Info Source: Personal Information Banks

Application and Assessment for Canadian Citizenship

Description: This bank contains a record of persons who have been issued a certificate of Canadian citizenship or naturalization, a certificate or a document of renunciation of Canadian citizenship or of persons whose birth outside Canada has been registered with the Canadian government between January 1, 1947 and February 14, 1977 (incl.). It also contains a record of persons whose citizenship certificates have been recalled and a record of persons whose Canadian citizenship has been revoked. This bank contains personal information such as the name, sex, date and place of birth and physical description of individuals on whom a record is kept. Historical records are available from 1854; however, they are incomplete prior to 1918. Those seeking access to these records must provide the name and date and place of birth and, where applicable and obtainable, the number of the Canadian citizenship or naturalization certificate which was issued.

Class of Individuals: Individuals who have applied for naturalization in Canada, Canadian citizenship, a citizenship certificate or renunciation of Canadian citizenship; whose birth outside Canada has been registered with the Canadian government between January 1, 1947 and February 14, 1977 (incl.); as well as individuals whose citizenship certificates have been recalled or whose Canadian citizenship has been revoked.

Purpose: This bank is maintained in order to determine the Canadian citizenship status of individuals and to facilitate the processing of applications for citizenship or for proof of Canadian citizenship (citizenship certificate).

Consistent Uses: For the purpose of administering the Citizenship Act and Regulations and other related Acts, for the purpose of confirming the Canadian citizenship status of individuals, and for the purpose of confirming the issuance of citizenship certificates, information may be shared with the Canada Border Services Agency (CBSA), the Royal Canadian Mounted Police (RCMP), the Canadian Security and Intelligence Service (CSIS), the Department of Foreign Affairs and International Trade (DFAIT), Passport Canada, the Federal Court of Canada and the Immigration Program. For the purpose of conducting security reviews or investigations related to immigration legislation, information may be shared with the (CBSA), the RCMP, CSIS and the Immigration Program. Lists of the names, addresses, sex and dates of births of new Canadian citizens (with written consent) may be supplied to Elections Canada and Elections Québec for the sole purpose of registration in the National Register of Electors and Québec’s Permanent list of electors. Lists of the names, addresses, sex and preferred official language of new Canadian citizens (with written consent) may be supplied to the Prime Minister of Canada, to respective Members of Parliament for the sole purpose of sending congratulatory letters. Confirmation of Canadian citizenship status may be provided to The Chancellery in support of nominations to the Order of Canada. Confirmation of Canadian citizenship status may also be provided to the spouses, children and other relatives of naturalized Canadian citizens in order to assist them in acquiring a benefit. Information on individuals deceased more than 20 years may also be disclosed for genealogical research purposes. Information may be used internally for program management purposes, for purposes of research, planning, evaluation and statistics, and for internal audit purposes.

Retention and Disposal Standards: A retention period of 150 years starts once the process of application and assessment for Canadian citizenship is completed. During the first 90 days of the retention period, the documents are microfilmed after which the paper is destroyed. At the end of the retention period the microfilm is transferred into the care and control of the Library and Archives of Canada, Bank Number: CIC PPU 011.

RDA Number: 2002/004

Related Record Number: CIC ASB 004

TBS Registration: 003584

Bank Number: CIC PPU 050

Business Immigrants - Entrepreneurs

Description: This bank describes information that is related to individuals who have been granted conditional permanent resident status in Canada as entrepreneurs. The personal information may include name, contact information, citizenship status, date of birth, immigration file number, other identification numbers, country of last residence, visa issuance, landing dates and information related to an entrepreneur’s creation of or investment in a business in Canada, including business name, address, registration number; the entrepreneur’s ownership share, amount invested; annual sales, income and/or net asset value; information on the legal representative; interviews with Citizenship and Immigration Canada; enforcement action taken such as admissibility hearings and removal orders.

Class of Individuals: Individuals who have been granted conditional permanent resident status in Canada under the Entrepreneur program, any accompanying family members and legal representative (for immigration purposes) of the entrepreneur.

Purpose: The personal information is used to administer the in-Canada monitoring component of the Entrepreneur program including the entrepreneur’s compliance with his/her conditions of permanent residence, the final disposition of their case file, and any enforcement action taken in cases of non-compliance. Personal information is collected pursuant to the Immigration and Refugee Protection Act (IRPA) and Regulations (IRPR); the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: The information may be used or disclosed for the following purposes: enforcement, reporting to senior management, evaluation. Information may be shared with the Canada Border Services Agency (CBSA) refer to Policy and Program Development Enforcement Data System - (CBSA) PPU 032, the Canadian Security Intelligence Service (CSIS) refer to Security Assessments/Advice - SIS PPU 005, the Royal Canadian Mounted Police (RCMP) refer to Operational Case Records - CMP PPU 005, the Department of Justice refer to Civil Proceedings and Legal Services - JUS PPU 010 for the administration and enforcement of Immigration legislation or where the uses are pursuant to other law enforcement purposes. Information may be shared with provincial governments, specifically Ontario and British Columbia, pursuant to federal-provincial agreements for the purposes of providing business counselling services to entrepreneurs. Information may be shared with Citizenship and Immigration Canada (CIC) citizenship officers to verify if entrepreneurs applying for citizenship have met the conditions of permanent residency refer to Application and Assessment for Canadian Citizenship - CIC PPU 050.

Retention and Disposal Standards: Records are retained for eight years after the last administrative action on the file and are then destroyed.

RDA Number: 2006/004

Related Record Number: CIC ASB 010

TBS Registration: 005216

Bank Number: CIC PPU 010

Notes: 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 name and date of birth of the entrepreneur. Bank formerly called: Entrepreneur Monitoring Information System. Information may be stored in the following internal systems / databases: Entrepreneur Monitoring Information System. Personal information bank description last updated: 2009.

Business Immigrants - Immigrant Investor Program (1988-1999)

Description: This bank describes information that is related to proposals submitted to Citizenship and Immigration Canada under the former Immigrant Investor Program (IIP) between 1988 and 1999. The personal information may include name, contact information, citizenship status, date of birth, immigration file number, other identification numbers, place of birth, country of last residence, visa issuance, landing dates, financial information including fund title, fund manager, the amount of money invested by Immigrant Investors, the sectors of investment by the fund, the number of jobs created and the current status of the fund.

Class of Individuals: Applicants for permanent residency in Canada under the Immigrant Investor Program prior to April 1, 1999 and managers of investment funds.

Purpose: The personal information is used to administer the pre-1999 Immigrant Investor Program, establish an inventory of all immigrant investors having invested in a private or provincially-administered investment fund approved by Citizenship and Immigration Canada prior to April 1, 1999 and monitor investment fund compliance with the Immigration Regulations (1978). Personal information is collected pursuant to the Immigration Act (1976) and the Immigration Regulations (1978).

Consistent Uses: The information may be used or disclosed for the following purposes: enforcement, reporting to senior management, evaluation and monitoring investments made by Immigrant Investors for compliance with program regulations. Information may be shared with the Canada Border Services Agency (CBSA) refer to Policy and Program Development Enforcement Data System - (CBSA) PPU 032, the Canadian Security Intelligence Service (CSIS) refer to Security Assessments/Advice - SIS PPU 005, the Royal Canadian Mounted Police (RCMP) refer to Operational Case Records - CMP PPU 005, the Department of Justice refer to Civil Proceedings and Legal Services - JUS PPU 010 for the administration and enforcement of Immigration legislation or where the uses are pursuant to other law enforcement purposes. Information may be shared with provincial governments pursuant to federal-provincial agreements. Information may be shared with Citizenship and Immigration Canada citizenship officers to verify if investors applying for citizenship have met the conditions of permanent residency refer to Application and Assessment for Canadian Citizenship - CIC PPU 050.

Retention and Disposal Standards: Records are retained for eight years after the last administrative action on the file and are then destroyed.

RDA Number: 2006/004

Related Record Number: CIC ASB 010

TBS Registration: 003335

Bank Number: CIC PPU 011

Notes: 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 full name of the investment fund or the full name and date of birth of the investor. The program ceased to exist on March 31st, 1999. Bank formerly called: Investment Monitoring Information System. Information may be stored in the following systems / databases: Investment Monitoring Information System. Personal information bank description last updated: 2009.

Case Processing System (CPS)

Description: The Case Processing System (CPS) is both a tracking system and a processing system. All humanitarian and compassionate cases, direction for hearings on long-term permanent residents convicted of serious crimes, pre-removal risk assessments (PRRA), all danger to the public cases are in this system as well as all requests for consultation with the Minister on refugees and refugee claimants who are subject to extradition proceedings. Reports are prepared for the Minister’s delegate in each case using CPS. All information may be found on the Immigration case paper file.

Class of Individuals: The clients are those who are criminally inadmissible. They are seeking relief from the inadmissibility or CIC is preparing a request for a danger opinion to (a) prevent a person from claiming refugee status, or (b) allow refoulement of a Convention refugee or protected person; or where CIC is seeking a decision on a positive PRRA on cases where restrictions apply.

Purpose: CPS is used as a tracking system for cases within the Danger to the Public - Humanitarian and Compassionate Unit. It is used for writing Humanitarian and Compassionate case summaries, requests for Minister’s opinion/reconsiderations, danger opinions on removal cases, restriction assessments for positive PRRA and directions for hearings on long term permanent residents convicted of serious crimes. It is also used for writing memos, letters and faxes to CIC local offices. As well, statistics can be gathered on volumes of cases and approval rates from this system. All information contained in CPS is also contained in the Immigration case file.

Consistent Uses: CPS is accessible only by employees of the Danger to the Public - Humanitarian and Compassionate Unit. The information with respect to Danger to the Public cases and positive PRRA is disclosed to the person concerned and to his/her counsel. Information that is not related to danger to the public is not disclosed to other government agencies or members of the public.

Retention and Disposal Standards: Data is kept indefinitely.

RDA Number: 2006/004

Related Record Number: CIC APB 018

TBS Registration: 005205

Bank Number: CIC PPU 040

Designated Medical Practitioner (DMP)/Examiner Management Records

Description: The information contained in the DMP/Examiners record is used for the evaluation, selection and management of the examiners network .The types of information may include: identification, contact, licensing and professional information and evaluations performed by HB.

Class of Individuals: Physicians who are selected and designated to the DMP program worldwide, and their staff, hospital medical staff and individuals who provided professional references and opinions. Professional staff at the Health Management Branch of Citizenship and Immigration Canada (CIC).

Purpose: Information is used for the evaluation and selection of Designated Medical Practitioners (DMP).

Consistent Uses: Information may be used in the preparation of depersonalized reports and statistics, auditing, and quality assurance. Information may be shared under our Memorandum of Understanding on information sharing with Australia. Information is published on CIC’s website in order to assist individuals in locating a DMP/Examiner in a particular country.

Retention and Disposal Standards: Retain for 5 years after revocation or last action, whichever comes last, and then destroy as non-archival.

RDA Number: 2006/004

Related Record Number: CIC AOB 006

TBS Registration: 20090816

Bank Number: CIC PPU 072

Determination of Permanent Resident Status

Description: The bank contains information on persons who have or who claim to have been granted permanent resident status in Canada. Records in the bank may contain information collected by overseas missions, ports of entry and inland Canada Immigration Centres (CIC’s) from permanent residents and may also contain information as reflected on a permanent resident’s “Record of Landing” (CIC form IMM 1000) or “Confirmation of Permanent Residence” (CIC form IMM 5292). Information contained in this bank includes the following: the permanent resident’s name, gender, date and place of birth, marital status; the date on which and the place where the permanent resident became a permanent resident [and, if applicable, what terms and/or conditions were applied at the time of landing or at the time of being granted permanent residence]; the permanent resident’s residential address in Canada; the permanent resident’s address outside of Canada; the permanent resident’s mailing address; if notated or otherwise indicated by the permanent resident on the “Questionnaire: Determination of Permanent Resident Status” (CIC form IMM 5511), the permanent resident’s country of citizenship, passport number and date of passport expiry; the permanent resident’s places and duration of residence during the previous five years; if while absent from Canada during the previous five years the permanent resident accompanied a Canadian citizen spouse, common-law partner or parent, the Canadian citizen’s name, proof of Canadian citizenship and proof of relationship to the permanent resident and the periods of absence from Canada when the permanent resident was accompanying the Canadian citizen; if while absent from Canada during the previous five years the permanent resident was employed outside of Canada on a full-time basis by a Canadian business, or in the public service of Canada or of a province of Canada, the name, address, duration and proof of such employment with the employer during the previous five years; if while absent from Canada during the previous five years the permanent resident accompanied a Canadian permanent resident spouse, common-law partner or parent who was or is employed outside of Canada on a full-time basis by a Canadian business, or in the public service of Canada or of a province of Canada, the Canadian permanent resident’s name along with proof of that Canadian permanent resident status and proof of that Canadian permanent resident’s employment and proof of that Canadian permanent resident’s relationship to the permanent resident and the periods of absence from Canada when the permanent resident was accompanying that Canadian permanent resident; in the case of a permanent resident with a sum total number of days less than 730 days during the previous five years in which the permanent resident was: (a) physically present in Canada, and/or (b) accompanying outside of Canada a Canadian citizen spouse, common-law partner or parent, and/or (c) employed outside of Canada on a full-time basis by a Canadian business, or in the public service of Canada or of a province of Canada, and/or (d) accompanying outside of Canada a Canadian permanent resident spouse, common-law partner or parent who is or was employed outside of Canada on a full-time basis by a Canadian business, or in the public service of Canada or of a province of Canada, any humanitarian and compassionate considerations relating to the best interests of any child that may be directly affected by a determination of the permanent resident’s residency in Canada and/or any humanitarian and compassionate considerations that the permanent resident feels would overcome any breach of the permanent resident’s residency obligation as required under the Immigration and Refugee Protection Act.

Class of Individuals: Persons who have or claim to have been granted permanent residence in Canada.

Purpose: The information contained in this bank may be used in the administration and enforcement of immigration legislation. The bank serves as a repository for information on those persons who have been issued a permanent resident card in order to ensure the integrity of the card issuing process.

Consistent Uses: Information may be compared with that contained in permanent resident card application (CIC PPU 067). The information may be disclosed to the Royal Canadian Mounted Police (RCMP) and the Canada Border Services Agency (CBSA) for the purpose of investigation of an offence under the Immigration and Refugee Protection Act. Consistent uses may include sharing information with the Immigration and Refugee Board of Canada, and the Department of Justice.

Retention and Disposal Standards: Paper records will be held by CIC for five years. Retention periods for a photographic image [held in an image bank] and the electronic file in the Field Operations Support System (FOSS) relating to the particulars of the permanent resident’s compliance with the section 28 residency obligation under the Immigration and Refugee Protection Act are under review by Library and Archives Canada.

RDA Number: 2006/004

Related Record Number: CIC ASB 016

TBS Registration: 005308

Bank Number: CIC PPU 068

Enhanced Driver’s licence (EDL) and Enhanced Identification Card (EIC) Quality Assurance (QA) activity

Description: This bank describes information that is related to the Enhanced Driver’s licence (EDL) and Enhanced Identification Card (EIC) Quality Assurance (QA) activity. Personal information may include: name, other known names, contact information, citizenship status, date of birth, place of birth, biographical information, name of mother and father, physical attributes, signature, EDL/EIC decision, date and application number, driver’s licence number, and information found on scanned application forms and supporting documents.

Class of Individuals: EDL/EIC card holders.

Purpose: Personal information is used to administer the EDL/EIC QA activity. In this regard, Citizenship and Immigration Canada (CIC) performs quality assurance reviews, issues reports on the quality of provincial/territorial decision-making to ensure EDL/EIC cards are issued to Canadian citizens only, and advises the provinces where CIC has concerns on individual card holders. Personal information used in the EDL/EIC QA activity is validated against personal information in CIC’s databases. Personal information is collected pursuant to the Department of Citizenship and Immigration Act and the Citizenship Act.

Consistent Uses: The information may be used or disclosed for program evaluation purposes. Information may be shared within Citizenship and Immigration Canada (CIC) in cases where there are concerns on individual card holders - refer to Application and Assessment for Canadian Citizenship, CIC PPU 050.

Retention and Disposal Standards: Records are retained for two years after the last administrative action on the file and are then destroyed.

RDA Number: 2005/006

Related Record Number: CIC ASB 023, CIC ASB 004

TBS Registration: 20100607

Bank Number: CIC PPU 077

Enhanced Language Training (ELT) Initiative

Description: This bank describes information that is related to the administration of the Enhanced Language Training (ELT) Initiative. The personal information may include name, contact information, biographical information, citizenship status, date of birth, educational information, language, physical attributes, place of birth, Citizenship and Immigration Canada Field Operations Support Systems (FOSS) number and language assessment results.

Class of Individuals: Permanent residents registered for the Enhanced Language Training Initiative.

Purpose: The personal information is used to administer the enhanced language training initiative program or activity and including assessing the participant’s official languages’ capabilities and bridge-to-work needs. It is also used to determine the need for childcare during class. Information is collected pursuant to the Immigration and Refugee Protection Act.

Consistent Uses: The information may be used or disclosed for the following purposes: audit, evaluation, research, statistical, planning, and monitoring. The name and other general personal information may be shared with funded Service Provider Organizations, which provide language assessment services. The information is shared pursuant to Contractual Arrangements with each Service Provider Organization.

Retention and Disposal Standards: Records will be retained for 5 years after the last administrative action and then, the records are destroyed.

RDA Number: 2006/004

Related Record Number: CIC ASB 020

TBS Registration: 20090545

Bank Number: CIC PPU 074

Note: Now under the lead of the Integration Program Management Branch with Integration and Information Management Technology Branch support. The ELT initiative has been merged with the new Settlement Program. Thus data on individual programs will no longer be captured separately for upcoming years.

Foreign Student Records and Case File

Description: This bank may contain information such as name, birth date, country of citizenship, sex, marital status, accompanying family members, nature and duration of studies, name and address of institution being attended and availability of funds. The file may also contain details concerning health and criminality, the name and address of bond depositor, sum deposited, terms and conditions imposed, name of person signing bond, name of persons bonded, terms and conditions which they must meet, and acknowledgement of terms and conditions. Persons seeking access to this bank must supply their name, date of birth and approximate date of temporary admission to Canada.

Class of Individuals: Foreign nationals temporarily in Canada as students.

Purpose: The purpose of this bank is to record information pertaining to persons temporarily in Canada who are lawfully engaged in any recognized academic, professional or training course. Information issued is used in the administration and enforcement of immigration legislation with respect to the length and purpose of stay in Canada.

Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS) and the Royal Canadian Mounted Police (RCMP) for the purpose of conducting security reviews or investigations related to immigration legislation. Uses also include the sharing of information with Public Safety Canada, CSIS, the Department of Justice and the RCMP where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration legislation. Information may be disclosed to medical practitioners for the purpose of providing medical services to newly arrived immigrants being held in detention centres as well as to the Canadian Council of Engineers for the assessment of engineering qualifications. Some information may also be disclosed to transportation companies within the terms of their responsibilities under immigration legislation. It may also be disclosed to provincial authorities and agencies / municipalities under the terms of an agreement or arrangement. Other uses may include the sharing for assessment, provision of settlement, assistance, administration of provincial programs and for research purposes with the Insurance and Employment programs of Human Resources and Social Development Canada (HRSDC), the Canada Border Services Agency (CBSA), the Immigration and Refugee Board of Canada, DFAIT, Health Canada, Veterans Affairs Canada, and for the purpose of administering their programs. Information may also be shared with Statistics Canada and DFAIT for statistical and planning purposes. It may also be shared with foreign governments under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. It may be provided to private sector research firms for the purposes of planning, statistics, research and evaluation. Information obtained from DFAIT, Health Canada, the Immigration and Refugee Board of Canada (that contained in IRB PPU 105-Immigration Appeal Board Records, IRB PPU 110-Immigration Appeal Division Records, IRB PPU 115-Convention Refugee Determination Division Records and IRB PPU 145-Research Directives, Claim Specific Information), CSIS, the RCMP and some provincial government departments may be compared for the purpose of administering or enforcing the immigration legislation and to administer and conduct the appeals process under the Immigration and Refugee Protection Act.

Retention and Disposal Standards: Paper records are maintained for two years after the last administrative action, and then destroyed. Positive decisions on Temporary Resident applications are destroyed after the last administrative action at CPC Vegreville. Information on positive decisions is contained in FOSS. Electronic records of files processed at CPC-Vegreville are retained for a period of 2 years. At posts abroad, the period of retention is two years from last administrative action. Machine readable records are kept for 15 years; microfilms are kept indefinitely.

RDA Number: 2006/004

Related Record Number: CIC ASB 017

TBS Registration: 005154

Bank Number: CIC PPU 051

Host Program

Description: This bank may contain names and other information pertaining to individual members or representatives of organizations involved in the Host Program. Access to this bank may be gained by providing the name and address of the particular organization.

Note: Now under the lead of the Integration Program Management Branch with Integration and Information Management Technology Branch support. As of May 15, 2008, the three CIC programs (the Immigration and Settlement Adaptation Program (ISAP), the Host program, and the Language Instruction for Newcomers to Canada (LINC)) were combined under one program authority: The Settlement Program. Thus data on individual programs will no longer be captured separately for upcoming years.

Class of Individuals: Members of service provider organizations who provide assistance to newly arrived immigrants for Citizenship and Immigration Canada on a contribution agreement basis and participating members of these organizations.

Purpose: The purpose of this bank is to provide a list of the Host Program organizations. The information may be used in decisions regarding the effectiveness of the Program.

Consistent Uses: The information may be used for internal audit purposes. It may be provided to private sector research firms for the purposes of planning, statistics, research and evaluation.

Retention and Disposal Standards: Information on members or representatives of Host Program organizations is kept for six fiscal years after completion of the contribution agreement. The retention and disposal standards are currently under review.

RDA Number: 2006/04

Related Record Number: CIC ASB 020

TBS Registration: 001973

Bank Number: CIC PPU 005

Immigration Case File

Description: This file may contain some or all of the following types of information: applications for permanent residence and refugee status, assessments by immigration officers, details concerning health, past criminality, financial status, education and professional experience, removal documentation and temporary resident permit, including computer-based information (Field Operations Support System (FOSS), Computer-Assisted Immigration Processing System (CAIPS), Case Processing System (CPS), e-mail). The file may contain information on an immigrant’s earlier status in Canada. It may include all or part of the same information regarding any other person named in the application. It may include information on the sponsor and information from the Foreign Students Records and Case File - CIC PPU 051. It may include information from the Temporary Worker Records and Case File - CIC PPU 054. It may include information from the Visitor Case File - CIC PPU 055.It may also include the name and address of bond depositor, sum deposited, terms and conditions imposed name of person signing bond, name of persons bonded, terms and conditions which they must meet, and acknowledgement of terms and conditions. It may also include pre-removal risk assessments. Persons seeking access to this information bank must supply their date of birth, approximate date of entry into Canada and port of entry.

Class of Individuals: Persons accepted or refused admission to Canada as permanent residents, Convention refugees, visitors, immigrants, permit holders; persons seeking approval of criminal rehabilitation; persons declared a danger to the public by the Minister under the Immigration and Refugee Protection Act; persons under enforcement action in Canada; persons who are the object of litigation before courts or administrative tribunals in matters relating to immigration.

Purpose: This personal information relates to the immigrant’s applications for permanent or temporary admission to Canada and subsequent decisions for which purpose the bank was established. Information is used in the administration and enforcement of immigration legislation, as required.

Consistent Uses: The information may be used or disclosed in the administration and enforcement of the Immigration and Refugee Protection Act and the detection, suppression and prevention of immigration offenses. The information may be disclosed to the Canadian Security Intelligence Service (CSIS) and the Royal Canadian Mounted Police (RCMP) for the purpose of conducting security reviews or investigations related to immigration legislation. Uses also include the sharing of information with Public Safety, CSIS, the Department of Justice, Canada Border Services Agency (CBSA) and the RCMP where these uses are pursuant to the law. Information may also be disclosed to various foreign governments subject to multilateral treaties or agreements, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration legislation. Personal information relating to warrants and arrests for examination, admissibility hearings, removal from Canada or a proceeding that could lead to the making of a removal order by an immigration officer, and removal orders (departure orders, deportation orders and exclusion orders) issued by immigration officers, and their execution, may be disclosed by media relations officers when it has been determined that the disclosure is necessary for the administration and enforcement of the Immigration and Refugee Protection Act and the detection, suppression and prevention of immigration offences. Information may be disclosed to medical practitioners for the purpose of providing medical services to newly arrived immigrants being held in detention centres as well as to the Canadian Council of Engineers for the assessment of engineering qualifications. Certain information may be shared with service provider organizations (SPOs) and private sponsors in Canada for the purposes of administering the refugee program. Some information may also be disclosed to transportation companies within the terms of their responsibilities under immigration legislation. It may also be disclosed to provincial authorities, agencies and municipalities under the terms of an agreement or arrangement. Other uses may include the sharing of information with the insurance and employment programs of Human Resources and Social Development Canada (HRSDC), the Immigration and Refugee Board of Canada, Department of Foreign Affairs and International Trade Canada (DFAIT), Health Canada, for assessment, provision of settlement assistance, administration of provincial programs and for research purposes. Information may also be shared with Statistics Canada and DFAIT for statistical and planning purposes. It may also be shared with foreign governments and immigration authorities under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. It may be provided to private sector research firms for the purposes of planning, statistics, research and evaluation. Information obtained from DFAIT, Health Canada, the Immigration and Refugee Board of Canada (that contained in IRB PPU 105 -Immigration and Refugee Board Records, IRB PPU 110 - Immigration Appeal Division Records, IRB PPU 115 - Convention Refugee Division Records and IRB PPU 145 - Research Directives, Claim Specific Information), CSIS, the RCMP and some provincial government departments may be compared for the purpose of administering or enforcing the immigration legislation and to administer and conduct the appeals process under the Immigration and Refugee Protection Act. Personal information may also be used for quality assurance activities.

Retention and Disposal Standards: Paper records are normally retained for two years after the last administrative action. Information on persons known or suspected of engaging in activities contrary to the Immigration and Refugee Protection Act is retained for 5 years after the last administrative action. Information on controversial cases is retained for 10 years after the last administrative action. Sponsorship agreements must be retained for the duration of the sponsorship. Upon expiry of the retention period, some of these records will be preserved by the Library and Archives Canada for archival purposes.

RDA Number: 2006/004

Related Record Number: CIC AOB 005

TBS Registration: 001972

Bank Number: CIC PPU 042

Notes: Formerly EIC PPU 225

Immigration Loans Program

Description: This bank may contain the following information: name, birth date, visa number, loan warrant number, undertaking to repay assistance number, address, and telephone numbers at home and at work, Social Insurance Number, name and address of employer, marital status, date and port of arrival, name of spouse and number of dependants, status and amount of outstanding loan. The Social Insurance Number is used to set-off against taxation. Access to this bank may be gained by providing name and date of birth or loan warrant number.

Class of Individuals: Only individuals who have received transportation, admissibility or assistance loans are identified. They are: foreign nationals admitted to Canada as permanent residents, who do not have disposable assets for themselves or their families to pay the cost of their transportation to Canada and/or from their port of arrival to their final destination in Canada; or to pay the Right of Permanent Residence fee; members of the convention refugees abroad and humanitarian-protected persons abroad classes to establish their admissibility to Canada (medical costs overseas); as well as those newcomers in need of financial assistance for basic needs of life.

Purpose: This bank serves as a record of the amount of loans issued and repaid and is used for the administration of the programs.

Consistent Uses: The information is used by CIC for management information purposes and for purposes of research, planning, internal audit, evaluation and statistics and may also be provided to private sector research firms for these purposes. The information is shared with Department of Foreign Affairs and International Trade Canada (Passport Office).

Retention and Disposal Standards: The information is kept for six fiscal years after the loan has been repaid. Upon expiry of the retention period, some of these records will be preserved by the Library and Archives Canada for archival purposes.

RDA Number: 2006/004

Related Record Number: CIC ASB 011

TBS Registration: 001986

Bank Number: CIC PPU 007

Immigration Medical Records

Description: The information contained in the IME is used in the administration of the Immigration and Refugee Protection Act (IRPA). The medical record contains some or all of the following: immigration medical evaluation, medical reports, laboratory reports, x-rays and health care provider coordinates.

Class of Individuals: Persons applying for permanent residence and those temporary residence applicants who require an immigration medical examination, as well as health care professionals providing medical services under the Interim Federal Health Program.

Purpose: The bank is used in the administration and enforcement of the Immigration and Refugee Protection Act.

Consistent Uses: Information may be used internally for program management purposes and for purposes of research, planning, evaluation, statistics and for internal audit purposes. Other uses may include the sharing of some information with the departments of Health Canada, Public Health Agency of Canada and Department of Foreign Affairs and International Trade Canada (DFAIT), as well as with provincial/territorial government departments responsible for assisting in immigration settlement and for the purposes of administering their public health program or enforcing their public health and/or immigration legislation. Other uses may include the sharing of information with a claims processor for administration of the Interim Federal Health Program.

Retention and Disposal Standards: Records are retained according to the file’s assessment category as described in the “Policy for File Management (2007)” which is consistent with file retention directives of Library and Archives Canada and Citizenship and Immigration Canada (CIC).

RDA Number: 83/007-1

Related Record Number: CIC AOB 003

TBS Registration: 002723

Bank Number: CIC PPU 052

Immigration Program Accounts Receivable (IPAR)

Description: This bank includes the following information: name, address, telephone number and Social Insurance Number of individuals having received a loan, including interest and the related administrative charges, amounts paid, delinquent amounts, credit reports, tracing actions, and comments of immigrants and collecting officers and related correspondence. Information is duplicated in part on the Immigration Loans Programs bank file CIC PPU 007.

Class of Individuals: Qualified immigrants, under the Immigration and Refugee Protection Act to allow payment of transportation costs, the costs associated with the medical examination, the related administrative charges and assistance to the establishment in Canada.

Purpose: This computerized bank is used to record and monitor the collection of outstanding loans.

Consistent Uses: This bank is also shared with the Individual Income Tax Return (CCRA PPU 005) in order to trace individuals and pursue the collection of debts due the Crown. Information from this bank may be used by Citizenship and Immigration Canada for purposes of research, planning, evaluation, statistics and internal audit and may be provided to private research firms for this purpose. It may also be shared with private collection agencies for collection purposes.

Retention and Disposal Standards: The files are retained for six years after the fiscal year during which a decision has been taken to close the account.

RDA Number: 2006/004

Related Record Number: CIC APB 001

TBS Registration: 005214

Bank Number: CIC PPU 048

International Service: Overseas Immigration Case Files

Description: The bank contains information on persons who apply at posts abroad for a permanent resident visa, a temporary resident visa, a work permit, a study permit, a travel document for permanent residents, a temporary resident permit or an authorization to return to Canada. Records in the bank may contain some or all of the following: applications; certificates of birth, death, marriage, divorce, separation, adoption, and education; employment experience and references; Provincial selection documents (Quebec selection certificate (CSQ), Provincial Nominee Certificates); offers of employment forwarded by Human Resources and Skills Development Canada, statements of assets and bank, trust, and brokerage statements; property holdings; business investments, refugee referrals, medical reports, applicant’s representation, letters and correspondence. The file may also contain details concerning criminality and security. Persons seeking access to this information bank should provide their name or names they have used, date of birth and, if possible, their visa office file number.

Class of Individuals: Individuals who have applied for a permanent resident visa, a temporary resident visa, a work permit, a study permit, a travel document for permanent residents, a temporary resident permit, or an authorization to return to Canada at posts abroad. Individuals who are known to have entered Canada illegally or are suspected of participating in irregular entry activities.

Purpose: The information contained in this bank may be used in the administration and enforcement of the Immigration and Refugee Protection Act of Canada. The bank serves as a repository for detailed and summary documentation on those persons wishing to visit, immigrate or return to Canada and persons involved in the facilitation thereof.

Retention and Disposal Standards: Applications for permanent residence (CIC form IMM 8) for those persons who have received an immigrant visa and record of landing (CIC form IMM 1000) since 1988 or a confirmation of permanent residence form (CIC form IMM 5292) since 2002 are retained for a period of 65 years. All other paper records are normally destroyed two years after the last administrative action. Information on persons known or suspected of engaging in activities contrary to the Immigration and Refugee Protection Act is normally retained for at least five years after the last administrative action. Information on controversial cases, such as those involving organized crime, is destroyed not earlier than five years after the last administrative action.

RDA Number: 2006/004

Related Record Number: CIC AOB 001

TBS Registration: 000344

Bank Number: CIC PPU 039

Immigration Settlement and Adaptation Program (ISAP)

Description: This bank may contain names, addresses and other information pertaining to individual members or representatives of Service Provider Organizations (SPOs) as well as their clients. Access to this bank may be gained by providing the name and address of the organization.

Class of Individuals: Members or representatives of service provider organizations that provide immigrant settlement and adaptation services for Citizenship and Immigration Canada on a contribution agreement basis and participating members of these organizations.

Purpose: The purpose of this bank is to provide a list of the contracted service provider organizations that CIC provides funding to. The information may be used in decisions regarding the terms of such agreements, their renewal and the evaluation of services provided to the newly arrived immigrants on a complimentary basis.

Consistent Uses: Information may be used for internal audit purposes. It may be provided to private sector research firms for the purposes of planning, statistics, research and evaluation.

Retention and Disposal Standards: The retention period for ISAP files is six fiscal years after completion of the contribution agreement. The retention and disposal standards are currently under review.

RDA Number: 2006/04

Related Record Number: CIC ASB 020

TBS Registration: 005011

Bank Number: CIC PPU 003

Language Instruction for Newcomers to Canada (LINC) Program

Description: This bank contains names, addresses and other information pertaining to individual members or representatives of Service Provider Organizations (SPOs) as well as their clients. This bank may also contain the following information on clients: full name, date of birth, country of origin, mother tongue and other spoken and written languages, an ID number (IMM 1000, Ministerial Permit or FOSS ID number), occupation before coming to Canada, current occupation, available days and day periods for class attendance, and access to child minding during class hours. Access to this bank may be gained by providing the name and address of the organization.

Class of Individuals: Members or representatives of service provider organizations that provide language training for Citizenship and Immigration Canada on a contribution agreement basis, participating members of these organizations and newcomers who are eligible for language training.

Purpose: This data bank helps CIC to draw a profile of LINC clientele, to assess their training needs in one of Canada’s official languages and needs for child minding during class hours. Data also serves in managing programs and services, ensuring accountability and efficient allocation of LINC contributions.

Consistent Uses: Information in this bank may be used by CIC for purposes of planning, auditing, monitoring and evaluating programs and services for research purposes and for the collection of statistics. Information in this data bank may be shared with such partners as the Canada Revenue Agency (CRA), provincial and municipal governments and funded SPOs to whom the information relates.

Retention and Disposal Standards: The retention period for LINC files is six fiscal years after completion of the contribution agreement. The retention and disposal standards are currently under review.

RDA Number: 2006/04

Related Record Number: CIC ASB 020

TBS Registration: 005217

Bank Number: CIC PPU 004

Litigation Information Management System (LIMS)

Description: The Litigation Information Management System (LIMS) contains information concerning citizenship and immigration related to litigation. The information relates to finalized and/or pending litigation cases. LIMS contains personal information concerning the applicant/respondent such as the name, country of citizenship, FOSS ID number, as well as a general description of the nature and status of the litigation. As Litigation Management’s principal responsibility is to provide instruction on behalf of CIC to the Department of Justice with regard to the conduct of litigation, summaries of consultation with legal counsels and other CIC officials, strategies for defending decisions and subsequent instructions to Justice are entered into LIMS.

Class of Individuals: Parties to immigration or citizenship litigation before the courts.

Purpose: LIMS is a database used to facilitate managing and monitoring immigration and citizenship related litigation. It provides quick access to information on litigation cases that may have an impact on CIC policy or program delivery. LIMS is accessible only to employees of the Litigation Management Division, Case Management Branch.

Consistent Uses: None.

Retention and Disposal Standards: Data is kept indefinitely.

RDA Number: 2006/004

Related Record Number: CIC APB 019

TBS Registration: 005206

Bank Number: CIC PPU 043

Permanent Resident Card

Description: The bank contains information on persons who have been granted permanent resident status and who have been issued a permanent resident card. Records in the bank contain the information collected by overseas missions and inland CICs from all applicants for permanent residence as it is captured on the Record of Landing (CIC form IMM 1000) and the Confirmation of Permanent Residence (CIC form IMM 5292). Information contained in this bank includes the following: the applicant’s name, date and place of birth, signature, gender, height and eye colour, the date on which and the place where the applicant became a permanent resident, the applicant’s mailing address, the address of all of the applicant’s places of residence during the previous five years, the name and address of the applicant’s employers and educational institutions attended during the previous five years, the periods during the previous five years that the applicant was absent from Canada whether a report under subsection 44(1) of the Act has been made in respect of the applicant or whether a decision was made outside of Canada that they have failed to comply with the residency obligation under section 28 of the Act, and whether the applicant has lost permanent resident status or has been issued a removal order; a copy of a passport currently held by the applicant or held by the applicant at the time of becoming a permanent resident, the form IMM 1000, entitled “Record of Landing”, or the IMM 5292, entitled ’Confirmation of Permanent Residence’, held by the applicant, a provincial driver’s license held by the applicant, a photo-identity card held by the applicant and issued by a province, a student card held by the applicant and issued by a provincially accredited college or university, or the most recent notice of assessment within the meaning of the Income Tax Act received in relation to the applicant’s income tax return; and two identical photographs signed by the guarantor.

Class of Individuals: Persons who have been granted permanent residence in Canada

Retention and Disposal Standards: Paper records are held by CPC Sydney and are destroyed two years after the last administrative action. The electronic file in Field Operations Support System (FOSS) relating to the particulars of the holder is retained indefinitely, in conjunction with the microfilm copy of the Confirmation of Permanent Residence (IMM 5292). A photographic image will also be held indefinitely in an image bank for compliance and enforcement purposes. Permanent Resident Cards that cannot be delivered within 180 days of notifying the applicant of its availability will be destroyed as required by subsection 58(3) of the Immigration Regulations.

RDA Number: 2006/004

Related Record Number: CIC ASB 016

TBS Registration: 005312

Bank Number: CIC PPU 067

Permanent Resident Data System

Description: Records in this bank contain such data as demographics, date and place of birth, citizenship, language, accompanying family members, passport number and country of issue, immigration category, country of last permanent residence, education, intended occupation, money in possession on arrival in Canada, destination address and person willing to help, assisted passage warrant number, visa or letter of pre-examination data, authorization number, date and office of issue, medical data, admission date and other information pertaining to admission. To access this bank the individual’s name at entry, date of birth and year of entry are required. To access data concerning landing years 1919 to 1935, additional information is required such as country of birth, port of entry, vessel (if applicable) and names of accompanying family members. Landing records prior to 1935 are in the custody and control of the Library and Archives Canada.

Class of Individuals: Persons who have been granted permanent residence in Canada.

Purpose: The purpose of the bank is to record the legal permanent admission of immigrants to Canada. It is used to verify the right of persons to remain in Canada.

Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS), the Royal Canadian Mounted Police (RCMP) and the Canada Border Services Agency (CBSA) for the purpose of conducting security reviews or investigations related to immigration legislation. Uses also include the sharing of information with Public Safety Canada, CSIS, the Department of Justice, the RCMP and the (CBSA) where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration legislation. Information may be disclosed to medical practitioners for the purpose of providing medical services to newly arrived immigrants being held in detention centres as well as to the Canadian Council of Engineers for the assessment of engineering qualifications. Some information may also be disclosed to transportation companies within the terms of their responsibilities under immigration legislation. It may also be disclosed to provincial authorities, agencies and municipalities under the terms of an agreement or arrangement. Other uses may include the sharing for assessment, provision of settlement, assistance, administration of provincial programs and for research purposes with Human Resources and Social Development Canada (HRSDC), the Canada Revenue Agency (CRA), the Canada Border Services Agency (CBSA), the Immigration and Refugee Board of Canada (IRB), the Department of Foreign Affairs and International Trade (DFAIT), Health Canada, Veterans Affairs Canada for the purpose of administering their programs. Information may also be shared with Statistics Canada and DFAIT for statistical and planning purposes. It may also be shared with foreign governments under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. It may be provided to private sector research firms for the purposes of planning, statistics, research and evaluation. Information obtained from DFAIT, Health Canada, the Immigration and Refugee Board of Canada (that contained in IRB PPU 105-Immigration Appeal Board Records, IRB PPU 110-Immigration Appeal Division Records, IRB PPU 115-Convention Refugee Determination Division Records and IRB PPU 145-Research Directives, Claim Specific Information), CSIS, the RCMP, the (CBSA) and some provincial government departments may be compared for the purpose of administering or enforcing the immigration legislation and to administer and conduct the appeals process under the Immigration and Refugee Protection Act.

Retention and Disposal Standards: Records are retained by the Case Processing Centre (CPC) for a period of two years after finalization, and then transferred to the Federal Records Centre in Edmonton.

RDA Number: 2006/004

Related Record Number: CIC ASB 016

TBS Registration: 005219

Bank Number: CIC PPU 053

Protected Persons Status Documents

Description: The bank may contain information such as name, date and place of birth, sex, height, eye colour, marital status, country of last permanent residence, country of citizenship, address in Canada, date determined to be a protected person, date applied for permanent residence in Canada, whether the person is a permanent resident or Canadian citizen, and whether the person is physically present in Canada. Similar information may be collected for each dependent family member. Persons seeking access to this bank must supply their date of birth and the approximate date on which they were determined to be a protected person.

Class of Individuals: Protected persons, as defined under the Immigration and Refugee Protection Act, who are physically present in Canada.

Purpose: To record information pertaining to protected persons in Canada and to issue them a document indicating their status.

Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS), the Royal Canadian Mounted Police (RCMP), the Immigration and Refugee Board of Canada (IRB), and the Canada Border Services Agency (CBSA) for the purpose of investigations related to the citizenship and immigration legislation. Use of information also includes the sharing of information with Public Safety Canada, CSIS, the Department of Foreign Affairs and International Trade (DFAIT), the Department of Justice and the RCMP where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of the citizenship and immigration legislation where such sharing of information may not put the individual and/or his/her family at risk. Some information may be disclosed to transportation companies within the terms of their responsibilities under the citizenship and immigration legislation. This information may also be disclosed to provincial authorities for assessment under the terms of an agreement or arrangement. Other uses of information may include the sharing of information with Human Resources and Social Development Canada, DFAIT, Health Canada, as well as with provincial or municipal government departments under the terms of an agreement responsible for assisting immigration settlement, for the purpose of administering their programs (e. g. social welfare, education, and human resource planning) and for research purposes. Information may also be shared with Statistics Canada and DFAIT for statistical and planning purposes. It may also be shared with foreign governments under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. It may be provided to private sector research firms, under contract with Citizenship and Immigration Canada, for the purposes of planning, statistics, research and evaluation. Information obtained from DFAIT, Health Canada, IRB, CSIS, the RCMP and some provincial government departments may be compared for the purpose of administering or enforcing the immigration legislation and to administer and conduct the appeals process under the Immigration and Refugee Protection Act.

Retention and Disposal Standards: Paper records are maintained for two years after the last administrative action, and then destroyed. Positive decisions are destroyed after the last administrative action at CPC Vegreville. Information on positive decisions is contained in FOSS. Electronic records of files processed at CPC Vegreville and identified as records that are non computer-based (NCB) documents are kept five years after the last administrative action. Disposal standards are currently under review.

RDA Number: 2006/004

Related Record Number: CIC ASB 008

TBS Registration: 005310

Bank Number: CIC PPU 066

Query Response Centre Records

Description: Individual records may include an index to facilitate file retrieval (depending on the year of arrival in Canada). A Verification of Admission form (IMM 5009) is needed to search the records available in the Centre. This form is available through the nearest Canada Immigration Centre or by contacting the CIC Call Centre. Following are the documents which are available: immigrant visa, record of landing and confirmation of permanent residence, temporary residents record (visitor record, work permit, study permit), amendment to record of landing and amendment to confirmation of permanent residence, confirmation/certificate of departure, grant of status by the Minister, exclusion order, permit to come into or remain in Canada, extension of permit: certificate, confiscated or voluntarily surrendered CIC’s or CIIR’s (Canadian Immigrant’s Record Card, record of landing or confirmation of permanent residence), notice of arrest under section 103 of the Immigration Act, voluntary departure - confirmation, departure order, certificate/no documents on file - no landing record, no student/work permit, no consent to return as per subsection 52(1) of the new Immigration and Refugee Protection Act or section 35 of the old Immigration Act, certificate for the purpose of subsection 36(1) of the new Immigration and Refugee Protection Act or paragraph 19(1)(c) of the old Immigration Act, no visitor record, certificate for the purpose of subsection 36(2) of the new Immigration and Refugee Protection Act or paragraph 19(2)(a) of the old Immigration Act, 27 report and 20 report.

Class of Individuals: Permanent and temporary residents, holders of permit to come into or remain in Canada and those persons for whom there has been enforcement action. People who have received or been denied the grant of status by the Minister and holders of certificates.

Purpose: The information contained in this bank is gathered by Citizenship and Immigration Canada and is used to produce copies or certified true copies of all documents listed above and serves as a record of all document holders.

Consistent Uses: The bank is required to store all documents listed above. The information contained in this bank may be used or disclosed in the administration and enforcement of the Immigration and Refugee Protection Act and the detection, suppression and prevention of immigration offences. The information may be disclosed to the Canadian Security Intelligence Service (CSIS), the Royal Canadian Mounted Police (RCMP) and the Canada Border Services Agency (CBSA) for the purpose of conducting security reviews or investigations related to immigration legislation. It may also be disclosed to provincial authorities, agencies and municipalities for assessment under the terms of an agreement or arrangement. Other uses may include the sharing for assessment, provision of settlement, assistance, administration of provincial programs and for research purposes with the insurance and employment programs of Human Resources and Social Development Canada (HRSDC), Service Canada, Health Canada, the Canada Revenue Agency (CRA), the Canada Border Services Agency (CBSA), the Department of Foreign Affairs and International Trade Canada (DFAIT), Canada Passport Office and Veterans Affairs Canada, for the purpose of administering their programs. It may also be shared with foreign governments under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law.

Retention and Disposal Standards: These records are retained on microfilm indefinitely. Records prior to January 1, 1936, are in the custody and control of the Library and Archives Canada.

RDA Number: 2006/004

Related Record Number: CIC ASB 016, CIC ASB 017, CIC ASB 008, CIC ASB 011

TBS Registration: 005212

Bank Number: CIC PPU 056

Refugee Claim in Canada

Description: This bank may include the following types of information: name, date of birth, country of birth, sex, marital status, citizenship, date and place of arrival in Canada, address in Canada, telephone number as well as personal background information including but not limited to education and employment history, the length of residency in other country(ies), and reason(s) for coming to Canada. Similar information will be collected for each dependent family member. Persons seeking access to this bank must supply their name, date of birth and place of birth.

Class of Individuals: Individuals who arrive at any Canadian border or local Citizenship and Immigration Office in Canada who, in accordance with the Immigration and Refugee Protection Act, claim for refugee protection and request to remain in Canada for an indefinite period of time. This class also includes individuals who apply to Citizenship and Immigration for a pre-removal risk assessment.

Purpose: To record information that will facilitate the assessment of the individual’s admissibility to Canada and the determination of the eligibility of his/her claim in order to refer the claim to the Immigration and Refugee Board (IRB). Also, to assist the individual’s refugee claim to be determined by the Refugee Protection Division of the IRB. It is also to record information that will facilitate the assessment of Pre-Removal Risk Assessment applications. This information will also be used to assess the individual’s application for permanent residence in Canada. The information is used in the administration and enforcement of immigration legislation.

Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS), the Royal Canadian Mounted Police (RCMP), the Immigration and Refugee Board (IRB), and the Canada Border Services Agency (CBSA) for the purpose of conducting security reviews or investigations related to immigration legislation. Use of information also includes the sharing of information with Public Safety Canada, CSIS, the Department of Foreign Affairs and International Trade (DFAIT), the Department of Justice and the RCMP where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration legislation where such sharing of information may not put the individual and/or his/her family at risk. Information may be disclosed to medical practitioners for the purpose of providing medical services to newly arrived refugee claimants. Some information may also be disclosed to transportation companies within the terms of their responsibilities under immigration legislation. This information may also be disclosed to provincial authorities for assessment under the terms of an agreement or arrangement. Other uses of information may include the sharing of information with Human Resources and Social Development Canada (HRSDC), DFAIT, Health Canada, as well as with provincial or municipal government departments under the terms of an agreement responsible for assisting immigration settlement for the purpose of administering their programs (e.g. social welfare, education, and human resource planning) and for research purposes. Information may also be shared with Statistics Canada and DFAIT for statistical and planning purposes. It may also be shared with foreign governments such as the U.S. under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. It may be provided to private sector research firms, under contract with Citizenship and Immigration Canada, for the purposes of planning, statistics, research and evaluation. Information is obtained from DFAIT, Health Canada, IRB, CSIS, the RCMP and some provincial government departments to administer or enforce the immigration legislation and to administer and conduct the appeals process under the Immigration and Refugee Protection Act.

Retention and Disposal Standards: Records are retained for ten years after the issuance of the permanent resident document (record of landing) or for two years after the last administrative action on the file, whichever is later. Records that have been designated as having archival or historical value will be transferred to Library and Archives Canada and records that have not been so designated will be destroyed.

RDA Number: 2006/004

Related Record Number: CIC ASB 008

TBS Registration: 005188

Bank Number: CIC PPU 009\

Refugee Tracking System (RTS)

Description: This bank describes information that is related to the destining and arrival of Government Assisted Refugees (GARs) and the submission of sponsorship undertakings for Privately Sponsored Refugees (PSRs). The personal information may include name, contact information, citizenship status, date of birth, other identification numbers and country of last permanent residence (CLPR) destined community in Canada, arrival date, special program code and Sponsorship Agreement Holder (SAH) contact info.

Class of Individuals: Government Assisted Refugees (GARs) and Privately Sponsored Refugees (PSRs). Family Members (this category was not specified in the PIB checklist provided, please provide specific examples of family members that apply to this PIB)

Purpose: The personal information is used to administer the refugee program or activity, establish an inventory of forecasted and arrival of GARs and establish an inventory of submitted private sponsorship undertakings. Personal information is collected pursuant to Immigration and Refugee Protection Act A96, R139, R147, F148, R153.

Consistent Uses: The information may be used or disclosed for the following purposes: archival, inventory of Destination Matching Requests (DMR), Notice of Arrival Transmissions (NAT), Private Sponsorship of Refugees Undertakings Inventory, reporting to senior management and audit.

Retention and Disposal Standards: Records will be retained for 20yrs (10 operational, 10 corporate) from the end of the calendar year of the client’s arrival date in Canada and then are destroyed.

RDA Number: 2006/004

Related Record Number: CIC ASB 008

TBS Registration: 002360

Bank Number: CIC PPU 008

Resettlement Assistance Program (RAP)

Description: This bank contains the following types of information: name, date and place of birth, mother tongue, authorization number (visa, transportation or admissibility number), address, Social Insurance Number, occupation, marital status, financial situation, date and port of arrival, name of spouse and number of dependants, date and amount of cheque, payee and purpose. Access to this bank may be gained by providing place of birth, date of birth and place and date of admission to Canada.

Class of Individuals: Government-assisted refugees and joint assisted refugees who require financial assistance and a range of immediate essential services after arrival in Canada.

Purpose: The bank serves as a record of assistance granted to government-assisted refugees in need. The information is used in the administration of financial assistance loans and contributions.

Consistent Uses: Information in this bank may be used by Citizenship and Immigration Canada for purposes of research, planning, evaluation, statistics, internal audit and control, and may be provided to private sector research firms for this purpose and for management information system purposes. It may also be shared with Statistics Canada for census purposes. This information may be shared with provincial welfare agencies for the purpose of determining entitlement to provincial programs. It may also be disclosed to provincial authorities for assessment under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. The Social Insurance Number (SIN) is collected because some benefits are taxable and T-5 forms are issued each year for taxation purposes. This information is shared with the Canada Revenue Agency (CRA) and collection agencies.

Retention and Disposal Standards: Information is kept for six fiscal years after the last administrative action. Upon expiry of the retention period, some of these records will be preserved by the Library and Archives Canada for archival purposes.

RDA Number: 2006/004

Related Record Number: CIC ASB 021

TBS Registration: 005309

Bank Number: CIC PPU 065

Settlement and Integration Services

Description: This bank describes information that is related to clients and the settlement services they receive through contribution programs funded by Citizenship and Immigration Canada. Client data may contain aggregate or per client service data, such as type and hours of service, as well as the following information: full name, date of birth, unique immigration identification numbers, country of birth/citizenship/last permanent residency, gender, mother tongue, status in Canada, date of arrival/landing in Canada, immigrant category, marital status, family status. The bank also contains administrative program support information. The personal information may include name, contact information, citizenship status, date of birth, educational information, physical attributes, place of birth and official language ability, money in possession, visa office, file number, and information identifying service providers.

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 Personal Record Identifier (PRI) and Specific information in reference to the program area concerned and the related service provider organization that delivered the program services. To support the performance measurement and evaluation components of Contribution Accountability Framework, the Internet-based data collection system—Immigration-Contribution Accountability Measurement System, or iCAMS—is in place.

Class of Individuals: Permanent Residents of Canada, Protected Persons as defined in Section 95 of the Immigration and Refugee Protection Act (IRPA). Persons whose applications for Permanent Resident status are being processed and who have been informed, by a letter from Citizenship and Immigration Canada, of the initial approval of their application subject to an admissibility assessment.

Purpose: The personal information is used to administer the settlement program; previously, immigrant settlement and adaptation program (ISAP), language instruction for newcomers to Canada (LINC) program, host program and resettlement assistance program (RAP) program or activity, determine eligibility for the settlement program and the resettlement assistance program (RAP), disburse funds in respect of the resettlement assistance program (RAP) and provide services for the program or activity settlement program and the resettlement assistance. Citizenship and Immigration Canada (also referred to as the Department) derives its authority for settlement programs from paragraph 3. (1)(e) of the Immigration and Refugee Protection Act (IRPA).

Consistent Uses: The information may be used or disclosed for the following purposes: archival, reporting to senior management, audit and other uses (information in this bank will be used by CIC for the purposes of program monitoring and evaluation, activity monitoring, policy analysis and research). Information related to specific service provider organizations who have submitted to the bank may be shared with them, on an individual basis. Data from the bank may also be shared with researchers and Statistics Canada.

Retention and Disposal Standards: The retention period is 21 years. The retention and disposal standards are currently under review.

RDA Number: 2006/04

Related Record Number: CIC ASB 020

TBS Registration: 005249

Bank Number: CIC PPU 062

Sponsors of Foreign Nationals

Description: Data on the sponsor include name, date of birth, country of birth, sex, previous and current marital status, citizenship, status in Canada, address, telephone and fax numbers, labour force status, occupation, identification number, annual revenue, and may include information related to the eligibility assessment for sponsorship. It may contain all or some of the above information on any other individual who may co-sign the sponsorship undertaking. Data on the foreign national being sponsored include name, relationship to sponsor, date, place, and country of birth, marital status, address, identification number and unique medical identifier. It may contain all or some of the same information regarding any family members of the immigrant who are included in the application. A copy of the information may form part of the Immigrant Case File-CIC PPU 042. Individuals may gain access to the bank by providing their complete name, date and place of birth. The information may be held at the Mississauga or Vegreville Case Processing Centre, inland Citizenship and Immigration Centres, a Canadian mission abroad, or all of these places.

Class of Individuals: Canadian citizens or permanent residents who apply to sponsor the admission to Canada of members of the family class or the spouse or common-law partner in Canada class.

Purpose: To record information pertaining to a Canadian citizen’s or a permanent resident’s application to sponsor foreign nationals coming to Canada. Information is used in the administration and enforcement of immigration legislation, including sponsorship default.

Consistent Uses: The information is used internally for purposes of research, planning, evaluation and statistics. It may be used in investigations by the Canada Border Services Agency (CBSA), Canadian Security Intelligence Service (CSIS), the Royal Canadian Mounted Police (RCMP), or other law enforcement bodies where these uses are pursuant to the law. Other uses may include sharing the information with the Department of Foreign Affairs and International Trade Canada, or sharing information with provincial and municipal departments under the terms of a formal agreement in order to conduct a lawful investigation, to administer or enforce any law, or for the purpose of administering their programs. It may be used for internal audit purposes. It may be provided to private sector research firms for planning, statistics, research and evaluation. The information on the immigrant may also be shared with foreign governments such as the United States citizenship and immigration service pursuant to an agreement or an arrangement in order to conduct lawful investigations or administer or enforce any law. The information in this bank may be matched with that in IRB PPU 105-Immigration Appeal Board Records and IRB PPU 110-Immigration Appeal Division Records to administer and conduct the appeals process under the Immigration and Refugee Protection Act.

Retention and Disposal Standards: Retain for two full years after the application is refused. For approved cases, retain for two full years after the sponsorship has ended. Approved and refused applications are destroyed as non-archival at the end of their respective retention period (s).

RDA Number: 2006/004

Related Record Number: CIC ASB 013, CIC ASB 014

TBS Registration: 001976

Bank Number: CIC PPU 013

Temporary Worker Records and Case File

Description: The bank may contain information such as name, birth date, country of citizenship, sex, marital status, accompanying family members, address in Canada, personal qualifications, experience, nature of work, and name and address of employer. The file may also contain details concerning health and criminality and information from Foreign Student Records and Case File-CIC PPU 051, name and address of bond depositor, sum deposited, terms and conditions imposed, name of person signing bond, name of persons bonded, terms and conditions which they must meet, and acknowledgement of terms and conditions. Persons seeking access to this bank must supply their date of birth and approximate date of temporary admission to Canada.

Class of Individuals: Foreign nationals temporarily in Canada as workers.

Purpose: To record information pertaining to persons temporarily in Canada who are employed. Information may be used in the administration and enforcement of immigration legislation with respect to the length and purpose of the visitor’s stay in Canada as well as any conditions governing the nature and locale of their employment.

Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS), the Royal Canadian Mounted Police (RCMP) and the Canada Border Services Agency (CBSA) for the purpose of conducting security reviews or investigations related to immigration legislation. Uses also include the sharing of information with Public Safety Canada, CSIS, the Department of Justice, the RCMP and the (CBSA) where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration legislation. Information may be disclosed to medical practitioners for the purpose of providing medical services to newly arrived immigrants being held in detention centres as well as to the Canadian Council of Engineers for the assessment of engineering qualifications. Some information may also be disclosed to transportation companies within the terms of their responsibilities under immigration legislation. It may also be disclosed to provincial authorities, agencies and municipalities for assessment under the terms of an agreement or arrangement. Other uses may include the sharing for assessment, provision of settlement, assistance, administration of provincial programs and for research purposes with Human Resources and Social Development Canada (HRSDC), the Canada Revenue Agency (CRA), the Canada Border Services Agency (CBSA), the Immigration and Refugee Board of Canada, the Department of Foreign Affairs and International Trade (DFAIT), Health Canada and Veterans Affairs Canada for the purpose of administering their programs. Information may also be shared with Statistics Canada and DFAIT for statistical and planning purposes. It may also be shared with foreign governments under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. It may be provided to private sector research firms for the purposes of planning, statistics, research and evaluation. Information obtained from DFAIT, Health Canada, the Immigration and Refugee Board (that contained in IRB PPU 105-Immigration Appeal Board Records, IRB PPU 110-Immigration Appeal Division Records, IRB PPU 115-Convention Refugee Determination Division Records and IRB PPU 145-Research Directives, Claim Specific Information), CSIS, the RCMP, the (CBSA) and some provincial government departments may be compared for the purpose of administering or enforcing the immigration legislation and to administer and conduct the appeals process under the Immigration and Refugee Protection Act. The information may also be shared with worker’s compensation boards or Employment Insurance.

Retention and Disposal Standards: Paper records are maintained for two years after the last administrative action, and then destroyed. Positive decisions on Temporary Resident applications are destroyed after the last administrative action at CPC Vegreville. Information on positive decisions is contained in FOSS.Work permits, study permits, visitor records and temporary resident permits are microfilmed and retained indefinitely at Immigration Headquarters. At posts abroad, the period of retention is two years after the last administrative action. Electronic records of files processed at CPC-Vegreville are retained for 2 years.

RDA Number: 2006/004

Related Record Number: CIC ASB 018

TBS Registration: 005009

Bank Number: CIC PPU 054

Visitor Case File

Description: Records in this file may include the following information: name, date and country of birth, country of citizenship, marital status, address in Canada and abroad, accompanying family members, details concerning health, past criminality, details of financial status, length of authorized stay and date of original entry, name and address of bond depositor, sum deposited, terms and conditions imposed, name of person signing bond, name of persons bonded, terms and conditions which they must meet, and acknowledgement of terms and conditions. Information is held at the Case Processing Centre, Vegreville, Alberta; Canada Immigration Centres; and at Immigration Headquarters in Ottawa for cases receiving specific further consideration. Persons seeking access to this information bank must supply their date of birth, approximate date of permit and office of issue.

Class of Individuals: Visitors to Canada.

Purpose: To record information pertaining to documented visitors to Canada, except those authorized to participate in employment or training under the Immigration and Refugee Protection Act. Information may be used in the administration and enforcement of immigration legislation.

Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS), the Royal Canadian Mounted Police (RCMP) and the Canada Border Services Agency (CBSA) for the purpose of conducting security reviews or investigations related to immigration legislation. Uses also include the sharing of information with Public Safety Canada, CSIS, the Department of Justice and the RCMP where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration legislation. Information may be disclosed to medical practitioners for the purpose of providing medical services to newly arrived immigrants being held in detention centres as well as to the Canadian Council of Engineers for the assessment of engineering qualifications. Some information may also be disclosed to transportation companies within the terms of their responsibilities under immigration legislation. It may also be disclosed to provincial authorities, agencies and municipalities for assessment under the terms of an agreement or arrangement. Other uses may include the sharing of information for assessment, provision of settlement, assistance, administration of provincial programs and for research purposes with Human Resources and Social Development Canada (HRSDC), the Canada Revenue Agency (CRA), the Canada Border Services Agency (CBSA), the Immigration and Refugee Board, the Department of Foreign Affairs and International Trade (DFAIT), Health Canada, Veterans Affairs Canada, for the purpose of administering their programs. Information may also be shared with Statistics Canada and DFAIT for statistical and planning purposes. It may also be shared with foreign governments under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. It may be provided to private sector research firms for the purposes of planning, statistics, research and evaluation. Information obtained from DFAIT, Health Canada, the Immigration and Refugee Board of Canada (that contained in IRB PPU 105-Immigration Appeal Board Records, IRB PPU 110-Immigration Appeal Division Records, IRB PPU 115-Convention Refugee Determination Division Records and IRB PPU 145-Research Directives, Claim Specific Information), CSIS, the RCMP and some provincial government departments may be compared for the purpose of administering or enforcing the immigration legislation and to administer and conduct the appeals process under the Immigration and Refugee Protection Act.

Retention and Disposal Standards: Paper records are maintained for two years after the last administrative action, and then destroyed. Positive decisions on Temporary Resident applications are destroyed after the last administrative action at CPC Vegreville. Information on positive decisions is contained in FOSS.Information on persons known or suspected of engaging in activities contrary to the Immigration and Refugee Protection Act is retained for five years after the last administrative action. Microfilmed records are kept indefinitely. Electronic records of files processed at CPC-Vegreville are retained indefinitely.

RDA Number: 2006/004

Related Record Number: CIC ASB 009, CIC ASB 012

TBS Registration: 005010

Bank Number: CIC PPU 055

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