptions to the requested records.
  7. Providing accurate and complete responses.
  8. Providing timely access to the requested information.
  9. Providing records in the format and official language requested as appropriate.
  10. Providing an appropriate location within the Department where you can examine the information if you choose to do so.

Completed Access to Information Requests

The Parole Board of Canada posts summaries of completed Access to Information requests processed by its Access to Information and Privacy (ATIP) Office.

The following list contains summaries of completed Access to Information requests since January 2011. The list is provided in chronological order, by the month and year that the records were released, and by request number. Please note that this list is not all-inclusive. Requests transferred to another government institution, abandoned, processed informally, or containing primarily personal information have not been included.

If you wish to obtain a copy of the records released in response to any of these requests informally, you may write to us at the following address. Please include your full name, complete mailing address as well as the request number(s).

Parole Board of Canada
Access to Information and Privacy Coordinator
410 Laurier Avenue West, 7th Floor
Ottawa, Ontario  K1A 0R1

You may also fax your request to 613-957-3241.

The records will be released in the form that they were released under the Access to Information Act including the format, language and any exemptions or exclusions that were applied at the time of release. Please note that while the summaries are available in both official languages, the responsive records are available only in the language in which they were originally created.

2014

2013

2012


Annual Access to Information and Privacy Annual Reports


Privacy Impact Assessments

PIA Summary for the Documentum Interim E-file Project


Frequently Asked Questions

Q.1: What is the difference between an information request and a privacy request?

A: An information request can be made by an individual for the right of access to information about programs and activities in federal government records. An application fee of $5.00 is required to process these requests, and additional fees may be charged. A privacy request is made by an individual (or their representative with consent) for access to their personal information held by the government. There are no fees attached to privacy requests.

Q.2: What is a record?

A: A record is defined in the Access to Information Act as any documentary material, regardless of medium or form.

Q.3: What information is available under the Access to information and Privacy Act?

A: Most government information is available. Major exceptions are Cabinet documents and information that could be injurious to Canada’s security or economy, federal-provincial relations and international affairs. Information about individuals may be disclosed only with their consent or if it is found to be in the public interest. Individuals can obtain their personal information under the Privacy Act.

Q.4: What is the fee for an Access to Information request?

A: Each request filed under the Access to Information Act requires a $5.00 application fee. A requester can pay by either cheque or money order made payable to the Receiver General for Canada. There may also be additional fees if copying, computer processing or further search and preparation time is required. (The first five hours of search and preparation are free).

Q.5: What is the fee for a Privacy request?

A: There are no fees under the Privacy Act.

Q.6: Who can make a request for access to information?

A: Canadian citizens, permanent residents and any individual present in Canada can make a request under the Access to Information Act. Individuals who are none of the above can ask a representative, who is a Canadian citizen or permanent resident, to make a request on his/her behalf, provided there is written consent.


Q.7: Who can make a request for personal information?

A: According to the Act, the following individuals can make a privacy request:

  • Canadian Citizen or permanent resident
  • An offender within the meaning of Part I of the Corrections and Conditional Release Act who is not a Canadian citizen or a permanent resident
  • All individuals present in Canada

Q.8: Will my Access to Information or Privacy request be processed faster if I submit it through a representative?

A: If you choose to hire a representative, your application will not be given special attention, nor can you expect faster processing. The Government of Canada treats everyone equally, whether they use the services of a representative or not.

The use of a representative to assist in the completion of your Access to Information or Privacy application is a personal choice. Please note that the Government of Canada does not recommend or endorse any individual representative. You may contact our ATIP Division for any assistance.


Related Links

Access to Information Act

Privacy Act

Info Source Publication – Sources of Federal Government and Employee Information

Office of the Privacy Commissioner of Canada

Office of the Information Commissioner of Canada

Policy on Access to Information

Directive on the Administration of the Access to Information Act

Policy on Privacy Protection

Directive on Privacy Practices

Directive on Privacy Request and Correction of Personal Information