Personal Information Banks (PIBs) are descriptions of personal information that are maintained by government institutions about individuals, in support of specific programs and activities. The Privacy Act requires that Personal Information Banks include all personal information that is organized and retrievable by a person's name or by an identifying number, symbol or other particular assigned only to that person. Personal Information Banks must also include personal information that has been or is being used or is available for use for an administrative purpose.
Please see the Treasury Board Secretariat Glossary of Terms for descriptions of the various types of Personal Information Banks and an explanation of their contents.
Below is a list of Transport Canada’s institution specific PIBs.
List of Personal Information Banks
Medical Assessments
Description: This bank describes information that is related to personal medical assessments for civil aviation and marine license holders. Medical assessments are required to establish medical fitness for the issuance or revalidation of medical certificates that validate personal licenses. Such assessments are conducted by Civil Aviation Medical Examiners or Marine Medical Examiners (licensed physicians or other designated health professionals) who are authorized under the appropriate regulations to perform examinations. Personal information may include name, contact information, permit/license type, permit/license number, date of birth, place of birth, gender, citizenship, education, occupation, employer, pilot flight time, aircraft accident information, aircraft registration marks, reasons for consulting a physician since last medical examination, date of last audiogram, date of last electrocardiogram (ECG), date of last civil aviation medical examination, primary type of flying intended, language of aeronautical publications, medical information, including results of physical examination, visual, colour vision, hearing tests and laboratory results.
Class of Individuals: Canadian Seafarers, Pilots, Air Traffic Controllers and Flight Engineers.
Purpose: Personal medical information is used to establish that the individual meets the requirements for the medical certification of licensed aviation personnel or certified Canadian Seafarers, as specified in the Canadian Aviation Regulations or Marine Personnel Regulations. Personal information is collected under the authority of the Aeronautics Act, pursuant to sections 404 and 424 of the Canadian Aviation Regulations and the Canada Shipping Act, 2001 and the Marine Personnel Regulations, Division 8, sections 274 to 278. This bank was amended in 2011 and was formerly called Civil Aviation Medical Information System (CAMIS).
Consistent Uses: Both programs use paper and electronic medical records to collect, assess and certify individuals. Aviation Licensing and Marine Medicine may issue the medical certificate, which is part of the licensing documentation. Information may be disclosed to the Transportation Appeal Tribunal of Canada as part of its review of licensing decisions. Information may also be used or disclosed for audit, evaluation, and reporting to senior management.
Retention and Disposal Standards: For Civil Aviation, information is retained until the individual reaches 100 years of age or 15 years after the department is notified that the person is deceased. After the retention period expires, the information will be destroyed. For Marine Medicine, the information is retained for 5 years after date of last administrative action and then destroyed.
Records Disposition Authority (RDA) Number: 99/021
Related Record Number: TC ASA 003
Treasury Board of Canada Secretariat (TBS) Registration: 001046
Bank Number: TC PPU 020
Civil Aviation Medical Examiners (CAME)
Description: This bank describes information about Civil Aviation Medical Examiners (licensed physicians) who are appointed by the Minister of Transport to conduct medical examinations of pilots, air traffic controllers and flight engineers. Personal information may include name, contact information, language of service capabilities, language of correspondence, professional qualifications, military service and information about appointment status. In addition, a unique identifier number is assigned to each physician, which is also used as an official stamp for the purposes of validating medical aviation medical certificates issued by Transport Canada.
Class of Individuals: Appointed Civil Aviation Medical Examiners (Physicians)
Purpose: Personal information is collected under the authority of the Aeronautics Act, pursuant to sections 404.16 of the Canadian Aviation Regulations and is used to appoint physicians as designated Civil Aviation Medical Examiners.
Consistent Uses: Information is used to contact medical examiners regarding aeronautical publications and to advise them about mandatory training sessions. Information may also be used or disclosed for evaluation and reporting to senior management. Name and business contact information of examiners are posted on Transport Canada’s website so that clients may contact them to arrange an examination.
Retention and Disposal Standards: Records will be retained for 10 years after last administrative use and will then be destroyed.
RDA Number: 96/026
Related Record Number: TC ASA 003
TBS Registration: 20110265
Bank Number: TC PPU 031
Aircraft Maintenance Engineer Licensing
Description: This bank describes information that is related to Aircraft Maintenance Engineer (AME) licensing. Personal information may include name, contact information, gender, date of birth, language of preference, address, telephone number, citizenship, financial information, Canadian license number, ratings held, exam approval dates, training (i.e. school, course and dates) log book information or equivalent, or maintenance task information, exam marks, date of renewal/reissue of license, license validity period, Personnel Record Resumé, Unit Employment Record Information (for current and former military personnel) and photos.
Class of Individuals: Employees of Transport Canada, current and former holders of an AME license; applicants for an AME license, license renewal, or endorsement.
Purpose: Personal information is used to administer the AME licensing program which includes the issuing, re-issuing endorsement, renewal or suspension of AME licenses. An AME is a person licensed to ensure that aircraft are airworthy in accordance with local and international aviation standards. Personal information is collected under the authority of the Aeronautics Act, pursuant to the Canadian Aviation Regulations (CARs) Part IV – Subpart 3, Division 1,403 – Aircraft Maintenance Engineer Licenses; and Part V – Airworthiness Manual Chapter 566 – Aircraft Maintenance Engineer (AME) Licensing and Training.
Note: This bank was revised in 2011 and was formerly called Aircraft Maintenance Engineer System (AMES).
Consistent Uses: Personal information such as name and mailing address may be used by other branches within Transport Canada for the distribution of safety-related information to current license holders. Information may be disclosed to Canadian and foreign aviation authorities to determine the validity of an AME license (i.e. whether a license is valid, expired or suspended). Information may be used by Transport Canada enforcement officers for regulatory purposes. Information may be used for evaluation and reporting to senior management.
Retention and Disposal Standards: The information will be retained until an individual reaches 100 years of age or for two years from the last administrative action after which the department is notified that the person is deceased. After the retention period expires, the information will be destroyed.
RDA Number: 98/010
Related Program Number: TC ASA 005, TC ASA 010
TBS Registration: 005184
Bank Number: TC PPU 011
Aircraft Registration and Leasing
Description: This bank describes information that is related to the registration and leasing of Canadian registered aircraft to eligible individuals or entities that have custody and control of the aircraft. Personal information may include names, citizenship, addresses, telephone numbers, fax numbers, and e-mail address of current and previously registered owners, lessors and lessees of aircraft registered in Canada.
Class of Individuals: Current and previously registered owners, lessors and lessees of Canadian registered aircraft.
Note: This bank was revised in 2016. The personal information is stored in the Canadian Civil Aircraft Register which includes the name and address of each registered owner. Personal Information is also used by the Canadian Civil Aircraft Register Computer System-Evolution (CCARCS-E), a live database that supports several mailings from various divisions of Transport Canada.
Purpose: Personal information is used for the registration and leasing of Canadian registered aircraft to eligible individuals or entities that have custody and control of the aircraft. Personal information is collected under the authority of the Aeronautics Act, pursuant to subsections 202.02, 202.16, 202.35, 202.51, 202.52, 202.57 and 203.03 of the Canadian Aviation Regulations (CARs).
Consistent Uses: By regulation, selected personal information is published on the internet to fulfill Transport Canada’s International Civil Aviation Organization obligation (ICAO). The information is published under the authority of the Canadian Aviation Regulations (CARS) Part II Aircraft ldentification and Registration and Operation of a Leased Aircraft by a Non-registered Owner, Sub-Part 2-mcraft Marking and Registration, Division IX – Canadian Civil Aircraft Register 202.69 Publication of Register. The names and addresses may also be used by Transport Canada and aircraft and component manufacturers for mailings or the dissemination of safety information. Airworthiness Directives (AD), Annual Airworthiness Information Reports (AAIR), Service Bulletins (SB), and other types of information that pertain to aircraft owners, their aircraft and the safety of flight in Canada are distributed using CCARCS-E. Names and addresses may also be disclosed to the general public, police and security services, customs and search and rescue authorities as well as foreign authorities involved in aviation safety. Information in the Canadian Civil Aircraft Register, such as the names and addresses of registered aircraft owners, is accessible by the general public. Personal information is used by and linked to other Civil Aviation databases such as the National Aeronautical Product Approval System (NAPA), the Continuing Airworthiness Web Information System (CAWIS), the National Aviation Company Information System (NACIS), the Enforcement Management System (EMS), and the Civil Aviation Daily Occurrence Reporting System (CADORS), in order to populate, within each respective database, information relating to the registration and licensing of aircraft.
Retention and Disposal Standards: Information is retained for ten years after an aircraft is removed from the register and is then transferred to Library and Archives Canada.
RDA Number: 98/010
Related Program Number: TC ASA 005
TBS Registration: 001044
Bank Number: TC PPU 010
Aviation Enforcement
Description: These files contain case histories of all individuals in enforcement actions.
Class of Individuals: Persons identified in enforcement actions, whether or not they are holders of Canadian aviation documents, and foreign nationals, whether they are license holders or not.
Purpose: This information is used in the development of enforcement policies and procedures, functional supervision and auditing of enforcement activities by regional offices, and communication with other federal departments, including the department of Justice and the Royal Canadian Mounted Police, concerning enforcement of Part I of the Aeronautics Act and its regulations and various related administrative functions and for statistical purposes.
Consistent Uses: To monitor, assess and enforce regulations to protect public safety.
Retention and Disposal Standards: Five years or less where regulated by law or policy.
RDA Number: 80/029 and 98/010
Related Record Number: TC ASA 005
TBS Registration: 001045
Bank Number: TC PPU 015
Aviation Occurrence Information Sources
Description: Information on operational occurrences within the National Civil Air Transportation System. These banks contain the following information (when possible): occurrence type, date, location, event information, a narrative of the occurrence, aircraft make and model, aircraft operator and/or owner, number of fatalities, aerodrome information, Transportation Safety Board number and class of investigation, flight number, aircraft category, year aircraft was built, gear type, damage to aircraft, operator type, and aircraft registration.
Class of Individuals: The aviation industry and other individuals of the general public.
Purpose: This information is used to provide senior management with timely information concerning operational occurrences within the National Civil Air Transportation System (NCATS). It is intended to supplement, not replace, normal operational and functional reporting systems and investigation procedures: a) Information from the Civil Aviation Daily Occurrence Reporting System (CADORS) is used in the early identification of potential hazards and system deficiencies, and to assist in the assessment of associated risks. Information contained in these reports is of a preliminary nature. This information may be used or lead to enforcement action under the Aeronautics Act; b) Aviation Incident Reports (AIRs) are used to notify senior management of occurrences in a timely manner. Information contained in these reports is of a preliminary nature; c) Aviation Occurrences Reports (AORs) are produced by NAV Canada to fulfill their reporting requirements to Transport Canada and are used as a source of raw data to be entered into CADORS or to issue AIRs. Information contained in these reports is of a preliminary nature; d) Web-based reports provide an additional source of occurrence information from airports and the public, and are used for the identification of hazards and safety deficiencies. This is a voluntary system and information contained in these reports is of a preliminary nature.
Consistent Uses: CADORS is used extensively within Transport Canada, the Transportation Safety Board, NAV Canada, Department of National Defence (DND) and Royal Canadian Mounted Police (RCMP) for the identification of hazards and safety deficiencies. AIRs are used to provide initial information on aviation occurrences to TC senior management and other concerned departments (DND, Solicitor General (SOLGEN)) or aviation authorities and foreign governments.
Retention and Disposal Standards: Twenty years after concluded and then transfer to Library and Archives Canada.
Related Record Number: TC ASA 005
TBS Registration: 005336
Bank Number: TC PPU 014
Civil Aviation Personnel Licensing
Description: This bank describes information that is related to the issuance, validation, monitoring, and control of all Canadian Aviation Documents (i.e. licenses and permits) to persons who pilot or control aircraft. The personal information may include name, contact information, citizenship status, date of birth, other identification numbers, physical attributes, place of birth, signature and gender, photograph, certifications, category and class rating, special medical conditions, status and validity of licenses and medical certificates held, type(s) of permit(s) and license(s) held and aviation document booklet numbers.
Class of Individuals: Aircraft flight crew members, air traffic controllers, and those applying for such licenses and permits.
Purpose: The personal information is used to administer the Canadian civil aviation flight crew and air traffic controller licensing program or activity and determine eligibility for the flight crew and air traffic controller permits and licenses. Personal information is collected pursuant to section 4.9 of the Aeronautics Act and Part IV of the Canadian Aviation Regulations - Personnel Licensing and Training - Subpart 1 - Flight Crew Permits, Licenses and Ratings.
Consistent Uses: The information may be used or disclosed for enforcement and safety. Names, addresses and license numbers may be shared with Accounts Receivable – TC PSU 932 to ensure that aviation document holders are charged for the processing of medical certificates and other related costs. Name, address and license status may be shared with other Civil Aviation Authorities as part of Transport Canada’s international commitments under ICAO. Information is used or disclosed for mailing list purposes. Information is included with regular program mailings.
Retention and Disposal Standards: Records will be retained for 15 years after the department is notified that the person is deceased and will then be destroyed.
RDA Number: 98/010
Related Record Number: TC ASA 005
TBS Registration: 001043
Bank Number: TC PPU 005
Note: In addition to the requirements specified on the Treasury Board of Canada Secretariat Personal Information Request form, individuals requesting information described by this bank must provide the legal authority for those acting on behalf of an account holder or estate and work-related need to maintain or access the data; legislative authority (such as enforcement or other investigations). Information on an individual’s type of license, ratings and validity date is released to the general public in response to a specific request.
Aircraft Maintenance Engineer Licensing
Description: This bank describes information that is related to Aircraft Maintenance Engineer (AME) licensing. Personal information may include name, contact information, gender, date of birth, language of preference, address, telephone number, citizenship, financial information, Canadian license number, ratings held, exam approval dates, training (i.e. school, course and dates) log book information or equivalent, or maintenance task information, exam marks, date of renewal/reissue of license, license validity period, Personnel Record Resumé, Unit Employment Record Information (for current and former military personnel) and photos.
Class of Individuals: Employees of Transport Canada, current and former holders of an AME license; applicants for an AME license, license renewal, or endorsement.
Purpose: Personal information is used to administer the AME licensing program which includes the issuing, re-issuing endorsement, renewal or suspension of AME licenses. An AME is a person licensed to ensure that aircraft are airworthy in accordance with local and international aviation standards. Personal information is collected under the authority of the Aeronautics Act, pursuant to the Canadian Aviation Regulations (CARs) Part IV – Subpart 3, Division 1,403 – Aircraft Maintenance Engineer Licenses; and Part V – Airworthiness Manual Chapter 566 – Aircraft Maintenance Engineer (AME) Licensing and Training.
Note: This bank was revised in 2011 and was formerly called Aircraft Maintenance Engineer System (AMES).
Consistent Uses: Personal information such as name and mailing address may be used by other branches within Transport Canada for the distribution of safety-related information to current license holders. Information may be disclosed to Canadian and foreign aviation authorities to determine the validity of an AME license (i.e. whether a license is valid, expired or suspended). Information may be used by Transport Canada enforcement officers for regulatory purposes. Information may be used for evaluation and reporting to senior management.
Retention and Disposal Standards: The information will be retained until an individual reaches 100 years of age or for two years from the last administrative action after which the department is notified that the person is deceased. After the retention period expires, the information will be destroyed.
RDA Number: 98/010
Related Program Number: TC ASA 005, TC ASA 010
TBS Registration: 005184
Bank Number: TC PPU 011
Office of Reconsideration (OoR) – Passenger Protect Program (PPP)
Description: Since February 1, 2011, Transport Canada’s Office of Reconsideration no longer reviews decisions related to the Passenger Protect Program. Those individuals who have been denied boarding under the Passenger Protect Program and who have received an Emergency Direction must apply for Reconsideration at the Public Safety’s Office of Reconsideration, as it is Public Safety who is now in charge of the reconsideration aspect. The Public Safety PIB is currently under development.
Class of Individuals:
Purpose:
Consistent Uses:
Retention and Disposal Standards: The only file held by the Office of Reconsideration (OoR) is currently the subject of litigation. Once the case is settled, the OoR Director will likely transfer the file to Public Safety and inform all concerned parties as appropriate.
Related Record Number: TC ASE 007
TBS Registration: 20091033
Bank Number: TC PPU 027
Passenger Protect Program (PPP) – Specified Persons List
Description: This bank describes information relating to the Passenger Protect Program (PPP) held by Transport Canada for the purposes of PPP Operations and in particular, the Specified Persons List (SPL) and the SPL Support Database. The SPL is produced by Public Safety and consists only of the name(s), including alias(es), birthdate, and gender of the individual. The SPL Support Database is compiled by Public Safety (PS) and contains documents such as personal histories, briefs, intelligence reports, threat and risk assessments, briefing notes and other correspondence obtained from PS, the Canadian Security Intelligence Service (CSIS) or the Royal Canadian Mounted Police (RCMP). These documents may also include information received from other law enforcement agencies and Citizenship and Immigration Canada (CIC). Information collected from air carriers may be added to the SPL Support Database by Transport Canada. Personal information in the SPL Support Database may include name, contact information (including last known address), alias, gender, birthdates, biographical information, citizenship status, passport/visa/residency document number, any other known government-issued identification number or document, any known financial information, descriptions of individuals (including photographs), descriptions of known or suspected acts or activities performed by an individual, any known fraudulent documentation presented or used by an individual, any known affiliations with terrorist or criminal organizations, any known criminal record and travel details, such as name of the travel agency and agent, flight ticket information and itinerary details. The schedule in the Aeronautics Act provides details of the specific information that may be collected from air carriers or operators of a reservation system.
Class of Individuals: Individuals who may pose a threat to aviation security, as deemed by Public Safety; individuals who have been issued an emergency direction by Transport Canada.
Purpose: Personal information is collected from air carriers or operators of reservation systems pursuant to section 4.81 of the Aeronautics Act for the purposes of transportation security and is used in conjunction with the SPL Support Database by Transport Canada to evaluate the threat individuals on the SPL may pose who attempts to board a flight at designated Canadian and/or foreign airports for flights to, from and domestically within Canada. The SPL Support Database also facilitates TC’s decision-making under section 4.76 of the Aeronautics Act or to respond in the event that a specified person gets on board a flight. Personal information from the SPL is used by air carriers during pre-board screening to identify specified persons and notify Transport Canada of a match pursuant to the requirements of the Identity Screening Regulations of the Aeronautics Act.
Consistent Uses: Disclosure of information by any person regarding a person specified to an air carrier is prohibited pursuant to section 11 of the Identity Screening Regulations. Authorized disclosure provisions for designated individuals regarding information about a specified person and the purposes for which it may be disclosed may be found in sections 4.81 and 4.82 of the Aeronautics Act. TC will disclose the SPL (not the SPL Support Database) to air carriers so that they can verify whether individuals who check in for a flight are on the list. Air carriers will ask individuals for one piece of government-issued photo identification (ID) or two government issued IDs without a photo. In instances where there is a possible match of a name on the SPL with an individual attempting to board an aircraft, air carriers will notify TC in accordance with the Identity Screening Regulations. Subject to subsection 4.81 (1) and as per the schedule in the Aeronautics Act, if there is a possible match, TC will ask the air carrier for additional personal information (e.g. passport information, driver’s license and travel details) from the air carrier or operator of a reservation system about the individual to validate or disprove the match. If TC is of the opinion that an individual may pose an immediate threat to aviation security, an emergency direction, which includes the name of the individual and flight information, will be issued, which will order specific actions to be taken to mitigate the threat. In the case of a positive match, information may be disclosed to PS, CIC, the CBSA, the Canadian Air Transport Security Authority or to designated persons of CSIS (refer to Personal Information Bank no. SIS PPU 070, Passenger Protect Program) or the RCMP (refer to Personal Information Bank no CMP PPU 011, Passenger Protect Program) pursuant to subsection 4.81 (3) of the Aeronautics Act for transport security purposes. TC will notify RCMP officials that an emergency direction has been made with respect to an individual for the purpose of transportation security in accordance with subsection 4.81 (3) (d) of the Aeronautics Act. The RCMP or local police may assist air carriers in cases where police presence is required at an aerodrome. In the event that a specified individual is found to be on board an aircraft, information may be disclosed to the RCMP, CATSA, CBSA or CSIS so that action may be taken to mitigate any threat posed by that individual. Information may be disclosed to PS Office of Reconsideration (OoR) if individuals wish to make an application for a review of the decision regarding their name being placed on the SPL. For additional information, refer to the PIB entitled Office of Reconsideration – Passenger Protect Program (TC PPU 021). Information may be used or disclosed for audit, evaluation, research or statistical purposes.
Retention and Disposal Standards: Information is retained for five years after a name is removed from the SPL and is then transferred to Library and Archives Canada. Unless boarding was denied, the information provided by air carriers to Transport Canada must be destroyed within seven days of receipt as per Article 4.81(6) of the Aeronautics Act. Upon receipt of an updated SPL from TC, air carriers must immediately destroy the previous list.
RDA Number: 96/019
Related Record Number: TC ASE 007
TBS Registration: 20091008
Bank Number: TC PPU 001
Note: Every 30 days or less, PSC provides to TC the SPL; information for the SPL Support Database in the form of case briefs of individuals added to the SPL; and, updates to existing case briefs. TC then provides the SPL to air carriers and operators of reservation systems for their use during pre-board security screening.
Transportation Security Clearance Program
Description: This bank describes information about individuals who apply for a security clearance at airports and marine facilities. A security clearance is required for individuals who are required to have access to restricted areas of aerodromes, those who perform certain designated duties at specified marine facilities, as well as those who are identified in section 503 of the Marine Transportation Security Regulations. Personal information may include name (including surname at birth and all other names used), contact information, employment status (including current and former employers), physical attributes (including sex, height, weight, hair and eye colour), birth certificate information, port of entry, date of entry, citizenship information, passport information, education information, resident history, employment history, travel history, marital status, names of current and former spouse(s)/common-law partner(s) (including their sex, date of birth, place of birth, address and date of death if applicable) and a unique Document Control Number (DCN). Information may also include documents such as personal histories, briefs, intelligence reports, threat and risk assessments, briefing notes and other correspondence obtained from the Canadian Security Intelligence Service (CSIS) and the Royal Canadian Mounted Police (RCMP). These documents may include information received from other law enforcement agencies and Citizenship and Immigration Canada (CIC). Applicants may undergo a Live Scan enrolment process, which includes the scanning of the application form, the inputting of biographical data, and the electronic capture of fingerprints and facial image. The LiveScan information is transmitted through the RCMP’s National Police Services Network to Transport Canada’s Automated Fingerprint Identification System (TCAFIS). TCAFIS is an integrated computer system that uses digital imaging technology to obtain, store and analyze fingerprint data and personal information for the purpose of conducting background checks of applicants. Enrolment sites without Live Scan equipment require that applicants undergo a manual enrolment process, which includes the capture of fingerprints and facial image. Prior to December 2006, application forms also requested information about parents and in-laws, as well as credit check information.
Class of Individuals: Individuals who apply for a security clearance at airports and marine facilities. The application form also requests information about the application’s current and former spouse(s)/common-law partner(s). If the applicant is a minor, a parent/guardian/tutor must sign on his/her behalf.
Purpose: The information is used to conduct background checks to grant or refuse security clearances under the Transportation Security Clearance Program. For airport security clearances, the collection of personal information is authorized under subsection 4.8 of the Aeronautics Act. For marine security clearances, the personal information is collected pursuant to part 5 of the Marine Transportation Security Regulations.
Consistent Uses: Transport Canada (TC) discloses the applicant’s name, address, sex, date of birth, place of birth, physical attributes, fingerprints and employer information to the RCMP’s Automated Fingerprint Identification System (AFIS) to conduct a fingerprint based criminal record check. In addition to the information above, the RCMP discloses port of entry and date of entry to the Federal Bureau of Investigation (FBI) to conduct a criminal record check in the United States for applicants who live outside of Canada, who have lived in the United States within the last five years, or who are citizens of the United States. TC checks the applicant’s name, sex and date of birth with the RCMP’s Canadian Police Information Centre (CPIC) database. If the applicant has lived outside of Canada within the last five years, TC checks the FBIs National Crime Information Centre to determine whether the applicant has any criminal activity that does not appear in the RCMP’s AFIS (e.g. warrant, outstanding charges). The check will also determine if the applicant has a pattern of lost or stolen passports. The applicant’s name and date of birth are disclosed to the RCMP’s Security Intelligence Background Section to verify whether the applicant is linked to any criminal organizations. The applicant’s name, sex, address, date of birth, place of birth, marital status, occupation, work, education history, resident history, passport number, telephone number and identifying information about the applicant’s current and former spouse(s)/common-law partner(s) are disclosed to CSIS to determine whether the individual may constitute a threat to the security of Canada as defined in section 2 of the CSIS Act. If necessary, the complete application form is sent to CSIS if a security assessment of the applicant is required. For naturalized citizens or permanent residents, the name, date of birth, date of entry into Canada and/or immigration or citizenship reference numbers are disclosed to CIC to confirm that the information provided by the applicant matches that in the CIC database. Information may also be verified with other federal government institutions, other governments, foreign states, schools, landlords or employers to conduct checks on residency, employment, education or travel history. Transport Canada discloses the applicant’s name and date of birth to the airport/port authority or enrolment site to notify whether the clearance has been granted, refused, suspended or cancelled. For airport security clearances, the DCN, security clearance expiry date and current status are disclosed to the Canadian Air Transportation Security Authority (CATSA) to confirm that the applicant has a valid security clearance. The valid security clearance will enable CATSA to administer the issuance of an enhanced identification card, called the Restricted Area Identification Card (RAIC). After the security clearance has been granted, the Airport Pass Control Office may issue a RAIC. The RAIC allows employees who require access to restricted areas at airports to perform their work duties. For marine security clearance applications, the information may be disclosed to the Office of Reconsideration if applicants file for reconsideration due to refusal or cancellation of their security clearance under the Marine Transportation Security Clearance Program. Information may be used for evaluation, research and/or statistical purposes.
Retention and Disposal Standards: Information is retained for two years after the worker’s departure or after the security clearance is expired, refused, suspended or cancelled and then destroyed. Applications that are not approved are retained for two years after the last administrative action and then destroyed.
RDA Number: 98/001
Related Record Number: TC ASE 010, TC ASE 014, TC MSE 004
TBS Registration: 002868
Bank Number: TC PPU 093
National Interest Exemption Program
Description: This bank describes the personal information collected to support decisions to approve or deny an individual’s application for a national interest exemption to the interim COVID-19 vaccination mandate for passengers on federally regulated air, rail, and marine modes of travel. Personal information collected to support the decision includes the following: biographical information, citizenship status, contact information, court records, COVID-19 Vaccination Trial Information, date of birth, employee personnel information, language, name, opinion or views of, or about, individuals, other identification numbers, signature, and travel/itinerary information.
Note: Personal information may be collected indirectly from another individual, the traveller’s employer, another federal institution, or other organization who applies for a national interest exemption on behalf of the individual.
Note: The Program does not collection COVID-19 vaccination information, however, by submitting an application to the National Interest Exemption Program an individual’s vaccination status of being not fully vaccinated is inferred.
Note: Some personal information submitted by applicants was determined to be unnecessary for use by the program to make a decision to approve or deny an application, therefore, it was permanently deleted. The types of information submitted by applicants which were found to be unnecessary includes police reports, medical information, passport information, other travel document information, birth certificates, driver’s license, photographs, visa information, and immigration records.
Note: The National Interest Exemption Program began operations on November 30, 2021. The program was suspended on June 20, 2022.
Class of Individuals: The information describe in this bank relates to Canadian citizens and foreign nationals who apply for a national interest exemption to interim COVID-19 vaccination mandates on federally regulated modes of transportation (air, rail, and marine). The program also holds information about individuals who submit applications on behalf of individuals for a national interest exemption to the interim COVID-19 vaccination mandates.
Purpose: The purpose of this bank is to assess an application for a national interest exemption and to issue a decision to the applicant. Approved applications result in an approval letter being issued which the traveller provides to transportation carriers, transportation security screening personnel, or other stakeholders to support travel. Personal information is collected and used pursuant to ss. 5.9(2) of the Aeronautics Act, ss. 10(2) of the Canada Shipping Act, and s. 32.01 of the Railway Safety Act.
Consistent Uses: Transport Canada may disclose personal information related to its decision to approve or deny an application for a national interest exemption to a transportation carrier, transportation security screening agency, or other stakeholder.
Transport Canada may collect and/or disclose personal information to other federal institutions in support of receiving applications for a national interest exemption or in making decisions related to applications. This includes, but is not limited to, disclosing to or collecting personal information from the Global Affairs Canada (GAC PPU 010; Consular Affairs – Assistance to Canadians), Department of National Defense, Public Health Agency of Canada, Immigration, Refugees and Citizenship Canada, Crown-Indigenous Relations and Northern Affairs Canada, Public Safety, Canadian Heritage and the Canadian Border Services Agency.
Personal information may be used for public health follow up, including the disclosure of personal information to the organization and/or sites where the approved travel occurs.
Personal information may be used by Transport Canada for research and statistical purposes, for program policy and evaluation, and for internal audit.
Note: The NIEP anticipated that it may collect and/or disclose personal information with the federal institutions identified above; however, during the time the NIEP was active (November 2021 to June 2022), Global Affairs Canada and the Department of National Defence were the only institutions with which the NIEP collected and disclosed personal information.
Retention and Disposal Standards: Personal information is retained for three years after the last administrative action and then destroyed.
RDA Number: A2016/005
Related Record Number: TC NIE 001
TBS Registration: Pending TBS approval
Bank Number: TC PPU 056
ecoauto Rebate Program
Description: This bank describes information related to individuals applying for the ecoauto Rebate program. Personal information may include name, contact information, language of preference, ownership details, vehicle information, including vehicle identification number (VIN), bill of sale, lease agreement and provincial/territorial registration form.
Class of Individuals: General public and representatives of other levels of government in Canada.
Purpose: The information is used to administer the ecoauto Rebate Program, which grants rebates of up to $2000 to any person, organization, provincial, territorial or municipal government for buying or leasing (12 months or more) an eligible, fuel-efficient vehicle between March 20, 2007, and December 31, 2008. The information is collected pursuant to section 48 of the Canada Transportation Act, order in council PC 2007-1140 and paragraph 2(a) of the Public Service Rearrangement and Transfer of Duties Act - order in council PC 2007-1310.
Consistent Uses: The applicant’s name and VIN are disclosed to the Canadian Council of Motor Transport Administrators to authenticate the VIN and to validate the provincial/territorial vehicle registration information. The applicant’s name and VIN may also be disclosed to Dealerships, ESP Data Inc., Carfax and Used Car Dealership Associations to obtain additional information that may be required to validate the eligibility of a rebate. The name and address is disclosed to Public Works and Government Services Canada (Personal Information Bank no. PWGSC PPU 085, Standard Payment System) for the issuance of the cheque for approved applications. Information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: Information is retained for seven years after the end of the program (March 31, 2009) and then destroyed.
RDA Number: 2005/006
Related Record Number: TC CAT 013
TBS Registration: 20090646
Bank Number: TC PPU 024
Incentives for Zero-Emission Vehicles Program
Description: This bank contains information related to persons, organizations, and provincial, territorial, and municipal governments applying for and receiving incentives from the Incentives for Zero-Emission Vehicles Program. Personal information may include name, contact information (email address, home address, telephone number), signature, vehicle ownership details, date of birth (only individual applicants, not individuals applying on behalf of a business), vehicle information, including vehicle identification number (“VIN”), bill of sale, lease agreement, proof of vehicle registration and business number.
Note: All documentation that was drafted prior to June 2023 referred to the personal information bank previously titled ecoAuto Rebate Program, referenced as TC PPU 024.
Class of Individuals: The information described in this bank relates to individuals from the general public and authorized business representatives who apply to purchase or lease a zero-emission vehicles from a participating dealership across Canada.
Purpose: The personal information is used to administer the Incentives for Zero-Emission Vehicles Program which reimburses dealerships for incentives they provide to any person, organization, provincial, territorial, or municipal government for buying or leasing (12 months or more) an eligible zero-emission vehicle. The personal information will be used for the duration of the program. The personal information is collected and used in accordance with the Minister of Transport’s mandate as described in section 5 of the Canada Transportation Act and by virtue of the powers available under section 20 of the Motor Vehicle Safety Act.
Consistent Uses: The purchaser or lessee’s date of birth, postal code, province, and VIN are entered into the Canadian Council of Motor Transport Administrators’ (“CCMTA”) interprovincial record exchange web portal to authenticate the VIN and to validate the provincial/territorial vehicle registration information.
Although dealerships are involved in the collection of personal information from individuals, the purchaser or lessee’s name, address, and VIN may also be disclosed to dealerships in order to obtain additional information that may be required to validate the eligibility of the transaction, including requesting the dealership’s proof of vehicle registration.
Personal information may be used by Transport Canada for research and statistical purposes, for program policy and evaluation, and for internal audit.
Retention and Disposal Standards: Personal information is retained for six fiscal years after the last administrative action and then safely destroyed.
RDA Number: DA2016/005
Related Record Number: TC IZEV 001
TBS Registration: 20230009
Bank Number: TC PPU 052
Canadian Seafarers’ Identity Documents, Discharge Books and Records of Sea Service
Description: This bank describes information about seafarers, specifically as it relates to their identity documents, discharge books, and records of sea service. Personal information may include full name, identity number, address, phone number(s), date and place of birth, sex, height, eye colour, citizenship, nationality, any special characteristics that may assist identification, original photograph, emergency contact information (name, address, relationship), vessel information (name and description of voyage), capacity served on board vessel, date and place of engagement and discharge, facial image, fingerprint minutiae (when required) and signature.
Class of Individuals: Canadian seafarers or permanent residents of Canada employed on board commercial vessels.
Purpose: Personal information is collected for the purpose of issuing discharge books, records of sea service, and seafarers’ identity documents to Canadian seafarers or permanent residents of Canada. Personal information is collected under the authority of the Canada Shipping Act, 2001, the Marine Personnel Regulations, and the International Labour Organization’s Seafarers’ Identity Documents Convention (C-108) or the Convention (Revised), 2003 (C-185).
Consistent Uses: Personal Information may be disclosed to the Transportation Safety Board of Canada, as specified under the Canadian Transportation Accident Investigation and Safety Board Act in order to investigate marine occurrences. Information may be used or disclosed for evaluation and reporting to senior management.
Retention and Disposal Standards: All personal information relating to the seafarer’s identity document will be retained in an electronic database until the seafarer reaches the age of 100 years. Hardcopy application forms will be retained for seven years from the date of issue of the seafarers’ identity document. After the retention period expires, the information will be destroyed. With the coming into force of the Canada Shipping Act, 2001 (CSA 2001) on July 1, 2007, and the implementation of the Marine Personnel Regulations, the responsibility for maintaining seafarer records has shifted to the seafarer and the authorized representative. To respond to the modern activities of the Central Registry of Seafarers, Official Log Books and Articles of Agreement will be opened and closed by the master of a vessel and retained by the authorized representative for a minimum period of five years. Transport Canada will maintain Official Log Books and Articles of Agreement for Canadian commercial vessels whose voyages were engaged prior to July 1, 2007. These records cover the periods from 1948 to 1949 and 1954 to June 30, 2007. Records of merchant seafarers who served in the Canadian Merchant Navy between 1939 and 1947, and between 1950 and 1953, continue to be maintained by Veterans Affairs Canada (VAC); refer to the VAC personal information bank, Records of Sea Service for Canadian Merchant Seaman - VAC PPU 120.
RDA Number: 2001/012
Related Record Number: TC MSA 005
TBS Registration: 001050
Bank Number: TC PPU 040
Note: This bank was revised in 2011 and was formerly called Records of Sea Service for Canadian Merchant Navy (DOT PPU 040)
National Pleasure Craft Operator Competency Program
Description: This bank describes information about individuals who received their Pleasure Craft Operator Card (PCOC) or have received a token to take their online boating safety test in order to obtain their PCOC. Personal information may include name, address, date of birth, gender, cardholder number, name of course provider, date of issuance of the card, log in ID and password. PCOC records and test results are maintained by the accredited course providers if the test was taken with the course provider. Results for online testing via the TC portal are held by TC.
Class of Individuals: Individuals who have received a PCOC; individuals who have received a token to take their online test; and users of the PCOCDS.
Purpose: Personal information is collected pursuant to Section 207 1 of the Canada Shipping Act, 2001, and is used to populate a database, enabling Transport Canada to protect cardholder information and facilitate the replacement of lost or stolen cards.
Consistent Uses: The personal information collected is used by Transport Canada and provided to Service Canada to advise cardholders how to replace lost or stolen cards. The information may be provided to water way enforcement officers, on request. Cardholder information is also made available to enforcement officers via the Canadian Police Information Centre (Operational Case Records - RCMP PPU 005) for the purpose of on-water enforcement. The information is also used for statistical purposes, trend analysis and to monitor program compliance.
Retention and Disposal Standards: Cardholder information will be held until the individual turns 100 or two years after notification of the death of the individual. Records are then destroyed. Online test results are held for five years after the test has been administered and are then destroyed.
RDA Number: 2001/012
Related Record Number: TC MSA 005
TBS Registration: 20110593
Bank Number: TC PPU 023
Seafarers’ Certificates and Documents
Description: This bank describes information about individuals who apply for or are issued Canadian Maritime Documents (CMDs) or other Transport Canada Marine Safety (TCMS) documents. A CMD means a license, permit, certificate or other document, including a TCMS document, that is issued by or on behalf of the Minister of Transport under Part 3 (Personnel) of the Canada Shipping Act, 2001, to verify that the person has met requirements under Part-3. CMDs enable the individuals to work on board Canadian or foreign registered vessels and are mandatory for seafarers in Canada to obtain work on vessels. Personal information may include name, contact information, age, sex, date and place of birth, citizenship, photograph, signature, medical information, citizenship, record of qualifying service, training taken, places and results of examination (pass/fail), grades, classes, and dates of certificates issued, rank or rating, CMDs issued, candidate document number, application date, days at sea, dates of engagement and discharge, and validity of certificate use.
Class of Individuals: Canadian and non-Canadian seafarers, deck officers, marine engineers, other marine workers, and commercial vessel owners, including designated agents.
Purpose: Personal information is collected pursuant to the Canada Shipping Act, 2001 and the Marine Personnel Regulations and is used by or on behalf of Transport Canada to issue CMDs or other TCMS documents.
Consistent Uses: Personal Information may be disclosed to the Transportation Safety Board of Canada, as specified under the Canadian Transportation Accident Investigation and Safety Board Act in order to investigate marine occurrences. Personal Information is used to verify the authenticity of certificates when it is requested by other parties that employ Canadian seafarers on Canadian or foreign vessels. The individual’s name, birth date, certificate title and number may be disclosed to the Department of Justice for data matching purposes in accordance with the Family Orders and Agreements Enforcement Assistance Act; refer to the Department of Justice personal information bank, Family Orders and Agreements Enforcement Assistance - JUS PPU 125. Information may be used or disclosed for evaluation and reporting to senior management.
Retention and Disposal Standards: All personal information will be retained in an electronic database until the seafarer reaches the age of 100 years. Hardcopy application forms will be retained for two years after last administrative action. After the retention period expires, the information will be destroyed.
RDA Number: 2001/012
Related Record Number: TC MSA 005
TBS Registration: 20110257
Bank Number: TC PPU 030
Note: This bank replaces four banks formerly called: Air Cushion Vehicle Personnel Certification - TC PPU 039; Certificates of Competency and Service as Engineer at Sea TC PPU 038; Certificates of Competency and Service as Master or Mate -TC PPU 030; and Certificates of Competency as a Marine Engineer TC PPU 035. Information may be stored in Transport Canada’s Automated Certification and Examination System (ACES) and the Certificate of Competence Issuing System (CCIS) and the Marine Personnel Document Information System (MPDIS).
Marine Medical Examiners
Description: This bank describes information that is related to Marine Medical Examiners (licensed physicians) who are designated by the Minister of Transport to conduct medical examinations of seafarers. The personal information may include name, contact information, biographical information, date of birth, educational information, and employee identification number; and information is collected from provincial colleges to ascertain whether individuals are in good standings and whether the registered health provider has any findings registered against them.
Class of Individuals: Designated Marine Medical Examiners (Registered Healthcare Providers, typically physicians.)
Purpose: The personal information is used to designate registered healthcare providers (typically physicians) as marine medical examiners. Personal information is collected pursuant to Canada Shipping Act, 2002 pursuant to Part II, division 8 of the Marine Personnel Regulations.
Consistent Uses: The information may be used or disclosed for the following purposes: reporting to senior management and evaluation.
Retention and Disposal Standards: Records will be retained for 3 years after retirement, death, resignation, removal of designation by Transport Canada and then are destroyed.
RDA Number: 2001/012
Related Record Number: TC MSA 007
TBS Registration: 20120207
Bank Number: TC PPU 054
Vessel Registration Query System
Description: This bank includes personal information related to the registration of Canadian vessels, vessels under construction and bareboat charters. Personal information may include name, contact information, citizenship status, language preference, bill of sale, financial information, signature, and vessel information, including name registration number, and number of shares.
Class of Individuals: Current and previous vessel owner(s), authorized representatives, mortgagers/mortgagees of vessels, marine surveyors, and tonnage measurers.
Purpose: The personal information is collected by Transport Canada for the purposes of registering a vessel. Personal information is collected under the authority of the Canada Shipping Act, 2001, pursuant to sections 43, 51, 53, 54, 58, 59, 65, 71, 72, 73, 75.01, 75.03, 75.1, 75.11 and 76.
Consistent Uses: Information may be used for program planning or management, reporting and research. Information may be disclosed internally within TC for inspections, enforcement, investigation, compliance, statistical and educational purposes.
In accordance with the Safety at Sea of Commercial Fish Harvesters initiative, personal information is disclosed with Department of Fisheries and Oceans (DFO) (including the Canadian Coast Guard), for the purposes of promoting the safety at sea of commercial fish harvesters. The framework for the sharing of this information is outlined within the Memorandum of Understanding (MOU) between DFO and Transport Canada (TC) regarding the safety at sea of commercial fish harvesters.
Personal information will not be disclosed for any secondary purpose without first obtaining explicit consent, unless the disclosure is authorized in accordance with subsection 8(2) of the Privacy Act.
Additionally, information pertaining to the registration of vessels is a publicly available repository online and as such under section 76 of the Canada Shipping Act, 2001, “a person may examine or obtain copies of any entries in the Register with respect to a vessel.”
Retention and Disposal Standards: The retention of records related to vessel registration is under development. Information, and vessel registration books dated prior to 1983 have been transferred to Library and Archives Canada.
RDA Number: 2016/005
Related Record Number: TC MSA 003
TBS Registration: 20240033
Bank Number: TC PPU 041
Note: With the coming into force of the Canada Shipping Act, 2001, on July 01, 2007, licensing of small commercial vessels was updated to require these vessels to be registered. At that time, Transport Canada had 2 different PIBs: Register of Ships (DOT PPU 041) and Vessel Licenses (DOT PPU 042). To comply with the changes in the Canada Shipping Act, 2001, both PIBs were combined into the Vessel Registration Query System (TC PPU 041).
Marine Safety Enforcement Program
Description: This bank describes information that is related to seafarers, authorized representatives of vessels and marine facilities. The personal information may include name, contact information, biographical information, date of birth, educational information, other identification numbers and mariner identification number.
Class of Individuals: Authorized representatives of vessels and marine facilities, and seafarers.
Purpose: The personal information is used to administer the marine safety enforcement program, as well as encourage and promote compliance with the Canada Shipping Act, 2001 and its regulations.
Consistent Uses: The information may be used or disclosed for enforcement and safety. Personal information may be shared with police forces for enforcement purposes.
Retention and Disposal Standards: Records will be retained for five years after closure of each case and will then be destroyed.
RDA Number: 2001/012
Related Record Number: TC MSA 008
TBS Registration: 20120392
Bank Number: TC PPU 021
Note: Transport Canada Marine Safety (TCMS) sporadically obtains reports from the Canadian Coast Guard regarding possible contraventions of the Canada Shipping Act , 2001 and its regulations which may result in enforcement actions being taken by TCMS. These enforcement actions are specified under Marine Safety’s Compliance and Enforcement Program.
Marine Occurrences and Hazardous Occurrences
Description: This bank contains reports on accidents and incidents related to commercial vessels and fishing vessels, as well as certain pleasure craft. Records concerning occupational safety and health reported as hazardous marine occurrences are also contained in the bank.
Class of Individuals: Non-government individuals involved in marine transportation occurrences.
Purpose: The purpose of the bank is for analysis related to marine safety, and risk management.
Consistent Uses: Compiling statistics, trend analysis, and measuring and assessing marine transportation risks.
Retention and Disposal Standards: Five years and then destroyed.
RDA Number: 2001/12
Related Record Number: TC MSA 009
TBS Registration: 003338
Bank Number: TC PPU 048
Pleasure Craft Licenses
Description: This bank describes personal information related to the pleasure craft licenses program. Personal information may include name, contact information, date of birth and vessel information.
Class of Individuals: Current and previous owner(s) of pleasure craft.
Purpose: The personal information is collected to issue/transfer/cancel pleasure craft licenses; verify the identity of current and previous owner(s) of pleasure craft; and enforce pleasure craft regulatory compliance in keeping with the program’s objective of promoting safety. The authority to collect personal information is authorized pursuant to Part 10 of the Canada Shipping Act, 2001 and the Small Vessel Regulations.
Consistent Uses: Information is used by enforcement officers, defined in Part 10 of the Canada Shipping Act, 2001, to administer and enforce the Act and the Small Vessel Regulations. Information may be disclosed to parties involved in search and rescue activities. Information is disclosed to investigative bodies specified in the regulations, such as the Royal Canadian Mounted Police, Canada Revenue Agency and Canada Border Services Agency for the purpose of enforcing any law of Canada or carrying out a lawful investigation pursuant to paragraph 8(2)(e) of the Privacy Act. Information is also disclosed to provincial/territorial law enforcement agencies under an arrangement or agreement to administer or enforce any law or carry out a lawful investigation pursuant to paragraph 8(2)(f) of the Privacy Act.
Retention and Disposal Standards: Under development
RDA Number: 2001/012
Related Record Number: TC MSA 004
TBS Registration: 005319
Bank Number: TC PPU 044
Navigable Waters Protection Program
Description: This bank describes information that is related to the protection of the public right to navigation through the administration of the Navigable Waters Protection Act (NWPA). Specifically, the NWPP approves any works built or placed in, on, over, under, through or across navigable water in Canada prior to construction of the work(s); removes obstructions to navigation including unauthorized works or other obstructions such as sunken or wrecked vessels; regulates the provision and maintenance of lights, markers, etc. required for safe navigation during and/or on completion of the construction of certain works; and acts as the Receiver of Wreck by applying the Canada Shipping Act, 2001, Part VII. The personal information may include name and contact information.
Class of Individuals: Seafarers
Purpose: The personal information is used to administer the navigable waters protection program. Personal information is collected pursuant to Navigable Waters Protection Act and the Canada Shipping Act, 2001.
Consistent Uses: The information may be used or disclosed for the following purposes: enforcement, reporting to senior management, safety, security, evaluation, research, statistical and investigation, compliance and educational. Personal information may be shared with other departments, such as the RCMP; refer to facilitate investigations, compliance, and enforcement of the Navigable Waters Protection Program. Personal information may be shared with industry stakeholders. Information may be shared with other stakeholder for which MOUs are in place.
Retention and Disposal Standards: Records will be retained for 5 after the last action and then are transferred to Library and Archives Canada (LAC) as archival records.
RDA Number: 2000/005
Related Record Number: TC MSA 012
TBS Registration: 20110592
Bank Number: TC PPU 086
Vessel Advance Notification Information under the Coasting Trade Act (the Act)
Description: This bank describes information related to the Canada-European Union (EU) Comprehensive Economic and Trade Agreement (CETA), under which owners of eligible vessels can offer a limited number of coasting trade services without a licence. To qualify, EU owners of eligible vessels must complete an advance notification form and demonstrate their vessel meets new requirements in the Act relating to ownership and registration. Personal information may include names, addresses, telephone numbers, emails, along with signatures of the vessel owner or representative authorized to act on behalf of the vessel owner, and information related to the vessel, its ownership and registration.
Class of Individuals: Vessel owners and other entities who want to offer a limited number of coasting trade services and take advantage of new provisions in the Coasting Trade Act without a coasting trade licence.
Purpose: Personal Information is collected for the purpose of establishing that vessel owners and other entities who want to offer a limited number of coasting trade services without a licence, meet the applicable conditions under any of paragraphs 3 (2.1) (a) to (d) of the Coasting Trade Act. Personal information is collected under the authority of Section 3 paragraph (2.6) of the Coasting Trade Act.
Consistent Uses: Personal Information may be disclosed to Transport Canada’s Marine Safety Enforcement Program -TC PPU 021, for the purpose of enforcement as specified in the Coasting Trade Act. The information may also be used to verify the vessel registration and ownership information with commercial information such as global ship registries and corporate ownership databases to monitor program compliance. Information may also be shared with the Department of Justice for litigation purposes.
Retention and Disposal Standards: Information will be retained for 5 years. Information may be retained for longer unless we are advised of a change in company contact, or until we are asked to remove name from our database. The information will be disposed of 5 years after the vessel leaves Canadian waters.
RDA Number: RDA 2016/005
Related Program Number: TC PPU 021
Related Record Number: TC MSE 004
TBS Registration: 20220015
Bank Number: TC PPU 700
Office of Reconsideration (OoR) – Marine Transportation Security Clearance Program (MTSCP)
Description: This bank describes information about individuals who have submitted an application to the OoR because they have had their security clearance refused or cancelled under the Marine Transportation Security Clearance Program (MTSCP). Personal information collected on the application form includes name, contact information, grounds for reconsideration, and a copy of the decision that is the subject of the request for reconsideration. The OoR has access to personal information used by the Security Screening Program (SSP) to recommend to the Minister that an individual’s security clearance be refused or cancelled; (refer to the Transport Canada Personal Information Bank entitled Transportation Security Clearances, no. TC PPU 093). This information contains documents previously gathered by Security Screening Program and may include personal histories, briefs, intelligence reports, threat and risk assessments, briefing notes, correspondence, from the Canadian Security Intelligence Service (CSIS), Royal Canadian Mounted Police (RCMP), law enforcement agencies and Citizenship and Immigration Canada (CIC) as well as information obtained from a foreign country and correspondence from probation officers and legal representatives. The OoR does not contact other departments or agencies to obtain the information.
Class of Individuals: Marine workers who apply for reconsideration after their security clearance has been refused or cancelled under MTSCP.
Purpose: The information is used to enable the Minister to reconsider his/her decision to refuse or cancel an individual’s security clearance under the MTSCP. The authority to collect personal information is authorized by section 517 of the Marine Transportation Security Clearance Regulations.
Consistent Uses: Independent Advisors will ensure that the information gathered by Security Screening Program for the Minister to make his/her decision is verifiable, reliable, and sufficient. If additional information or clarification is needed, the IAs may contact the OoR to obtain it from the Security Screening Program. Further to the Independent Advisor’s report, the Minister will decide whether to refuse or cancel a security clearance. Information may be used for audit, evaluation, research and/or statistics. The material collected by the SSP may be shared with Independent Advisors (IAs) engaged by the Minister to provide advice with respect to the application for reconsideration. Following a written or oral representation from the applicant, new information gathered by the IA will be sent to the OoR along with their report containing their recommendation.
Retention and Disposal Standards: Information is retained for two years after the last administrative use and then destroyed.
RDA Number: 96/019
Related Record Number: TC HRM 001
TBS Registration: 20091012
Bank Number: TC PPU 028
Importation of Vehicles
Description: This bank describes information about individuals who import vehicles temporarily or permanently into Canada. Personal information may include name, contact information, language of preference, vehicle information, vehicle identification number (VIN), port code and last four digits of credit card.
Class of Individuals: Persons importing vehicles into Canada.
Purpose: The information is collected to ensure that permanently imported vehicles comply with the CMVSSs and to permit the temporary importation of non-compliant vehicles into Canada. The collection of personal information is authorized under paragraph 7(1)(a) of the Motor Vehicle Safety Act.
Consistent Uses: The VIN is disclosed to other parties (e.g., dealerships) to confirm that vehicles pass the Registrar of Imported Vehicles (RIV) inspection in accordance with the CMVSSs. For the temporary importation of vehicles, Transport Canada discloses the VIN to provincial/territorial governments and the Canadian Council of Motor Transport Administrators (CCMTA) to recommend that a vehicle not be licensed if the agent/importer has not confirmed that the vehicle has been exported or destroyed prior to the expiry date of authorization. Information is disclosed to the CCMTA for recall purposes. Information may be used for evaluation purposes.
Retention and Disposal Standards: For permanent importation of vehicles, information is retained in the database for ten years after the last administrative action and then destroyed. For importation of temporary vehicles, information is retained in the database for five years and then destroyed. All hardcopy application forms are retained for five years after the last administrative action and then destroyed.
RDA Number: 97/019
Related Record Number: TC RSA 002
TBS Registration: 003938
Bank Number: TC PPU 006
Note: The RIV, on behalf of Transport Canada, inspects vehicles originally manufactured for the U.S. market to ensure that they comply with the Canada Motor Vehicle Safety Standards (CMVSSs). Transport Canada regulates passenger cars, trucks, multipurpose passenger vehicles, incomplete vehicles, trailers, motorcycles, restricted-use motorcycles, low-speed vehicles, three-wheeled vehicles, trailer converter dollies, snowmobiles less than 15-years old and buses manufactured after January 1, 1971. This bank was revised in 2009 and was formerly named the Registry of Imported Vehicles.
Motor Vehicle and Motor Vehicle Equipment Safety - Related Defect Complaints
Description: This bank describes information that is about individuals who have reported safety-related problems involving their vehicles, tires, or child car seats to Transport Canada’s Defect Investigations and Recalls Division. This information includes the names of the complainants, their contact information, their preferred language of communication, and often their vehicle identification numbers. Defect complaint reports may contain descriptions of defects and damage, as well as of motor vehicle crashes and resultant property damage, references to police reports, medical information relating to injuries suffered in motor vehicle crashes, information on pre-existing medical conditions and description of physical attributes. There may also be photographs of injuries and damaged vehicles, defective tires, and child car seats. All the information is provided on a voluntary basis. The personal information may include name, contact information, medical information, other identification numbers and physical attributes.
Class of Individuals: General public, parents, and caregivers where child car seats are concerned, barristers and solicitors, officials from fleet management groups, insurance companies, private consulting firms, police services, other federal departments, and provincial and municipal governments.
Purpose: The personal information is used to investigate suspected violations of section 10 of the Motor Vehicle Safety Act. Section 10 of the Act obliges manufacturers and importers to notify Transport Canada and all current owners as soon as they become aware of a safety-related defect in their vehicles, tires, or child car seats. Personal information is collected pursuant to paragraph 20(1)(a) of the Motor Vehicle Safety Act.
Consistent Uses: The information may be used or disclosed for the following purposes: Other: Transport Canada defect investigators use the information collected to conduct research and studies and to make evaluations in the administration and enforcement of the Act. The information may be used to contact complainants in order to obtain additional information and evidence during investigations. With the consent of the complainant, the information may be shared with the manufacturer or importer of the vehicle, tire or child car seat concerned in order to inform them of the reported safety-related problem. The information may also be disclosed to Transport Canada’s Legal Services and the Attorney General of Canada when prosecuting a corporation or an individual who is accused of having contravened the requirements of the Act.
Retention and Disposal Standards: Records will be retained for 15 years after last action and then are destroyed.
RDA Number: 97/019
Related Record Number: TC RSA 002
TBS Registration: 20120442
Bank Number: TC PPU 003
Airside Vehicle Operators’ Permits (AVOPs)
Description: This bank describes information that is related to Airside Vehicle Operator’s permits (AVOPs), which are issued by Transport Canada to individuals authorized to operate a vehicle without escort on that portion of an airport to which public access is normally restricted. Personal information may include name, contact information, employment information, provincial driver’s license number, name of company, permit information and security clearance number, site endorsement information, and results of evaluated knowledge and skill tests.
Class of Individuals: Applicants for an AVOP or current or former holders of an AVOP issued by Transport Canada.
Purpose: Personal information is collected under the authority of the Government Property Traffic Act, pursuant to sections 5 and 6 of the Airport Traffic Regulations, and is used to administer the AVOP program, which includes issuing, suspending, or revoking AVOPs. An AVOP ensures that individuals driving vehicles on the airside of airports have the required licensing and training to safely operate equipment in an aircraft operational setting.
Consistent Uses: Information is shared with provincial motor vehicle licensing authorities to validate drivers’ licenses. For individuals who work for a company, information is disclosed for the company to confirm that they are required to drive vehicles or equipment on the airside of airports. Also, information may be used or disclosed to support evidence in court cases. In the event of an at-fault accident or willful damage, the license information may be used in court, however this is a very rare occurrence. Information may be used for evaluation or reporting to senior management.
Retention and Disposal Standards: Information is retained for two years after an employee’s departure and then destroyed.
RDA Number: 99/009
Related Record Number: TC TIN 003
TBS Registration: 001898
Bank Number: TC PPU 085