Info Source

Introduction to Info Source
Background
Responsibilities
Institutional Function, Programs and Activities
Classes of Personal Information
Manuals
Additional Information
Reading Room

Introduction to Info Source

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and Privacy Act Requests Personal Information Bank and the Access to Information Act and Privacy Act Requests Personal Information Bank. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Background

The Department of Transport was established in 1936 by the Department of Transport Act, which amalgamated the functions of the Department of Railways and Canals, the Department of Marine, and the Civil Aviation Branch of the Department of National Defense. The structure and activities of Transport Canada are governed by the Canada Transportation Act. Transport Canada reports to Parliament through the Minister of Transport.

In addition to the National Capital Region (NCR), there are five regional offices representing the Pacific, Prairie and Northern, Ontario, Quebec and Atlantic regions, led by Regional Directors General. Regional offices are located in Vancouver, Winnipeg, Toronto, Montreal and Moncton. These offices provide transportation policy advice and coordination; regulatory surveillance, inspection, licensing and certification; regulatory compliance and enforcement; and transportation safety promotion.

In the construction of its railways, ports, airports, the Seaway and the Trans-Canada Highway, transportation has been the key to building Canada. For the first hundred years of Confederation, the federal role was to build, maintain, subsidize and regulate the infrastructure and services needed to meet the needs of a new nation. Managing change in the transportation sector has been a recurrent theme for Transport Canada in recent decades.

In the mid-1980s, guided by its landmark document, Freedom to Move, the Department initiated major economic deregulation measures in the rail, air and trucking sectors. Transport Canada was also a champion of program review in the mid-1990s and transformed itself from an operator and regulator of key transportation infrastructure and services with over 20,000 employees to a policy, regulatory and landlord organization with less than 25 percent of its former workforce. The operation of ports, airports, the Seaway and the air navigation system was transferred to not-for-profit entities, and annual subsidies were cut by $1 billion.

Responsibilities

Transport Canada is responsible for the Government of Canada’s transportation policies and programs. Under the Canada Transportation Act, the Department has the added responsibility of monitoring the safety and security of the national transportation system. While Transport Canada is not directly responsible for all aspects or modes of transportation, it plays a leadership role in ensuring that all parts of the transportation system work together effectively.

The Department, headed by a Minister, Deputy Minister and an Associate Deputy Minister, is organized according to three Strategic Outcomes (SOs): 1) An Efficient Transportation System; 2) A Clean Transportation System; and 3) A Safe and Secure Transportation System, as well as Internal Services.

Institutional Functions, Programs and Activities

Aviation Safety

The program develops, administers and oversees the policies, regulations and standards necessary for the safe conduct of civil aviation within Canada’s borders including establishment of safety standards for the design and manufacture of aeronautical products in a manner harmonized with international standards. The Program fosters the safety of the aviation system, provides oversight of the aviation sector and enforces international conventions signed by Canada. It also provides aviation services such as aircraft maintenance and engineering as well as related training to support Transport Canada and other government department operations.

Aviation Safety Oversight

This sub-program supports compliance of the aviation industry with the regulatory framework through services, assessments and validations, inspections, audits and enforcement.

Airworthiness of Civil Aeronautical Products

Description:

Records relate to the evaluation, certification and continuing airworthiness of aircraft, equipment and other aeronautical products.

Document Types:

Correspondence, application forms, reports, policies, assessment reports, safety promotion material, airworthiness directives, aircraft manufacturer designs, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, presentations, corrective action plans, procedures and certificates.

Record Number: TC ASA 004

Civil Aviation Medicine

Description:

Records relate to medical advice and the setting of physical standards for Civil Aviation personnel, as well as to the medical fitness of aircrew and air traffic controllers, the scientific knowledge of Canadian aviation medicine, and the promotion of health and safety in the field of aviation.

Document Types:

Correspondence, application forms, reports, assessments, learning material, safety promotion material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations and procedures.

Record Number: TC ASA 003

Civil Aviation Medical Assessments

Description:

This bank describes information that is related to personal medical assessments for civil aviation 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 (licensed physicians) who are appointed by the Minister. Personal information may include name, contact information, aviation 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:

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, as specified in the Canadian Aviation Regulations. Personal information is collected under the authority of the Aeronautics Act, pursuant to sections 404 and 424 of the Canadian Aviation Regulations. This bank was amended in 2011 and was formerly called Civil Aviation Medical Information System (CAMIS).

Consistent Uses:

Civil Aviation Medicine transmits a medical assessment regarding whether an individual is "fit" (with specific limitations) or "not fit" via a link to Aviation Licensing’s Distributed Air Pilots Licensing System (DAPLS). Aviation Licensing 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:

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.

RDA Number: 99/021

Related Record Number: TC ASA 003

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

Civil Aviation Operations

Description:

Records relate to oversight of civil aviation operation, including service to the aviation industry and surveillance to the aviation system. Records include information about inspections, aviation occurrences, aircraft registration and leasing, assessments, audits and enforcement of all Canadian airports, aerodromes, air navigation service providers, air operators, aircraft licensed pilots, approved maintenance engineers and organizations, aircraft traffic controllers, flight clubs, flight schools and foreign air operators operating in Canada. Records may also include information relating to the appeal of regulatory decisions made on behalf of the Minister (for example, suspensions). Records also relate to emergency plans and procedures. Information may also include completed application forms for the registration and leasing of aircraft; legal documents which show eligibility of an applicant to be the registered owner of a Canadian aircraft (copies of Permanent Resident Card; articles of incorporation, etc.); legal documents which show legal custody and control (i.e. bills of sale, lease agreements, last will and testaments, divorce decrees); Certificates of Registration, Leasing Authorizations and Advisories; and correspondence between Transport Canada and the owner in regard to matters concerning the registration of aircraft.

Document Types:

Correspondence, application forms, reports, inspections, assessments, audit and enforcement reports, safety promotion material, procedures, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, presentations, corrective action plans, inspectors’ notes, incident reports, emergency plans and procedures, notices of suspension and certificates.

Record Number: TC ASA 005

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.

Safety Management Services

Description:

Records relate to the analysis and reporting (statistical and technical) and risk assessment of aircraft incidents, occurrences and accidents, and concerns or issues raised by Aircraft Services employees, as well as records relating to recommendations based on the findings of their analyses, and to training records of personnel with Safety Management System training.

Document Types:

Correspondence, reports, meeting agendas and minutes, terms of reference, presentations, memoranda and manuals.

Record Number: TC ASA 011

Aviation Safety Regulatory Framework

The sub-program provides a balance of tools such as policies, guidelines, regulations, standards, as well as education and awareness activities, to promote a safe and harmonized aviation safety framework for Canadians, air travelers in Canada, and Canada’s aviation industry.

Aviation Safety Policies, Regulations and Standards

Description:

Records relate to the development, amendment and implementation of Canadian regulations, standards and policies on aviation safety, as well as to public consultation processes, such as the Canadian Aviation Regulation Advisory Council and the Canadian Aviation Executives’ Safety Network, which are joint undertakings of government and the aviation community. Also includes records relating to the application of risk management in a regulatory framework and the evaluation of the effect of regulations, as well as to international relations in the area of aviation safety with foreign authorities and ICAO.

Description:

Records relate to the maintenance of Transport Canada’s aircraft, including aircraft maintenance modifications and certification, flight hours of the aircraft and inventory of aircraft parts. Also includes records about asset valuation (the monetary value of Transport Canada’s aircraft, aircraft rotable parts, aircraft hangars and other related assets), aircraft maintenance costs, life cycle management, and the Aircraft Maintenance Organization Certificate.

Document Types:

Correspondence, Standard Operating Procedures (SOPs), Airworthiness

Directives, engineering orders, Canadian aviation regulations (CARs), logbooks, history forms, release tags, condition and corrections, Aircraft Services Service Bulletins (ASSBs), reports, meeting agendas and minutes, terms of reference, presentations, service bulletins, memoranda, manuals, contracts, certificates, letters of agreement and memoranda of understanding.

Record Number: TC ASA 009

Aircraft Pilot and Maintenance Engineer Training

Description:

Records relate to the development, implementation and delivery of flight training for Transport Canada’s pilots and aircraft maintenance engineers.

Document Types:

Correspondence, reports, meeting agendas and minutes, terms of reference, certificates, presentations, training material, memoranda, simulator descriptions and literature, manuals, contracts, memoranda of understanding and pilot training records.

Record Number: TC ASA 010

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

Aviation Security

The program develops, administers and oversees policies, programs, regulations and standards to support the secure conduct of aviation activities in a manner harmonized with the international aviation community. It fosters security within the aviation transportation system and provides security oversight of the aviation industry while ensuring Canada’s compliance with international standards.

Aviation Security Oversight

This sub-program supports the aviation industry’s compliance with the regulatory framework through services, assessments and validations, inspections, audits and enforcement. It also contributes to aviation security through incident management procedures, plans and tools.

Aviation Security Operations

Description:

Records relate to the development and implementation of operations control, equipment, the Security and Emergency Preparedness Information Reporting System (SEPIRS), airport security inspections, audits, enforcement, and risk evaluations related to the Aeronautics Act in order to ensure the security of Canada’s airports and passengers. Also includes records about the accreditation of inspectors and the Passenger Protect Program.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, memoranda, certificates, notices and orders, manuals, audits, risk evaluations, policies and guidelines.

Record Number: TC ASE 007

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.

Aviation Security Policy

Description:

Records relate to the development, implementation, review and enhancement of policies to enhance aviation security in Canada, as part of a global environment. Also includes information about the Department’s liaison with internal and external stakeholders and other government departments and agencies on the subject.

Document Types:

Correspondence, briefing and discussion papers, memoranda, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, assessments, Treasury Board submissions, program policies and guidelines.

Record Number: TC ASE 014

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

Aviation Security Technology

Description:

Records pertain to the research and testing of new technologies regarding aviation security equipment and threats, such as full body scanners and explosive devices. Also includes records about pilot projects for the implementation of these new technologies, as well as audit reports.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, memoranda, scientific papers, essays, standards, technical procedures, product descriptions, literature, risk evaluations and audit reports.

Record Number: TC ASE 008

Aviation Transportation Security Screening

Description:

Records relate to the processing of applications and conducting of background checks for the purpose of granting or refusing an aviation transportation security clearance for individuals who are required to access restricted areas of an airport. Also includes records relating to the program administration and development of enhanced processes.

Document Types:

Correspondence, application forms, copies of birth certificates, copies of passports; copies of citizenship papers; assessment reports from the CSIS, RCMP, CIC, if appropriate, and police of local jurisdiction; briefing notes; backgrounders; questions and answers; media lines; meeting agendas and decision records; terms of reference; program policies and guidelines; Treasury Board submissions; statements of work; proposals; evaluations; presentations; Threat and Risk Assessments; memoranda of understanding and standard operating procedures.

Record Number: TC ASE 010

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 Exemptions

Description: Includes records related to the collection and processing of applications for a national interest exemption to the Government of Canada’s interim COVID-19 vaccination mandate for workers and passengers in federally regulated, air, rail, and marine transportation sectors.

Document Types: Forms, questionnaires, supporting information/documents, assessment guide, decision records, correspondence, policies, procedures, reviews of best practices, project information and descriptions, evaluations, information related to performance monitoring and quality assurance, reports, statistics, agendas and minutes of meetings, briefing notes, and internal audits.

Record Number: TC NIE 001

Note: The National Interest Exemption Program began operations on November 30, 2021. The program was suspended on June 20, 2022.

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

Canadian Air Transport Security Authority (CATSA)

Description:

Records relate to the financial contributions provided to CATSA.

Document Types:

Correspondence, briefing and discussion papers, reports, assessments, meeting agendas and minutes, terms of reference, Treasury Board submissions, Cabinet documents, program policies and guidelines and audit reports.

Record Number: TC ASE 012

Operational Performance Framework

Description:

Records relate to the development of an operational performance framework for aviation security, including information about the Department’s liaison with other government agencies, academia and other international collaborators on the subject.

This sub-program develops, evaluates and provides stakeholders access to standards, research data and best practices for technologies that assist the effective, consistent management of aviation security risks.

Bilateral and International Agreements

Description:

Records relate to the provision of advice and support for initiatives pursuant to bilateral and international agreements that implicate aviation security technology.

Document Types:

Correspondence, agreements, reports, meeting agendas and minutes, procedures and guidelines

Record Number: TC ASE 501

Clean Air from Transportation Program

The program advances the federal government’s environmental agenda in the transportation sector and complements other federal programs designed to reduce air pollutant and green house gas emissions to improve the health of Canadians and the environment. It regulates air pollutant and/or greenhouse gas emissions from the air, marine, and rail sectors, as well as implements Transport Canada’s clean air program obligations and commitments.

Clean Air Initiatives

The sub-program advances the federal government’s environmental agenda in the transportation sector by promoting and demonstrating ways to reduce transportation greenhouse gas emissions and other air pollutants. It also promotes, tests and demonstrates advanced vehicle technologies to reduce transportation greenhouse gas emissions and other air pollutants from motor vehicles, as well as creates partnerships and designs, negotiates and manages initiatives for transportation emission reduction.

Clean Air

Description:

Records relate to the development and implementation of technology assessments, analysis and provision of advice for the development of standards; the implementation and commissioning of emission reducing technologies and practices; the analysis and advice concerning domestic climate change and air quality issues related to transportation and the mitigation of greenhouse has and air pollutants emissions from transportation; and the participation in fora related to climate change. Records also include recommendations of good practices and the development of international standards.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, studies, technical reports, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, policies and guidelines, contribution agreements, publications and Question Period notes.

Record Number: TC CAP 001

ecoauto Rebate Program

Description:

Records relate to the design and implementation of the ecoauto Rebate Program, a two-year program to encourage Canadians to buy or lease (for 12 months or more) eligible 2006, 2007 and 2008 model-year fuel-efficient vehicles as part of the Government of Canada’s plan to protect the environment. Also includes records relating to applications, rebates and inquiries.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, grant agreements, project and program management documentation, presentations, reports, budget forecasts, audits and evaluation reports, news releases, Question Period notes, questions and answers and media lines.

Record Number: TC CAT 013

Note: The program ended March 31, 2009.

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

ecoTechnology Vehicles II Initiative

Description:

Records relate to the conduct of proactive, in-depth safety, environmental and performance testing on a range of new and emerging advanced vehicle technologies for passenger cars and heavy-duty trucks, as well as testing results.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, grant agreements, project and program management documentation, presentations, reports, budget forecasts, audits and evaluation reports, news releases, Question Period notes, questions and answers and media lines.

Record Number: TC CAT 502

Incentives for Zero-Emission Vehicles Program

Description: Includes records related to the collection and processing of Incentive Requests for incentives from the Zero-Emission Vehicles Program.

Record Number: TC IZEV 001

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

Gateway Carbon Footprint Initiative

Description:

Records relate to the performance of Canada’s strategic gateways and trade corridors as well as the creation of an inventory of existing information sources on production and energy consumption for the supply chains of Canada’s three gateway and corridor initiatives.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audit and evaluation reports, project and program management documentation, progress reports, technical sheets, budget forecasts, news releases, public newsletters and media lines.

Related Record Number: TC CAT 503

Shore Power Technology for Ports Program

Description:

Records relate to the provision of transfer payment funding to support the deployment of shore power for all types of commercial vessels.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits and evaluations reports, project and program management documentation, progress reports, technical sheets, budget forecasts, news releases, public newsletters and media lines.

Related Record Number: TC CAT 504

Truck Reservation System Program

Description:

Records relate to ways innovative technology applications and improved operational practices can help increase efficiency and environmental sustainability for port terminal and trucking fleet operators, as well as transfer payment funding to support the deployment of truck reservation systems.

Description:

Records relate to the analysis and provision of policy advice concerning domestic and international climate change issues related to transportation and the mitigation and reduction of greenhouse gas emissions from the sector. Records also include information regarding participation in provincial/territorial fora related to climate change. Lastly, records relate to the development of international standards and recommended practices with the ICAO and the IMO to reduce emissions from international transportation, as well as the support of federal issues related to Canada’s north and climate change adaptation.

Document Types:

Record Number: TC CAT 002

Environmental Policy - Regulatory Policy

Description:

Records relate to the analysis and development of air emissions regulations, including information about emission regulations for vehicles, rail, marine and aviation.

Document Types: Correspondence, briefing notes, Memorandum of Understanding, analysis and research reports, memoranda, contracts and proposals, studies, statistics, Cabinet documents, Treasury Board submissions, policy documents, press releases, presentations, key messages, speeches, meeting agendas and minutes, publications and Question Period notes.

Record Number: TC CAT 003

Clean Water from Transportation

The program regulates and monitors the release and impact of discharges from marine vessels into the marine environment. It regulates ballast water and contributes to setting domestic and international rules that govern limits to liability of marine pollution incidents. The program advances the federal government’s clean water agenda in the transportation sector and complements other federal programs designed to protect the marine environment for the health of Canadians and the environment and generations to come. It also represents Canada in discussions to set international standards to prevent pollution from vessels operating in Canada’ waters and address the threat of aquatic invasive species.

Clean Water Regulatory Framework

The sub-program sets the legal and regulatory frameworks that govern the protection of the marine environment from pollution, the introduction of invasive species, and the environmental impact of pollution incidents.

Marine Safety Environmental Protection

Description:

Records relate to the development and management of regulations, guidelines, various official Transport Canada publications, programs and initiatives that focus on pollution prevention in maritime operations in inland waters and at sea, including the management of vessels’ ballast water. Also includes records about the issuance of insurance liability for vessels over 1,000 gross register tonnage that transport bunkers either as fuel or cargo.

Document Types:

Record Number: TC CWT 001

Clean Water Regulatory Oversight

The sub-program contributes to reducing pollution from vessels by monitoring compliance of marine transportation firms with the Marine Safety regulatory framework through surveillance, inspections, audits, monitoring and enforcement.

Marine Safety Environmental Response

Description:

Records relate to the development and management of policies, regulations and programs to protect the marine environment, mitigate the environmental impact of marine pollution incidents in Canadian waters and ensure the safety of the general public. Also includes records regarding the management of the National Aerial Surveillance Program and the Department’s response to spills of hazardous noxious substances.

The program develops, implements and administers policies, regulations, and standards necessary for the safe conduct of marine activities in a manner harmonized with international standards. The program fosters the safety of the marine transportation system, provides oversight of the marine industry including domestic and foreign vessels, whether pleasure or non-pleasure craft, and enforces international conventions signed by Canada. It also protects the public right to navigate on Canadian waterways, regulates lights or markers required for safe navigation during and/or on completion of certain works, as well as regulates the placement of private buoys.

Canada's Oceans Protection Plan

Description:

Records relate to the development and maintenance of regulations, policies and standards to better respond to local marine traffic issues including measures to improve marine safety, prevent marine pollution incidents, and better respond to them. Includes records relating to the oversight, auditing and sharing of marine traffic information with local communities. Also includes records on environmental sensitivity in support of spill response, proactive vessel management, and new, more protective Arctic navigation regimes.

Document type:

Record Number: TC MSA 700

Marine Safety Oversight

The sub-program supports the compliance of the marine industry with the regulatory framework through services, assessments, validations, inspections, audits and enforcement.

Marine Safety International Inspection Standards (Port State Control)

Description:

Records relate to the development and amendment of inspection standards for the Port State Control program, including information about Marine Safety inspections and ship detentions.

Document Types:

Correspondence, committee and working group reports, legislation, legal opinions, project plans, meeting agendas and minutes, terms of reference, presentations, memoranda, memoranda of understanding and notices.

Record Number: TC MSA 006

Marine Personnel Standards

Description:

Records relate to the development and maintenance of regulations, policies and standards concerning marine personnel requirements, training, examinations and certification of seafarers (masters, mates, engineers, and ratings, as well as seafarer identity documents, and discharge books), pleasure craft operator requirements and marine occupational health and safety. Includes records relating to the oversight and auditing of provincial seafarer marine training courses and examinations delivered by nautical colleges, including Marine Emergency Duties, as well as the Marine Simulator Contribution Program. Also includes information about audits of approved course providers and Transport Canada Marine Safety examination centers.

Document Types:

Correspondence, course syllabi, examinations, certificates, policies, bulletins, notices, communication materials (posters, advertisements, flyers, etc.) and audit reports

Record Number: TC MSA 005

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:

Information will be held in the Transport Canada’s Pleasure Craft Operator Competency Database System (PCOCDS).

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 Safety Cargoes and Ship-Port Interface

Description:

Records relate to the management of and contribution to a variety of programs concerning general, bulk, liquid and solid cargoes, dangerous goods containers, as well as standards and operations concerning cargo lifting gear. Also includes records about the amendment and development of regulations and standards concerning cargoes and ship-port interface.

Document Types:

Record Number: TC MSA 001

Marine Safety Navigation and Radiocommunications

Description:

Records related to the development and management of policies, regulations and programs to ensure that ships navigate and operate safely, and avoid collisions and groundings, and that navigational errors are minimized.

Document Types:

Record Number: TC MSA 002

Marine Safety Personnel Medicine

Description:

Records relate to medical advice and the setting of physical standards for marine personnel, including their medical fitness of marine personnel, the scientific knowledge of Canadian marine medicine, and the promotion of health and safety in the maritime field.

Document Types:

Correspondence, application forms, reports, policies, assessments, certificates, learning material, safety promotion material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations and procedures.

Record Number: TC MSA 007

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

Marine Safety Ship Registration

Description:

Records related to the development and management of policies, regulations and programs for the registration of large and small commercial vessels.

Document Types:

Record Number: TC MSA 003

Marine Transportation Safety Domestic Inspection Standards (Flag State Control)

Description:

Records related to the development, amendment and enforcement of inspection standards as required under the International Maritime Organization and the International Labour Organization for vessels that are registered under the Canadian flag.

Document Types:

Record Number: TC MSA 008

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 Transportation Safety Regulatory Services

Description:

Records relate to the development and amendment of marine safety and environmental legislation and related regulations, including coordination of consultation and communication activities, compliance and enforcement policy, and delegation of statutory functions pursuant to sections 12 and 13 of the Canada Shipping Act, 2001. Also includes information about secretariat services for the Marine Technical Review Board, the Canadian Marine Advisory Council and the International Affairs Secretariat, which supports Canada’s presence at the International Maritime Organization.

Document Types:

Record Number: TC MSA 009

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

Pilotage

Marine Security Operations

Description:

Records relate to the implementation, oversight and enforcement, emergency management and promotional awareness of regulations and other legal instruments related to Canadian marine security. Includes records regarding the inspection and enforcement, emergency management, certification of marine facilities, security plans and assessments, security clearances for marine security personnel, security awareness and training of industry security personnel and inspection personnel. Also includes records about the Coastal and Great Lakes Marine Security Operations Centres.

Document Types:

Correspondence, reports, operational policies, procedures and bulletins, inspection, assessment, and enforcement reports, security promotional material, meeting agendas and records of decision, terms of reference, memoranda of understanding, copies of contracts, presentations, security plans and assessments, inspectors’ notes, incident reports, emergency plans and procedures, notices of suspension and certificates.

Record Number: TC MSE 002

Marine Transportation Security Screening

Description:

Records relate to the processing of applications and conducting and verifying background checks for the purpose of granting or refusing a marine transportation security clearance for individuals who are required to access restricted areas of a marine port or who perform certain designated duties at specified marine facilities. Also includes records about program administration and development of enhanced processes.

Document Types:

Correspondence, application forms, copies of birth certificates, copies of passports, copies of citizenship papers, assessment reports from the Canadian Security Intelligence Service, Royal Canadian Mounted Police, Citizenship and Immigration, if appropriate, and police of local jurisdiction, briefing notes, backgrounders, questions and answers, media lines, meeting agendas and decision records, terms of reference, program policies and guidelines, Treasury Board submissions, statements of work, proposals, evaluations, presentations, threat and risk assessments, memoranda of understanding, and standard operation procedures.

Record Number: TC MSE 004

Marine Security and Identification Clearance

Description:

A security clearance can be required for individuals who are required to have access to restricted areas and those who perform certain designated duties at specified marine facilities. Personal information may include name, contact information, date of birth, language and signature.

Class of Individuals:

This bank describes information about individuals who apply to become an enforcement officer at Canadian ports, as well as individuals appointed by the Minister of Transport Canada to become a Harbour Master or Wharfinger.

Purpose:

To conduct and verify background checks for the purpose of granting or refusing the position of enforcement officers, and to provide Harbour Masters and Wharfingers with their identification cards.

Consistent Uses:

Selected personal information is shared with Transport Canada Security Screening personnel to validate the security level of potential enforcement officers. Selected personal information is used to contact the individuals to provide them with their identification cards.

Retention and Disposal Standards:

The personal information will be retained for five years after last use and will then be destroyed.

RDA Number: 98/001

Related Record Number: TC MSE 004

TBS Registration:

Bank Number: TC PPU 700

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

Marine Security Oversight

This sub-program supports marine security industry compliance with the regulatory framework through services, assessments and validations, inspections, audits and enforcement.

Office of Reconsideration - Marine

Description:

Records relate to the review, analysis and recommendations concerning the decision to refuse or cancel transportation security clearances, issued by the Minister of Transport for marine workers who require a security clearance in order to access restricted areas or to carry out certain duties.

Document Types:

Correspondence, audio CDs, application forms, contracts, reports, briefing notes, memoranda, meeting agendas and minutes, audits, Treasury Board submissions, due diligence reports, legal opinions, risk assessments, progress reports, annual reports, site visit reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC HRM 001

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

Marine Security Regulatory Framework

The sub-program provides a balance of tools such as policies, guidelines, regulations, and standards to promote a harmonized maritime security regulatory framework for Canadians and the marine industry.

Marine Security Policy and Coordination

Description:

Records relate to the development and coordination of Canadian policies across 17 different departments and agencies involved in marine security. Records also include information about the Interdepartmental Marine Security Working Group and the allocation of annual funding from the Marine Security Coordination Fund to Interdepartmental Marine Security Working Group members.

Document Types:

Correspondence, reports, policies, meeting agendas and minutes, terms of reference, records of decision, briefing notes, policies and guidelines; presentations, Treasury Board submissions and Cabinet documents.

Record Number: TC MSE 001

Marine Security Regulatory Affairs

Description:

Records relate to the development, amendment and harmonization of regulations and other legal instruments related to Canadian marine security, including the Marine Transportation Security Regulations, Domestic Ferries Security Regulations, proposed Administrative Monetary Penalties Regulations and the Marine Transportation Security Act. Also includes records about security measures, exemptions and regulatory comparisons with international trading partners.

Document Types:

Correspondence, reports, consultation meeting agendas and decision records, briefing notes, regulations, security measures, exemptions, memoranda of understanding, presentations, Treasury Board submissions for regulations and Cabinet documents.

Record Number: TC MSE 003

Motor Vehicle Safety

The program develops, administers and oversees the policies, regulations and standards necessary for the safety of motor vehicles and commercial vehicle operations in a manner that is harmonized with international and national standards. It contributes to reduced road deaths and injuries and provides safety oversight of the motor vehicle industry.

Motor Carrier Safety

The sub-program achieves safer motor carrier operations by advancing implementation of the National Safety Code and by managing a contribution program for provinces and territories towards consistent implementation of the National Safety Code. It is also achieved by maintaining the Federal Hours of Service Regulations for commercial vehicle drivers.

Motor Carrier Safety

Description:

Records relate to the facilitation of reduction of fatalities, injuries and crashes involving large commercial trucks and buses in Canada. Records include information about consultations with the provinces, territories and industry on rules and regulations governing the safe operation of commercial vehicles, drivers and operators. Also includes records relating to regulations that govern the construction and importation of new motor vehicles under the Motor Vehicle Safety Act and limited operational matters for commercial motor vehicles (buses and trucks) under the Motor Vehicle Transport Act. Information also relates to the National Safety Code, a comprehensive set of 15 standards, created to improve motor carrier safety in Canada through the consistent implementation of safety standards.

Document Types:

Correspondence, regulations, statistics and briefing notes.

The sub-program provides strategic direction and advice on, and leads the coordination of, cross-cutting issues, the delivery of departmental enforcement services and regulatory and policy initiatives affecting transportation in Safety and Security. It also directs integrated planning and reporting initiatives and serves as the main departmental point of contact for security and intelligence matters through its liaison with the Canadian intelligence community and its central role in the sharing and analysis of intelligence information. The program is also responsible for processing requisite transportation security clearances for workers within the national transportation infrastructure.

Intelligence Assessment

Description:

Records relate to the assessment of threats to transportation, transportation economic intelligence, intelligence liaison, events, exercises, training and awareness in support of the surface, air and marine safety and security modes in each region.

Document Types:

Correspondence, assessments, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, program policies and guidelines, presentations, memoranda of understanding and standard operating procedures.

Record Number: TC ASE 001

Rail Safety

The program develops, administers and oversees policies and regulatory instruments necessary for the safety of railway operations in a manner consistent with North American and International safety standards/levels. It fosters safety within the rail transportation system and provides oversight of the rail industry. Lastly, it promotes public safety at crossings, identifies the risks of trespassing and provides funds to improve safety at grade crossings.

Rail Safety Awareness and Grade Crossing Improvement

The sub-program provides funding for safety improvements at grade crossings and promotes public and stakeholder awareness and education in order to prevent fatalities and injuries.

Grade Crossing Closure Program

Description:

Records relate to the allocation of funds to the annual grant program, funded under section 12 of the Railway Safety Act for the closure of unsafe private and public road crossings.

Document Types:

Correspondence, briefing and discussion papers, reports, contribution agreements, assessments, meeting agendas and minutes, terms of reference, Treasury Board submissions, Cabinet documents, program policies and guidelines, application forms, copies of contracts, evaluations, audit reports, proposals and procedures.

Record Number: TC RAS 002

Grade Crossing Improvement Program

Description:

Records related to the allocation of funds for the annual contribution program, funded under section 12 of the Railway Safety Act.

Document Types:

Record Number: TC RAS 003

Rail Safety Oversight

The sub-program promotes compliance of the rail industry with the regulatory framework through inspections, audits and enforcement.

Rail Safety Operations Management

Description:

Records relate to the development, implementation and monitoring of Transport Canada’s Rail Safety Operations Management programs, covering a variety of complex areas in rail transportation for the Canadian public and businesses. Includes records about the development and approval of standards, rules and regulations pertaining to safety of railway equipment, operations, signals and communications systems, road crossings, access control and infrastructure (tracks, bridges, and rights-of-way). Also includes records concerning the development and oversight of Transport Canada’s rail safety monitoring programs, as well as records regarding the development and establishment of a national framework, strategies, goals and operations, plans for the railway safety management system regulatory compliance program, performance measurement indicators and audit framework strategies and plans.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, Cabinet documents, regulations, rules, and standards, memoranda, certificates, notices and orders, audits, risk evaluations, studies and surveys, policies and guidelines.

Record Number: TC RAS 004

Rail Safety Regulatory Framework

The sub-program provides a balance of tools such as policies, guidelines, regulations, rules and engineering standards to promote a harmonized rail safety regulatory framework for the rail industry and the public, at large, while ensuring viability of the rail sector.

Rail Safety Regulatory Affairs

Description:

Document Types:

Record Number: TC GAC 006

Windsor-Detroit Gateway

Description:

Records relate to policies, studies and funding for the planning, development and implementation of a new Detroit River crossing. Records include information relating to surface transportation infrastructure of national significance for international commerce, including investment, policy and regulatory issues concerning the Windsor-Detroit Gateway. Records relate specifically to the planning of a new Detroit River crossing project, including project components such as bridge, border inspection plazas, access road linking Highway 401 to the new bridge, interchange with Interstate 75, as well as projects in Windsor funded by the Border Infrastructure Fund, for instance the Walker Road rail underpass.

Document Types:

Correspondence, briefing notes, memos, contracts, Treasury Board submissions, Cabinet submissions and studies.

Record Number: TC GAC 007

Transportation Infrastructure

The program oversees, funds and manages multimodal transportation infrastructure under Transport Canada’s mandate to improve efficiency and service delivery for the benefit of Canadian taxpayers. It acts as the steward of certain commercial transportation assets operated by third parties on behalf of the federal government (airport authorities, port authorities, federal bridges, VIA Rail, Seaway, Marine Atlantic) as well as provides funding for Canada’s strategic transportation infrastructure, targeted to support federal objectives. It also develops transportation infrastructure policy through consultation with stakeholders and manages Transport Canada ports and airports. It supports essential services in some remote communities and manages legacy commitments as well as divests assets.

Airport Infrastructure

The sub-program looks after airport services under federal purview for the benefit of Canadian travelers and businesses. It provides stewardship of airport authorities with the goal of protecting the government’s interests as the landlord and ensuring compliance with lease terms. It operates federally owned regional, local and remote airports. It also provides financial support to non-federal eligible airports to maintain the ongoing operation and safety of airside infrastructure and, managers other airports’ infrastructure legacy commitments by providing financial support to twelve Labrador communities, through the provincial government, to maintain airstrips built under federal and provincial agreements.

Airport Authority Stewardship

Description:

Records relate to the management of contractual relationships with National Airports System, airport authorities, and NAV CANADA. Records include information pertaining to the management and monitoring of leases, letters patent, managed asset agreements, transfer agreements and financial statements and Transport Canada’s Environmental Information System. It also includes information relating to real property management such as title searches, bills of sale and other agreements.

Note: This class of records was formerly called Authorities Management and Real Property – Airports.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits, contribution agreements, Cabinet documents, Treasury Board Submissions, due diligence reports, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, training manuals, contracts, claims, business plans, risk assessments, environmental assessments, concessionary agreements, third party agreements, pre-consultation and/or consultation reports, progress reports, annual reports, site visit reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 001

Aircraft Facilities

Description:

Records relate to the management and upkeep of aircraft hangars (leased and owned) and the Aircraft Services Training Centre. Records also include information about financials, environmental issues and maintenance of the buildings.

Document Types:

Correspondence, meeting agendas and minutes, terms of reference, security requirements and standards, deeds and title documents, maintenance manuals, contracts, architectural drawings, building permits, legal documents, leases, environmental assessments, presentations, memoranda, commissioned reports, memoranda of understanding, letters of agreement and manuals.

Record Number: TC ASA 007

Airport Operations

Description:

Records relate to the administration, design and management of airport legacy programs, as well as to the oversight of 17 airports and 1 water aerodrome owned/operated by Transport Canada. It includes information about the renewal of programs such as evaluations, program audits and management action plans. Records also contain information relating to the delivery of programs including proposals from applicants, guidelines, pamphlets, project review and approval, negotiation of contribution agreements and financial claims and payments, risk assessments, environmental assessments and Aboriginal consultations, as well as the management and monitoring of operations at Transport Canada’s owned/operated airports and airport capital projects, leases, licenses and revenue, operations and maintenance contracts for the sites and aviation refueling licenses; and project monitoring reports and monitoring for service standards, and documentation relating to changes to regulations.

Note: This class of records was formerly called Program Management – Airport.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits and evaluations reports, contribution agreements, Treasury Board submissions, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, contracts, claims, financial statements, leases, business plans and feasibility assessments, progress reports, annual reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 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 wilful 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

Small Aerodrome Support

Description:

Records relate to the provision of support for airside safety capital projects through the Airports Capital Assistance Program, which provides financial support to eligible non-federally owned airports that demonstrate a financial need to fund the capital expenditures necessary to maintain safety. Includes records relating to airside safety-related projects, such as rehabilitation of runways, taxiways, aprons, and heavy airside mobile equipment, as well as information relating to air terminal building safety-related projects, such as fire alarm systems and asbestos removal.

Note: This class of records was formerly called Program Management - Airports Capital Assistance Program.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits and evaluations reports, Treasury Board submissions, legal opinions, project proposals and evaluations, financial statements, business plans and contribution agreements, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC ASA 012

Marine Infrastructure

The sub-program operates from a commercially-based policy framework, and supports Canadian trade by making marine assets available for commercial use. The program is delivered by methods such as providing stewardship of assets operated by third parties, providing direct public-sector delivery, and managing contribution agreements. The program acts as steward of Canada Port Authorities and the land they manage and operates and divests Transport Canada’s public ports. It also acts as steward of, and provides support to, remote, regional and constitutionally-mandated ferry services as well as the Canadian portion of the Seaway.

The sub-program supports Canada’s trade and mobility by fostering efficient and economic access to surface transportation networks while furthering transportation safety. The program develops, designs, negotiates and manages federal funding for highways, borders, railways, transit and federal bridges. It also works with provinces, territories and other partners on infrastructure programs and policies, with a particular focus on the National Highway System. Lastly, it acts as steward for VIA Rail and federal bridges and manages regional rail service legacy commitments.

Description:

Records relate to the development, implementation and monitoring of government policies with respect to the role of Canada’s passenger rail industry in the multimodal passenger marketplace and to ensuring that it meets the varied requirements of the Canadian economy and needs of Canadian travelers. Records also relate to the department’s stewardship and funding responsibilities for VIA Rail Canada, the Crown Corporation that provides national passenger rail services across Canada. Also includes records relating to the management of a class contribution program focusing on the provision of funding to remote and regional passenger rail services in northern areas of Manitoba, Ontario and Quebec where there are limited or no other options for connecting to the national transportation system.

Document Types:

Correspondence, briefing notes, reports, presentations, agreements, consultation papers, legislation, regulations, Cabinet documents, meeting agendas, meeting minutes, memoranda and Treasury Board submissions.

Record Number: TC TIN 008

Surface Infrastructure Programs

Description:

Records relate to the management of surface infrastructure funding programs, such as the Strategic Highway Infrastructure Program (SHIP), the Border Infrastructure Fund (BIF), the Canada Strategic Infrastructure Fund (CSIF), the Asia-Pacific Gateway and Corridor Initiative (APGCI), the Gateways and Border Crossings Fund (GBCF) and the Building Canada Fund (BCF). Records include information such as the proposals from prospective proponents, due diligence process, project review and approval, contribution agreement negotiation, project management oversight documents (for example, project annual reports, financial audits and retrospective analysis) and reports. It also includes information about risk assessments, environmental assessments and Aboriginal consultations.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits, contribution agreements, Treasury Board submissions, due diligence reports, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, project maps, contracts, claims, cash flow forecasts, concessionary agreements, third party agreements, affidavits of project completion, pre-consultation and/or consultation reports, progress reports, project annual reports, site visit reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 012

Transportation Marketplace Frameworks

Document Types:

Record Number: TC TMF 006

National Airports Policy

Description:

The sub-program encourages transportation efficiency by ensuring the appropriate economic policy and legislative frameworks in order to foster a competitive and viable Canadian marine industry. It is responsible for developing policies, legislation and regulations as well as monitoring the Canadian marine industry and ports system and establishing the rules of governance for Canada port authorities. It also negotiates and adopts international conventions and agreements and establishes the economic regimes governing market entry to both the Canadian marine marketplace and Canadian international marine trade. Lastly, it is representing the interest of Canada’s marine sector in international forums including the International Maritime Organization and setting the marine transportation liability regime.

International Marine Policy

Description:

Records relate to the development and implementation of government policies with respect to international marine transportation services in the areas of marine liability related to oil spills, marine and aviation war risk insurance, and liner shipping. Information also relates to the development, implementation and administration of legislation such as the Marine Liability Act, the Shipping Conferences Exemption Act and the Marine and Aviation War Risks Act. Lastly, records include information relating to the development and implementation of bilateral and multilateral maritime agreements developed under the auspices of various intergovernmental organizations such as International Maritime Organization (IMO), Asia-Pacific Economic Cooperation (APEC) and the Consultative Shipping Group.

Document Types:

Correspondence, briefing notes, reports, presentations, international agreements, consultation papers, legislation, regulations, Cabinet documents, meeting agendas and minutes, memoranda and Treasury Board submissions.

Record Number: TC TMF 007

Ports Policy

Description:

Records relate to the development and implementation of government policies with respect to the establishment and administration of the National Ports System, which includes 17 Canada Port Authorities. Records also relate to the development, implementation, amendment and administration of the Canada Marine Act and Letters Patent for each of the Canada Port Authorities. Records contain information regarding the stewardship responsibilities associated with Ridley Terminals Incorporated, the Crown Corporation that manages a coal handling terminal located at the Port of Prince Rupert.

Description:

Internal services constitute groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are management and oversight services, communications services, legal services, human resources management services, financial management services, information management services, information technology services, real property services, materiel services, acquisition services, and travel and other administrative services. Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

Acquisition Services

Acquisition services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

Procurement and Contracting Class of Record
- Professional Services Contracts Personal Information Bank

Communications Services

Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public—internal or external—receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

Communications Class of Record
- Internal Communications Personal Information Bank
- Public Communications Personal Information Bank

Financial Management Services

Financial management services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Financial Management Class of Record

Human Resources Management Services

Human resources management services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies and plans.

Information Management Services

Information management services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.

Information Technology Services

Information technology services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.

Information Technology Class of Record
- Electronic Network Monitoring Personal Information Bank

Legal services

Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

Legal Services Class of Record

Management and Oversight Services

Management and oversight services involve activities undertaken for determining strategic direction and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies or plans.

Materiel Services

Materiel services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Materiel Management Class of Record
- Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank

Real Property Services

Real property services involve activities undertaken to ensure that real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

Real Property Management Class of Record
- Real Property Management Personal Information Bank

Travel and Other Administrative Services

Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Legend

Standard Classes of Records (CoRs)
- Standard Personal Information Banks (PIBs)

Classes of Personal Information

Sampling, Testing and Controlling Moisture Content

This Class of Personal Information describes information used for approval of procedures for sampling, testing and controlling moisture content of cargoes which may liquefy. The personal information collected and used relates to contact information of individuals representing organizations applying for the issuance of Letter of Approval of procedures for sampling, testing and controlling moisture content under the International Maritime-Solid Bulk Cargoes (IMSBC) Code. This information will not be used for any administrative purpose affecting these individuals, nor is the information organized or is intended to be retrieved by name or other personal identifier. The information will be retained until we are informed of a change in company contact or until a request to remove a name from our database. The personal information will then be destroyed.

Manuals

Audit Procedure (Rail Safety)
Complaint Handling Procedure (Rail Safety)
Easy Does It! Transport Canada’s Plain Language Guide
Inspection Procedure (Rail Safety)
Investigation/Prosecution Procedure (Rail Safety)
Lost and Stolen Official Credentials Procedure (Rail Safety)
Manager’s Handbook on Security Screening
Motor Vehicle Regulations Enforcement
Notice and Order Procedure
Procedures for the 1-800 Office (Road Safety)
Publishing at Transport Canada
Rail Safety Compliance and Enforcement Manual
Security Screening Coordinator’s Manual
Standard Operating Procedures (Marine)
Transportation Appeal Tribunal of Canada Procedure
Transport Canada Interim Aboriginal Consultation and Accommodation Guidelines
Transport Canada Emergency Preparedness Manual
Transport Canada Rail Safety Interpretation Manual for Work Rest Rules
Transport Canada Aboriginal Consultation and Accommodation Training Manual
Transport Canada Visual Identity Manual

Additional Information

To make a formal request, mail your letter or Access to Information Request form (Access to Information Act) or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5.00 application fee for a request under the Access to Information Act) to the following address:

Transport Canada
Access to Information and Privacy Coordinator
330 Sparks Street
Place de Ville, Tower C, XMSP
Ottawa, Ontario
K1A 0N5

The Government of Canada encourages the release of information through informal requests. To make an informal request, contact us at the address noted above or e-mail us at atip/aiprp@tc.gc.ca or by fax at 613-991-6594. You may also wish to consult Transport Canada’s proactive disclosure webpage, completed Access to Information ATI Summaries, summaries of completed Privacy Impact Assessments which will be published shortly on Transport Canada’s ATIP website, as well as the Government of Canada open data website. For general information about the programs and activities at Transport Canada, please call 613-990-2309.

Reading Room

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person .

Info Source

Table of Contents

Introduction to Info Source

Background

Responsibilities

Institutional Functions, Programs and Activities

Aviation Safety

Aviation Safety Oversight

Airworthiness of Civil Aeronautical Products

Civil Aviation Medicine

Civil Aviation Medical Assessments

Civil Aviation Medical Examiners (CAME)

Civil Aviation Operations

Aircraft Maintenance Engineer Licensing

Aircraft Registration and Leasing

Aviation Enforcement

Aviation Occurrence Information Sources

Civil Aviation Personnel Licensing

Safety Management Services

Aviation Safety Regulatory Framework

Aviation Safety Policies, Regulations and Standards

Aircraft Services

Aircraft Engineering

Aircraft Flight Operations

Aircraft Maintenance

Aircraft Pilot and Maintenance Engineer Training

Aircraft Maintenance Engineer Licensing

Aviation Security

Aviation Security Oversight

Aviation Security Operations

Office of Reconsideration (OoR) – Passenger Protect Program (PPP)

Passenger Protect Program (PPP) – Specified Persons List

Aviation Security Policy

Transportation Security Clearance Program

Aviation Security Technology

Aviation Transportation Security Screening

Transportation Security Clearance Program

National Interest Exemptions

National Interest Exemption Program

Canadian Air Transport Security Authority (CATSA)

Operational Performance Framework

Aviation Security Regulatory Framework

Air Cargo Security

Aviation Security Regulatory Affairs and Regulatory Review

Center of Expertise of Transfer Payment

Aviation Security Technological Infrastructure

Bilateral and International Agreements

Clean Air from Transportation Program

Clean Air Initiatives

Clean Air

ecoauto Rebate Program

ecoauto Rebate Program

ecoTechnology Vehicles II Initiative

Incentives for Zero-Emission Vehicles Program

Incentives for Zero-Emission Vehicles Program

Gateway Carbon Footprint Initiative

Shore Power Technology for Ports Program

Truck Reservation System Program

Clean Air Regulatory Framework and Oversight

Aviation Emissions Policy

Environmental Policy - Analysis and Evaluation Group

Environmental Policy - Climate Change

Environmental Policy - Regulatory Policy

Clean Water from Transportation

Clean Water Regulatory Framework

Marine Safety Environmental Protection

Clean Water Regulatory Oversight

Marine Safety Environmental Response

Environmental Stewardship of Transportation

Aboriginal Agreements

Aboriginal Consultations

Contaminated Sites

Environmental Assessment

Environmental Protection

Sustainable Development

Marine Safety

Canada's Oceans Protection Plan

Marine Safety Oversight

Marine Safety International Inspection Standards (Port State Control)

Marine Personnel Standards