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About the index
One of the key principles of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) is “to protect the privacy of individuals with respect to personal information about themselves held by institutions and to provide individuals with a right of access to that information.”
Under MFIPPA, a Personal Information Bank “means a collection of personal information that is organized and capable of being retrieved using an individual’s name or an identifying number or particular assigned to the individual.”
To fulfill its requirements under Section 34(1) of MFIPPA, the City has prepared a Personal Information Bank Index to assist the public in identifying and locating where their personal information is being kept, the legal authority for the collection, what is being collected and what it is being used for.
The information within the Personal Information Bank Index is organized by City department and their service areas. This list is extensive and updated as City programs evolve. In some cases, departments may have indicated a Personal Information Bank has a related entry in the Routine Disclosure and Active Dissemination Plans.
Personal Information Bank: Community and Social Services Department
Community and Social Services Department
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| Issues Management Tracker | Business Support Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains name and contact information and/or identification number for residents. Used for purposes of inquiry management, request tracking, and follow up timelines. | Corporate Portfolios staff | Citizens of Ottawa, Complainants | Corporate Records Classification: C10-01 Records are retained for 6 years, then destroyed | |
| Ontario Child Care Management System (OCCMS) | Children's Services | Child Care and Early Years Act, 2014, c. 11, Sched. 1, s. 71(1) O. Reg. 138/15, s. 9 Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Information stored for the purpose of fee subsidy includes personal client information such as full legal names, date of birth, address, phone number(s), email address(es), details of financial payments to clients. The Ontario Child Care Management System (OCCMS) supports the administration of provincial funding and is a comprehensive software application that supports overseeing and managing a system of services for children from birth to age 12. | Child Care Fee Subsidy staff (Child Care Case Workers, Child Care Support Assistants, Team Leads, Coordinators, Program Manager, Administrative Support Clerks, Application Benefits Unit Verification Specialists, Business Application Support Services) and Managers, select Children's Services program delivery staff and Managers. Licensed child care service provider (only have access to child's name and date of birth for their specific clients) | Residents of Ottawa (child care fee subsidy families; which includes parent(s), guardians, children and other adults) | Corporate Records Classification: S02-05 Records are retained for 7 years after case has been closed, then destroyed. | |
| Child Care Registry and Waitlist (CCRAW) | Children's Services | Child Care and Early Years Act, 2014, c. 11, Sched. 1, s. 71(1) O. Reg. 138/15, s. 9 Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Personal information collected: Parent /guardian: address, phone number(s), email address, first and last name(s), date of birth, language, if fee subsidy, marriage status, income. Children: date of birth (actual or expected), first and last name, name(s) of siblings(s), address, school, gender, special needs, indigenous, language. Emergency contact : address, phone number(s), email address, first and last name(s). The Ottawa Child Care Registry and Waitlist is an online application for parents looking for licensed child care. Parents can apply for full fee (Registry) or fee subsidy (Waitlist) by completing just one application. | Children's Services program delivery staff and Managers, Data Analysis Coordinator (work through Parents Resource Centre end of 2022), OneHSN key staff, licensed child care provider (only have access to information of families who have applied to one of their programs) | Residents (families and children) | Corporate Records Classification: S01-08 Records are retained for 3 years following closure of file, then destroyed. | Community and Social Services Department, Children's Services, Routine Disclosure and Active Dissemination Plan |
| HiMama | Children's Services, Municipal Child Care Centres (MCC) | Child Care and Early Years Act, 2014, S.O. 2014, c. 11, Sched. 1, O. Reg. 137/15 | Attendance records, parent and emergency contact information, visual sleep check, allergy and food restriction, child's file, staff files, health log, developmental evidence, parent communication, learning stories and program documentation, daily reports, health records. Supports the administration of Municipal child care centres, communication tool with parents and record keeping. | Residents (parents and guardians), Municipal Child Care staff | Residents (families and children), emergency contacts, Municipal Child Care staff, medical professionals | Corporate Records Classification: S01-08 Records are retained for 3 years following closure of file, then destroyed. | |
| Child Care Centre Daily Written Record (Physical files) | Children's Services/ Municipal Child Care | Child Care and Early Years Act, 2014, S.O. 2014, c. 11, Sched. 1, O. Reg. 137/15 | Daily notes, children's name, employees' names, parent's names, communication between employees and families, emergency contacts, symptoms of illness, etc. Supports the administration of Municipal Child Care Centres, record keeping. | Program Manager, Municipal Child Care Supervisors/ Designates, Centre's employees, MOE Program Advisor Program Development Specialist | Children, employees, co-op students, parents/ guardians, any visitors (IT Services tech, Facility staff, etc.) | Corporate Records Classification: S12-05 Records are retained for 7 years, then destroyed. | |
| Complaints (physical files) | Children's Services/ Municipal Child Care | Child Care and Early Years Act, 2014, S.O. 2014, c. 11, Sched. 1, O. Reg. 137/15 | Parents /guardians contact information. Child's information. Supports the administration of Municipal Child Care Centres, record keeping. | Management Team, Program Manager, Municipal Child Care Supervisors/ Designates, MOE Program Advisor Program Development Specialist Verification Specialist | Child, parents /guardians supervisor/ designate, Program Development Specialist, Program Manager, Management Team (if needed), Employees | Corporate Records Classification: C10-01 Records are retained for 6 years, then destroyed. | |
| Children's Files (Physical files) | Children's Services/ Municipal Child Care | Child Care and Early Years Act, 2014, S.O. 2014, c. 11, Sched. 1, O. Reg. 137/15 | Contact information of parents and emergency contacts, child's name, date of birth, doctor's information, health information, immunization records, legal documents such as proof of child custody. Supports the administration of Municipal Child Care Centres, record keeping. | Program Managers, Municipal Child Care Supervisors/ Designates, Centre's employees MOE Program Advisor Program Development Specialist | Children, Parents /guardians, emergency contact information, doctors | Corporate Records Classification: S01-08 Records are retained for 3 years following closure of file, then destroyed. | |
| Individualized Plans, Anaphylactic Emergency plan, Medication administration request forms (digital files) | Children's Services/ Municipal Child Care | Child Care and Early Years Act, 2014, S.O. 2014, c. 11, Sched. 1, O. Reg. 137/15 | Children's name, Contact info of parents /guardians, emergency contacts, child's name, date of birth, doctor's information, health information. Supports the administration of Municipal Child Care Centres, record keeping. | Children's Services Director, Program Manager, Municipal Child Care Supervisors/ Designates, Program Development Specialist, Staffing Coordinator, Verification Specialist | Children and families | Corporate Records Classification: S01-08 Records are retained for 3 years following closure of file, then destroyed. | |
| Suspected Abuse and Neglect Report (digital files) | Children's Services/ Municipal Child Care | Child Care and Early Years Act, 2014, S.O. 2014, c. 11, Sched. 1, O. Reg. 137/15 | Child's name, date of birth, Children's Aid Society (CAS) worker's name. Supports the administration of Municipal Child Care Centres, record keeping. | Children's Services Director, Program Manager, Municipal Child Care Supervisors/ Designates, Program Development Specialist, Staffing Coordinator, Verification Specialist | Child | Corporate Records Classification: S01-08 Records are retained for 3 years following closure of file, then destroyed. | |
| Accident, Illness Reports (digital files) | Children's Services/ Municipal Child Care | Occupational Health and Safety Act, R.S.O. 1990, c. O.1, O. Reg. 420/21 | Employee's name, students' name, address, home and cell phone number. Supports the administration of Municipal Child Care Centres, record keeping. | Children's Services Director, Program Manager, Municipal Child Care Supervisors/ Designates, MOE Program Advisor Program Development Specialist, Staffing Coordinator, Verification Specialist | Employees, students | Corporate Records Classification: S01-08 Records are retained for 3 years following closure of file, then destroyed. | |
| Publicity multimedia (digital files) | Children's Services/ Municipal Child Care | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Children's name, children's pictures, parents' name and address. Pictures used for publicity purposes /advertisement to showcase Municipal Child Care Centres. | Children's Services Director, Program Manager, Municipal Child Care Supervisors/ Designates, Program Development Specialist, Staffing Coordinator, Verification Specialist | Children, parents /guardians | Corporate Records Classification: S12-00 Records are retained for 3 years, then destroyed. | |
| Complaint (digital files) | Children's Services/ Municipal Child Care | Child Care and Early Years Act, 2014, S.O. 2014, c. 11, Sched. 1, O. Reg. 137/15 | Children's name, parent's name and phone number /email address. Supports the administration of Municipal Child Care Centres, record keeping. | Children's Services Director, Program Manager Municipal Child Care Supervisors/ Designates, Program Development Specialist, Staffing Coordinator, Verification Specialist | Child, parents /guardians, employees | Corporate Records Classification: S01-08 Records are retained for 3 years following closure of file, then destroyed. | |
| Employment Ontario Client Files (Digital) | Employment Ontario | Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 71 Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 53 Employment Insurance Act, S.C. 1996, c.23, s. 3, s. 63 Employment Insurance Regulations (SOR/ 96-332) | Client Name, date of birth, address phone, email and SIN. Employer and trainer information includes business and trainer registration numbers, address, and contact information. Personal information will be used by the City for the purposes of administering Government of Ontario social assistance programs. | Employment Ontario staff | Employment Ontario clients | Database - ongoing retention | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Employment Ontario Client Files (Physical Files) | Employment Ontario | Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 71 Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 53 Employment Insurance Act, S.C. 1996, c.23, s. 3, s. 63 Employment Insurance Regulations (SOR/ 96-332) | Client Name, date of birth, address phone, email and social insurance number (SIN). Employer and trainer information includes business and trainer registration numbers, address, and contact information. Personal information will be used by the City for the purposes of administering Government of Ontario social assistance programs. | Employment Ontario staff | Employment Ontario clients | Corporate Records Classification: S02-01 Records are retained for 7 years after case has been closed, then destroyed | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Employment and Referral Programs | Employment Ontario and Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Client Name, date of birth, address phone, email and social insurance number (SIN). Track Employment Workshop registration /attendance and follow up. | Employment and Social Services staff | Social Assistance Recipients | Corporate Records Classification: S02-01 Records are retained for 7 years after case has been closed, then destroyed | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Municipal Benefits Recipient Files (Digital Files) | Employment and Social Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 Homemakers and Nurses Services Act, R.S.O. 1990, c. H.10, ss. 9-10 O. Reg. 634 Health Protection and Promotion Act, R.S.O. 1990, c. H-7, s. 5 | Name, gender, date of birth, address, telephone, email, social insurance number (SIN), health card, SAMS ID, immigration, income, expenses, assets, spouse, dependents, education. Reports, records management, administration and maintenance of benefits from the Ontario Works (OW), Ontario Disability Support Program (ODSP), Essential Health and Social Supports (EHSS), and Home Supports Programs. | Employment and Social Services staff, Housing (Shelter staff, admin creating emergency housing processing invoices for non-shelter stays, Financial Services staff, Account Management and Accounting and Reporting, 311 call centre staff, Ottawa Public Health (OPH) Dental staff and Accounts Payable staff. Access limited as required. | Social Assistance recipients, Non-social Assistance recipients, |
Corporate Records Classifications: S02-02 & S02-03 Records are retained for 7 years after case has been closed, then destroyed. S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Municipal Benefits Recipient Files (Physical Files) | Employment and Social Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 Homemakers and Nurses Services Act, R.S.O. 1990, c. H.10, ss. 9-10 O. Reg. 634 Health Protection and Promotion Act, R.S.O. 1990, c. H-7, s. 5 | Name, gender, date of birth, address, telephone, email, social insurance number (SIN), health card, SAMS ID, immigration, income, expenses, assets, spouse, dependents, education. Reports, records management, administration and maintenance of benefits from the Ontario Works (OW), Ontario Disability Support Program (ODSP), Essential Health and Social Supports (EHSS), and Home Supports Programs. | Employment and Social Services staff, Housing (Shelter staff, admin creating emergency housing processing invoices for non-shelter stays, Financial Services staff, Account Management and Accounting and Reporting, 311 call centre staff, Ottawa Public Health (OPH) Dental staff and Accounts Payable staff. Access limited as required. | Social Assistance recipients, Non-social Assistance recipients, |
Corporate Records Classifications: S02-02 & S02-03 Records are retained for 7 years after case has been closed, then destroyed. S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Ontario Works Benefit Recipient Files (Digital Files) | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, gender, date of birth, address, telephone, email, social insurance number (SIN), health card, SAMS ID, immigration, income, expenses, assets, spouse, dependents, education. Reports, records management, administration and maintenance of benefits from the Ontario Works (OW), Ontario Disability Support Program (ODSP), Essential Health and Social Supports (EHSS), and Home Supports Programs. | Employment and Social Services staff, Financial Services staff, Ontario Disability Support Program staff, Assistance for Children with Severe Disabilities staff. Access limited as required. | Social Assistance recipients | Corporate Records Classification: S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Ontario Works Benefit Recipient Files (Physical Files) | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, gender, date of birth, address, telephone, email, social insurance number (SIN), health card, SAMS ID, immigration, income, expenses, assets, spouse, dependents, education. Reports, records management, administration and maintenance of benefits from the Ontario Works (OW), Ontario Disability Support Program (ODSP), Essential Health and Social Supports (EHSS), and Home Supports Programs. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients, | Corporate Records Classification: S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Audits | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, gender, date of birth, address, telephone, email, social insurance number (SIN), health card, SAMS ID, immigration, income, expenses, assets, spouse, dependents, education. Policy compliance. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classification: G14-01 Records are retained permanently by the City Archives. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Social Benefits Tribunal Appeals | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, gender, date of birth, address, telephone, email, social insurance number (SIN), health card, SAMS ID, immigration, income, expenses, assets, spouse, dependents, education. Track Appeals to the Social Benefits Tribunal. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classifications: S02-03 Records are retained for 7 years after case has been closed, then destroyed. S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| ATIP and Third Party Information Requests | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, address, telephone, social insurance number (SIN), date of birth; dependent child's name and date of birth, benefit recipient amounts. Requests management, records management. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classifications: I02-01 Records are retained for 6 years, then destroyed I02-03 Records are retained for 9 years, then destroyed | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Funerals | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, date of death, Ontario Works (OW) /Ontario Disability Support Program (ODSP) ID numbers. Administration and maintenance of funeral benefits from the Ontario Works (OW)/Ontario Disability Support Program (ODSP) programs. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classifications: S02-03 Records are retained for 7 years after case has been closed, then destroyed. S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Reports | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, gender, date of birth, address, telephone, email, social insurance number (SIN), health card, SAMS ID, immigration, income, expenses, assets, spouse, dependents, education. Reports, records management, administration and maintenance of benefits from the Ontario Works (OW), Ontario Disability Support Program (ODSP), Essential Health and Social Supports (EHSS) programs. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classifications: S02-03 Records are retained for 7 years after case has been closed, then destroyed. S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Trespass and Incident Reports | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, address, Ontario Works ID number. Letters to clients advising of trespass notices, incident reports, records management. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classifications: S02-03 Records are retained for 7 years after case has been closed, then destroyed. S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Office Appointment Management | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, social insurance number (SIN), health card, Ontario Works ID number. Scheduling of daily in-office appointments. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classification: S02-00 Records are retained for 3 years, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Application Rosters | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, Ontario Works ID number, language. Scheduling of daily Ontario Works and Essential Health and Social Supports (EHSS) application appointments. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classifications: S02-02 Records are retained for 7 years after case has been closed, then destroyed. S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Provincial Letters | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, Ontario Works ID number, address. Status updates regarding Ontario Works eligibility, file transfers, information requests. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classification: S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Information Trackers | Employment and Social Services | Ontario Disability Support Program Act, 1997, S.O. 1997, c. 25, Sched. B, s. 5, s. 10, s. 45, s. 46, s. 53 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 7, s. 8, s. 15, s. 57, s. 58, s. 71 | Name, Ontario Works ID number, address, meeting location address, date of birth, social insurance number (SIN), license plate, FRO file number, payer Information, gender, license number, vehicle identification number (VIN), registrant identification number (RIN). Reports, records management, administration and maintenance of benefits from the Ontario Works (OW), Ontario Disability Support Program (ODSP) programs. | Employment and Social Services staff. Access limited as required. | Social Assistance recipients | Corporate Records Classifications: S02-03 Records are retained for 7 years after case has been closed, then destroyed. S02-04 Records are retained for 5 years after case has been closed, then destroyed. | Community and Social Services Department, Employment and Social Services, Routine Disclosure and Active Dissemination Plan |
| Inquiries from public or politicians | GREIIRSD - Trackers | Municipal Act, 2001, S.O. 2001, c. 25, s.10(1) | Contains name and contact information of public or politicians. Use is to be able to track and respond. | GREIIRSD staff including Program Managers, Specialists, Administrative Assistants, and Program Coordinators | Residents, politicians | Corporate Records Classifications: C10-01 Records are retained for 6 years, then destroyed. G00-09 Records area retained for 8 years, then destroyed. | |
| List of Community Gardens | GREIIRSD - Social Development and Funding - Community Funding - Portfolios - Community Gardens - Gardens | Municipal Act, 2001, S.O. 2001, c. 25, s.10(1) | Contains list of key contacts, personal email addresses, and personal phone numbers used as contact information. | GREIIRSD staff including Program Managers, Specialists, Administrative Assistants, and Program Coordinators | Contacts /representatives for community gardens | Corporate Records Classification: S00-00 Records are retained for 3 years, then destroyed. | |
| Snow Go and Snow Go Assist agency lists | GREIIRSD - Social Development and Funding - Community Funding - Portfolios - Snow Go & Assist | Municipal Act, 2001, S.O. 2001, c. 25, s.10(1) | Contains agency client lists with personal email addresses, phone numbers and home addresses used as contact information. | GREIIRSD staff including Program Managers, Specialists, Administrative Assistants, and Program Coordinators | Residents | Corporate Records Classification: C00-04 Records are retained for 1 year after list is no longer required, then destroyed. | |
| Internal Reviews | Housing and Homelessness Services - Community Housing Administration | Housing Services Act, 2011, S.O. 2011, c. 6, Sched. 1, s. 155 | Contains names, addresses, medical documentation, support letters regarding abuse, income verification (notice of assessments). | Community Housing staff | Households in receipt of Rent-Geared-to- Income (RGI) assistance or Household applying for RGI assistance | Corporate Records Classification: L03-14 Records are retained permanently by the City Archives. | |
| The Registry | Housing and Homelessness Services - Community Housing Administration | Housing Services Act, 2011, S.O. 2011, c. 6, Sched. 1, s. 47, O. Reg. 367/11, s. 46 | Contains names, addresses, date of birth, verification of Canadian Status documents, social insurance number (SIN), and income verification. Could also contain medical documentation and support letters regarding verification of abuse. | Registry staff, Housing Provider staff and Community Housing staff | Household applying for Rent-Geared-to- Income assistance | Corporate Records Classification: S10-03 Records are retained for 7 years after program has been completed, then destroyed. | |
| Client files | Housing and Homelessness Services- Rent Supplement Program | Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, ss. 169-176. Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names, addresses, phone numbers, date of birth, verification of Canadian Status documents, social insurance number (SIN) and Income verification, emergency contacts. For the administration and management of households in receipt of rent-geared to income (RGI) and housing allowances. | Rent Supplement staff: Coordinator, Housing Officer, Rent Supplement Agents, Program Administrative Clerk | Households in receipt of Rent-Geared-to- Income (RGI) assistance or Housing Allowances | Corporate Records Classification: S10-03 Records are retained for 7 years after program has been completed, then destroyed. | |
| Shamis Database | Housing and Homelessness Services- Rent Supplement Program | Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, ss. 169-176. Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names, addresses, phone numbers, date of birth, gender, verification of Canadian status documents, social insurance number (SIN) and income verification, emergency contacts. For the administration and management of households in receipt of rent-geared to income (RGI) and housing allowances. | Rent Supplement staff: Coordinator, Housing Officer, Rent Supplement Agents, Program Administrative Clerk | Households in receipt of Rent-Geared-to- Income (RGI) assistance and landlord information | Corporate Records Classification: S10-03 Records are retained for 7 years after program has been completed, then destroyed. | |
| Excel spreadsheet for Housing Allowances | Housing and Homelessness Services- Rent Supplement Program | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names, addresses, social insurance number (SIN). For the administration and management of households in receipt of housing allowances. | Rent Supplement staff: Coordinator, Housing Officer, Rent Supplement Agents, Program Administrative Clerk | Households in receipt of a housing allowance | Corporate Records Classification: S10-03 Records are retained for 7 years after program has been completed, then destroyed. | |
| Allocation Binder | Housing and Homelessness Services- Rent Supplement Program | Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, ss. 169-176. Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names and contact information of applicants being put on offer for RGI and provides outcome of offer. | Rent Supplement staff: Coordinator, Housing Officer, Rent Supplement Agents, Program Administrative Clerk | Household applying for Rent-Geared-to- Income assistance | Corporate Records Classification: S10-03 Records are retained for 7 years after program has been completed, then destroyed. | |
| Landlord statements | Housing and Homelessness Services- Rent Supplement Program | Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, ss. 169-176. Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains tenant names, address, market rents and tenant RGI portion. Tracking monthly payments to landlords. | Rent Supplement staff: Coordinator, Housing Officer, Rent Supplement Agents, Program Administrative Clerk | Households in receipt of Rent-Geared-to- Income (RGI) assistance | Corporate Records Classification: S10-16 Records are retained for 10 years, then destroyed. | |
| Multidisciplinary Problematic Address Team - Address Action Plans and Client Case Files | Housing and Homelessness Services - Community and Family Shelters | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 City of Ottawa By-law No. 2020-360 Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, s. 174 | Name of individual involved at address and contact information. To provide case management support to clients and monitor plans for addresses. | Multidisciplinary Problematic Address Team members | Residents | Corporate Records Classification: S10-06 Records are retained for 5 years after program has been completed, then destroyed. | |
| Client Files | Housing and Homelessness Services - Community and Family Shelters (370 Catherine Street and 2980 Carling Avenue) | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 City of Ottawa By-law No. 2020-360 Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, s. 174 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 5, s. 7, ss. 38-39 O. Reg. 135/98, s. 6 Ontario Disability Support Program Act, 1997, S.O. 1997, Chapter 25 Schedule B, s. 32(2) | May contain names, address, income, social /demographic category of applicants, rental applications, health information related to placement, date of birth, phone number, personal emails, immigration documents, housing history information, veterans status, indigenous status. For the administration and management of services provided to households through The Family Shelter. | The Family Shelter staff | Households receiving placement services with The Family Shelter | Corporate Records Classification: S10-06 Records are retained for 5 years after program has been completed, then destroyed. | |
| The Family Shelter Log Book | Housing and Homelessness Services - Community and Family Shelters (2980 Carling Avenue) | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 City of Ottawa By-law No. 2020-360 Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, s. 174 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 5, s. 7, ss. 38-39 O. Reg. 135/98, s. 6 Ontario Disability Support Program Act, 1997, S.O. 1997, Chapter 25 Schedule B, s. 32(2) | May contain names, address, date of birth, phone number, placement and referral information. Tracks all phone calls related to family shelter, including mainly placement requests, service requests, service provider inquiries. | The Family Shelter staff | Residents of City of Ottawa, residents from other municipalities | Corporate Records Classification: S10-06 Records are retained for 5 years after program has been completed, then destroyed. | |
| The Family Shelter Shift Change Binder | Housing and Homelessness Services - Community and Family Shelters (2980 Carling Ave) | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 City of Ottawa By-law No. 2020-360 Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, s. 174 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 5, s. 7, ss. 38-39 O. Reg. 135/98, s. 6 Ontario Disability Support Program Act, 1997, S.O. 1997, Chapter 25 Schedule B, s. 32(2) | May contain names, address, date of birth, phone number, placement and referral information. Tracks action items and follow-up items between shifts at Carling Family Shelter. | The Family Shelter staff | Residents of City of Ottawa, residents from other municipalities | Corporate Records Classification: S10-06 Records are retained for 5 years after program has been completed, then destroyed. | |
| The Family Shelter Placement List | Housing and Homelessness Services - Community & Family Shelters | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 City of Ottawa By-law No. 2020-360 Housing Services Act, 2011 S.O. 2011, c.6, Sched. 1, s. 174 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 5, s. 7, ss. 38-39 O. Reg. 135/98, s. 6 Ontario Disability Support Program Act, 1997, S.O. 1997, Chapter 25 Schedule B, s. 32(2) | Name, date of birth, phone number. Tracks households who are at awaiting placement services. | The Family Shelter staff | Residents of City of Ottawa, residents from other municipalities | Corporate Records Classification: S10-06 Records are retained for 5 years after program has been completed, then destroyed. | |
| Ontario Renovates Program - Client's file | Housing and Homelessness Services - Ontario Renovates Program | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names, addresses, IDs, verifications for property tax, mortgage, house insurance, MPAC, income and liquid assets, banking information, funding agreement, estimates and contracts with contractors. Information maintained is used for the purpose of determining eligibility, project funding allocation and file management. | Ontario Renovates Program and Affordable Housing Branch staff | Members of the household applying for funding | Corporate Records Classification: S10-13 Records are retained for 10 years after agreement has expired, then destroyed. | |
| Ontario Renovates Program - Application Master List Spreadsheet | Housing and Homelessness Services - Ontario Renovates Program | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names, addresses, income, applicants' social /demographic categories, scope of renovations, budget allocated and disbursements Information maintained is used for file management and statistical purposes. | Ontario Renovates Program and Affordable Housing Branch staff | Homeowners applying for funding | Corporate Records Classification: S10-13 Records are retained for 10 years after agreement has expired, then destroyed. | |
| Homeownership Downpayment Assistance Program - Client Files | Housing and Homelessness Services - Homeownership Downpayment Assistance Program | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names, address, income, social /demographic category of applicants and ward, application, loan agreement, promissory note, copy of cheque. Information maintained is used for the purpose of determining eligibility, project funding allocation and file management. | Homeownership Downpayment Assistance Program and Affordable Housing Branch staff | Residents of the City of Ottawa in receipt of funding to assist with purchase of home | Corporate Records Classification: S10-15 Records are retained for 10 years after agreement has expired, then destroyed. | |
| Homeownership Downpayment Assistance Program - Vital Statistics | Housing and Homelessness Services - Homeownership Down payment Assistance Program | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains application number, names, address, income, loan amount, value of home purchased. Information maintained is used for file management and statistical purposes. | Homeownership Downpayment Assistance Program and Affordable Housing Branch staff | Homeowners applying for funding | Corporate Records Classification: S10-15 Records are retained for 10 years after agreement has expired, then destroyed. | |
| Housing First Coordinated Access By-Name List | Housing and Homelessness Services - Housing First Program | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names, Date of Birth, Ethnicity, Citizenship, Veteran Status. Used to Prioritize and Match client to Housing First services. | Homelessness Programs and Residential Services staff | Households applying and /or receiving Housing First Services as part of the City's Coordinated Access Process | Corporate Records Classification: S10-07 Records are retained for 15 years after program has been completed, then destroyed. | |
| Reaching Home - Monthly Reports | Housing and Homelessness Services - Housing First Program | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contains names, Date of Birth, Ethnicity, Citizenship, Veteran Status, Housing Status & Socio-Economic Data. Used to maintain information on the Housing First Coordinated Access List and inform the service sector on various housing statuses. | Homelessness Programs and Residential Services staff | Households applying and /or receiving Housing First Services as part of the City's Coordinated Access Process | Corporate Records Classification: S10-07 Records are retained for 15 years after program has been completed, then destroyed. | |
| SHINE Youth Led Arts Projects Microgrants | Community Safety, Well-Being, Policy and Analytics Services (Crime Prevention Ottawa) | Municipal Act, 2001, S.O. 2001, c.25, s. 8, s. 10. | Contains personal information of Ottawa residents such as their name, year of birth, address, phone number and email addresses, that have applied or have received the microgrant | Community Safety, Well-Being, Policy and Analytics Services staff | Citizens of Ottawa | Corporate Records Classification: F18-04 Records are retained permanently. | |
| CPO Ambassadors | Community Safety, Well-Being, Policy and Analytics Services (Crime Prevention Ottawa) | Crime Prevention Ottawa Terms of Reference, s. 3.3 | Contains personal information such as their name, address, phone number and email addresses of Crime Prevention Ottawa's Ambassadors who are individuals of the community who volunteer and aid with events that we hold or community organizations hold. | Community Safety, Well-Being, Policy and Analytics Services staff | Citizens of Ottawa | Corporate Records Classification: H03-01 Records are retained for the duration of the volunteer's time with the City then destroyed after one additional year. | |
| Distribution Lists | Community Safety, Well-Being, Policy and Analytics Services (Crime Prevention Ottawa) | Municipal Act, 2001, S.O. 2001, c.25, s. 8, s. 10. | Contains personal information such as their name, address, phone number and email addresses, of members of the public regarding supply mailout and Mailchimp contact list. | Community Safety, Well-Being, Policy and Analytics Services staff | Citizens of Ottawa | Corporate Records Classification: C00-04 Records are retained until no longer required (or if a user has requested that their name be removed) and are destroyed after one additional year. |
Last updated: December 29, 2023
Personal Information Bank: Emergency and Protective Services Department
Emergency and Protective Services Department
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| All Night Dance Events license application forms | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 9, s. 10(2) City of Ottawa By-law No. 2002-189 | Application form used to apply for an All Night Dance event. Contains name, address and telephone number of applicant. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E01-35 Records are retained for 2 years after they are superseded, then destroyed. | |
| Animal Bite Reports | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s.8, s.10, ss.103-105 | Animal Bite Report form used to document an animal bite. Contains name of person exposed, address and telephone number and date of birth and name of animal owner, address, telephone number and date of birth. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E04-05 Records are retained for 6 years after they are superseded, then destroyed. | |
| Applications for Taxi Owners/Plates | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s.9, s.10(2), s.156, Part IV | Application form used to license taxi owners with plates. Contains name, address and phone number. | Licensing staff | Citizens of Ottawa | Corporate Records Classification: E01-20 Records are retained for 50 years after they are superseded, then destroyed. | |
| Applications for a Snow Plow Contractors license | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s.9, s.10(2), Part IV | Application form used to apply for a snow plow contractors license. Contains name, address and telephone number. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E01-34 Records are retained for 2 years after they are superseded, then destroyed. | |
| Applications to licensed Drivers | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s.9, s.10(2), s.156, Part IV | Application form used to license taxi drivers. Contains name, address and phone number. | Licensing staff | Citizens of Ottawa | Corporate Records Classification: E01-21 Records are retained for 50 years after file is closed, then destroyed. | |
| By-law Occurrence Reports | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8–10, ss. 151-160 | By-law occurrence report used to record a by-law complaint. Contains complainant name, address and phone number. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E02-01 Records are retained for 6 years, then destroyed. | |
| Complaint Files to Court | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8–10, ss. 151-160 | Various by-law enforcement and complaint files used in the Court system concerning by-law complaints. Contains name, address, phone number and assessment roll number of person violating City by-law and also name, address and phone number of complainant. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E02-02 Records are retained for 6 years, then destroyed. | |
| Display Fireworks Approval Forms | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, Part IV | Application for used for permission to display fireworks. Contains name of supervisor, address, telephone number, fax number, credit card information. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E01-27 Records are retained for 3 years, then destroyed. | |
| Dog Bite/Attack/ Leashing/Muzzle Orders | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10, ss. 103-105 | Dog Bite /Attack /Leashing /Muzzle Order prepared after an attack by an animal. Contains name and address of animal owner. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E04-05 Records are retained for 6 years after they are superseded, then destroyed. | |
| Domestic Animal Registration Applications | By-law and Regulatory Services | City of Ottawa By-law No. 2003-77, s. 8, s. 54 | Domestic Animal application used for registration of dogs and cats. Contains name, address, home, work and cell phone number and e-mail address. | Licensing staff | Citizens of Ottawa | Corporate Records Classification: E01-09 Records are retained for 3 years, then destroyed. | |
| Licensed Vehicles - Application forms for Licensed Salesperson | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 9, s. 10(2), s. 156, Part IV | Application form used to register licensed vehicles to licensed salespersons. Contains name, address, telephone number, drivers licence number and plate number. | Taxi Licensing staff | Citizens of Ottawa | Corporate Records Classification: E01-14 Records are retained for 2 years after they are superseded, then destroyed. | |
| Property Standards Orders and letters | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 127-129, s. 132 | Enforcement case records relating to deficiencies at a residence. Contains name, address, phone number and assessment roll number. | Property Standards staff | Citizens of Ottawa | Corporate Records Classification: D16-01 Records are retained for 13 years, then destroyed. | |
| Pyrotechnic Event Approval Forms | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, Part IV | Pyrotechnic Event Approval form to record pyrotechnic event. Contains name of pyrotechnician, address, telephone number and fax number. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E01-25 Records are retained for 2 years after they are superseded, then destroyed. | |
| Special Event Application | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 9, s. 10(2), Part IV | Application form used to issue special event license. Contains name, address, home, work and cell phone number, fax number and e-mail address. | Licensing staff | Citizens of Ottawa | Corporate Records Classification: E01-24 Records are retained for 2 years after they are superseded, then destroyed. | |
| Special Event Applications - Refreshment Vehicle / Itinerants Sellers, Exhibition Licenses | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, Part IV | Application form used to register refreshment vehicles; itinerants sellers and exhibition licenses. Contains name, address, phone and cell phone number. | Licensing staff | Citizens of Ottawa | Corporate Records Classification: E01-16, E01-18, and E01-19 Records are retained for 2 years after they are superseded, then destroyed | |
| Taxi Brokers license applications | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 9, s. 10(2), s. 156, Part IV | Documentation used to issue Taxi Brokers licenses. Contains name, address and phone number of taxi broker. | Taxi Licensing staff | Citizens of Ottawa | Corporate Records Classification: E01-36 Records are retained for 2 years after they are superseded, then destroyed. | |
| Witness Statements relating to an animal bite | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10, ss. 103-105 | Witness Report form used to document a witness accounting of an animal bite. Contains witness name, address, telephone number and date of birth. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: E04-05 Records are retained for 6 years after they are superseded, then destroyed. | |
| Zoning Inspection - Complaint Reports | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10, ss. 425-427 | Zoning Inspection Complaint Report generated from a complainant. Contains complainant name, address and phone number and property owner name and address. | By-law Services staff | Citizens of Ottawa | Corporate Records Classification: D02-04 Records are retained permanently. | |
| Avimark - Spay and Neuter Clinic (database) | By-law and Regulatory Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 10(2) | Contains name, address, contact information, and pet information for contact and scheduling purposes. | Spay and Neuter Clinic Staff | Clients of clinic | Corporate Records Classification: E04-03 Records are retained for 5 years after file has been closed, then destroyed. | |
| Corporate Security Incident Reports (MARVAL) | Corporate Security | Municipal Act, 2001, S.O. 2001, c. 25, s. 10(2) | Records related to Corporate Security activities. Records may contain names, addresses & phone numbers of individuals involved in or witness to safety & security incidents at city facilities / property. Used for documentation purposes (future reference, repeat offenders). | Corporate Security Staff | Residents of Ottawa | Corporate Records Classification: E12-02 and E12-03 Records are retained for 5 years, then destroyed. | |
| Fire Inspection / Prevention Reports | Ottawa Fire Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 128, s. 467 | Retrofit or Fire Safety Inspections contain name, address and phone number. Report contains information for the documentation of deficiencies and corrective actions required by a specific date. | Fire Prevention staff | Citizens of Ottawa | Corporate Records Classification: E06-01 Records are retained for 5 years, then destroyed | Emergency and Protective Services, Ottawa Fire Services, Routine Disclosure and Active Dissemination Plan |
| Fire Inspection Orders | Ottawa Fire Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 128, s. 467 | Inspection Order used when building / house requires attention due to a fire risk. Contains name and address of home owner. Fire Inspection Orders are issued to ensure compliance with the Ontario Fire Code and Fire Protection and Prevention Act. Compliance dates are provided. | Fire Prevention staff | Citizens of Ottawa | Corporate Records Classification: E06-01 Records are retained for 5 years, then destroyed. | Emergency and Protective Services, Ottawa Fire Services, Routine Disclosure and Active Dissemination Plan |
| Fire Investigation Reports | Ottawa Fire Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 128, s. 467 | Fire Investigation Reports includes records re: fire investigations. Photographs, Witness Statements, etc. which contain name, address and phone number. Fire Investigation Reports are a record of information about the suspected cause, damage and estimated cost of an incident. Reports are available for homeowners, insurance or legal matters and will be shared with OFM if damage is over $1M. | Fire Prevention staff | Citizens of Ottawa | Corporate Records Classification: E07-02 Records are retained permanently. | Emergency and Protective Services, Ottawa Fire Services, Routine Disclosure and Active Dissemination Plan |
| Juvenile Fire-setters Program | Ottawa Fire Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 128, s. 467 | Used to document juvenile fire starters. Contains name and contact information. | Fire Prevention staff | Citizens of Ottawa | Corporate Records Classification: E06-10 Records are retained 1 year after case is closed, then destroyed. | |
| Ottawa Paramedic Service Investigations Database | Ottawa Paramedic Service | Ambulance Act, R.S.O. 1990, c. A.19 O. Reg. 257/00 Ambulance Service Documentation Standards Land Ambulance Service Certification Standards | Investigation Summary Reports. Electronic Patient Care Records and Incident Reports may be attached to an investigation summary report. Database may contain personal information of employees and members of the public depending on the type of investigation. Information collected may include some or all of the following: Employees: Name, position, employee number, Ministry of Health number. Public: Name, address, health card number (if provided by patient), date of birth, health information. | Program Manager, Operational Support Services, Professional Standards Commander, Professional Standards Superintendents, Ministry of Health Field Manager, select staff within the Ottawa Paramedic Service, as appropriate /when required. | Employees and residents of the City of Ottawa | Corporate Records Classification: E08-03 Records are retained permanently. | |
| COVID-19 Screening Kiosk Database | Ottawa Paramedic Service | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Names of visitors to Paramedic Headquarters (2495 Don Reid Dr.) and the Ottawa Central Ambulance Communications Centre (2475 Don Reid Dr.) Only records visitor name and if they pass or fail the screening. | Day of information: Operations Superintendents, Regulatory Compliance & Infection Control (RCIC) Superintendents and Clinical Programs Commander Historical Information: RCIC Superintendents and Commander Clinical Programs Public information collection timeframe: March 19, 2020-June 22, 2023 Please note, the tool no longer collects information on the public; screening is limited to staff on working isolation only | Visitors to Paramedic Headquarters and the Ottawa Central Ambulance Communications Centre (may include residents) | Corporate Records Classification: S04-04 Records are retained for 15 years after file has been closed, then destroyed. | |
| Lost and Found Requests spreadsheet | Ottawa Paramedic Service | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Used for documenting requests from individuals who contact the Ottawa Paramedic Service looking for personal belongings lost or misplaced following an interaction with Paramedics (i.e. left in an ambulance, at the hospital, etc.). Spreadsheet includes names. contact information and a description of the personal belongings of the individuals who contact the Ottawa Paramedic Service. | Operations Commanders, Senior Administrative Assistant, Public Information Officer | Residents of Ottawa | Corporate Records Classification: E12-04 Records are retained for 5 years, then destroyed. | |
| Compliments Database | Ottawa Paramedic Service | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Database includes the names, contact information, and on occasion, the address of individuals who send compliments to the Ottawa Paramedic Service. Employees are provided with a letter to advise that they have received a compliment. The compliment is then attached to the letter, which often includes a name, however other personal information is removed. | Program Manager, Operational Support Services, Professional Standards Commander, Professional Standards Superintendents, Senior Administrative Assistant | Residents of Ottawa | Corporate Records Classification: C10-01 Records are retained for 6 years, then destroyed. | |
| Parking Ticket Complaints | Parking Enforcement | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10, s. 425, s. 439 | Written correspondence from residents who are unhappy with regards to a parking ticket. Contains name, address and phone number. | Traffic & Parking Control staff | Citizens of Ottawa | Corporate Records Classification: E03-01 Records are retained for 6 years, then destroyed. | |
| Parking Tickets | Parking Enforcement | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10, s. 425, s. 439 | Parking tickets issued to residents cars. Contains license plate number. | Traffic & Parking Control staff | Citizens of Ottawa | Corporate Records Classification: E03-03 Records are retained for 7 years, then destroyed. | |
| Traffic and Parking Control Parking - Issues to Court - Notice of Intention to Appear | Parking Enforcement | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10, s. 425, s. 439 | Notice of intention to appear in court form regarding a parking ticket. Contains name, address and phone number. | Traffic & Parking Control staff | Citizens of Ottawa | Corporate Records Classification: E03-02 Records are retained for 3 years after issue has been resolved, then destroyed |
Last updated: December 29, 2023
Personal Information Bank: Finance and Corporate Services Department
Finance and Corporate Services Department
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| Customer Case Files | Corporate Finance Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 340-341, ss. 343-348 | Letters of correspondence received from clients concerning their accounts receivable invoices. Contains name, address and phone number. | Accounts Receivable staff | Citizens of Ottawa | Corporate Records Classification: F08-28 Records are retained for 7 years after the file has been closed then destroyed. | |
| Applications for exemption of taxes | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 357-358 | Application form used when applying for an exemption of taxes. Contains name, address, application number, complaint number, appeal number and assessment roll number. | Assessment Control staff | Citizens of Ottawa | Corporate Records Classification: F04-17 Records are retained for 6 years after the file has been closed then destroyed. | |
| Applications for Property Tax Deferral Program | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 319 City of Ottawa By-law No. 2007-452 | Application is used for the purposes of determining whether the applicant qualifies for the tax deferral program. Contains name, address, tax roll number, telephone number, date of birth and household income. | Customer Accounts- Tax and Water Accounts Unit | Citizens of Ottawa | Corporate Records Classification: F04-39 Records are retained for 7 years then destroyed. | |
| H2O - Water utility accounts - Account details | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Details concerning their water utility accounts. Contains name, address, telephone number, fax number, email address, consumption, payment history and banking details for clients on pre-authorized debit plans. | Revenue Services staff | Citizens of Ottawa | Corporate Records Classification: F27-06 Records are retained for 7 years then destroyed. | |
| Assessment Roll Property files | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 340-341, ss. 343-344 | Files contain information regarding a ratepayer’s assessment information. Contains the name and address of ratepayer and possibly the assessment roll number. | Revenue Services staff | Citizens of Ottawa | Corporate Records Classification: F04-01 Records are retained for 6 years after the file has been superseded then destroyed. | |
| Assessment Roll Supplementary Assessment Rolls | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 329, ss. 340-341, ss. 343-344 | Notices of Supplementary Assessment sent to new property owners. Contains name and address and assessment roll number. | Assessment Control staff | Citizens of Ottawa | Corporate Records Classification: F04-04 Records are retained for 7 years then destroyed. | |
| Authorization Agreement to Bill Tenant | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Authorization Agreement to Bill Tenant directly as requested by the Property Owner. Contains water utility customer-account number, owner's name, address and phone number and tenants name, address and phone number. | Customer Accounts- Tax and Water Accounts Unit | Citizens of Ottawa | Corporate Records Classification: F27-06 Records are retained for 7 years then destroyed. | |
| Collection Agency | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10, s. 349 | Correspondence with collection agencies with respect to ratepayers owing the City money. Contains ratepayers name, address and phone number. | Collections staff | Citizens of Ottawa | Corporate Records Classification: F08-17 Records are retained for 7 years then destroyed. | |
| Excel Spreadsheet Application to track property tax and water/sewer account complaints | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 78-87, s. 91, s. 93, ss. 444-446 | Client complaint tracking system of property tax and water utility account complaints. Database tracks inquiry and distribution. Contains name, address, assessment roll number and water bill customer-account number. | Customer Accounts - Tax and Water staff | Citizens of Ottawa | Corporate Records Classification: C10-01 Records are retained for 6 years then destroyed | |
| Extension of Time to Pay Agreement | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 Provincial Offences Act, R.S.O. 1990, c. P.33 | Application form used for the purposes of determining whether the applicant qualifies for an extension with the Provincial Offences Act Collection Section, according to the Provincial Offences Act (POA). Contains name, date of birth, address, home and business phone number, employer information, name, branch and bank account number and monthly income. | POA Collections staff | Citizens of Ottawa | Corporate Records Classification: F08-22 Records are retained for 6 years after the case has been closed then destroyed. | |
| Final Tax Bills | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 340-341, ss. 343-344 | Final Tax Bill sent to property owners advising of the amount of taxes to be paid to the City. Contains name, address and assessment roll number. | Revenue Services staff | Citizens of Ottawa | Corporate Records Classification: F04-31 Records are retained for 7 years then destroyed. | |
| General Correspondence from Provincial Offences Offenders re accounts. | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 Provincial Offences Act, R.S.O. 1990, c. P.33 | Letters received from citizens who offended the Provincial Offences Act (POA). Contains name and address. | POA Collections staff | Citizens of Ottawa | Corporate Records Classification: F08-22 Records are retained for 6 years after the case has been closed then destroyed. | |
| Grants / Loans / Subsidies - Farm Grant Program | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 107 | Annual extract from the Tax System for farm properties. Payments on these properties can be deferred until year end with all interest and penalties being refunded if paid on time. Contains the name, address and phone number of the farmer. | Revenue Services staff | Farmers within the City of Ottawa | Corporate Records Classification: F18-04 Records are retained permanently. | |
| Grants / Loans / Subsidies - Homeowners Grant Program | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 107 | 2003 Grant Program to reimburse residential ratepayers affected by significant tax increases as a result of the commercial tax shift. Maintained in the tax system including cheque generation, cleared etc. Contains name, address and phone number of applicant. | Revenue Services staff | Citizens of Ottawa | Corporate Records Classification: F18-04 Records are retained permanently. | |
| ICON database - provincial offences fines and associated actions | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 Provincial Offences Act, R.S.O. 1990, c. P.33, s. 165, Highway Traffic Act, R.S.O. 1990, c. H.8, s. 205 | Provincial system database that houses all provincial offences fines and associated actions. Revenue uses system in conjunction with the collection of defaulted provincial offences fines. Contains name, address, telephone number, driver’s license and date of birth of offender. | Provincial Offences staff | Citizens of Ottawa | Provincial Database - ongoing retention. | |
| Correspondence from residents requesting an exemption of taxes | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 357-358 | Letter received from resident requesting an exemption of taxes due to house burning down and being demolished. Contains name, address and telephone number. | Assessment Control staff | Citizens of Ottawa | Corporate Records Classification: F04-17 Records are retained for 6 years after the file has been closed then destroyed. | |
| Outstanding Payments / Charges | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 340-341, ss. 343-345 | Correspondence from ratepayers who have outstanding payments and/or charges against their assessment roll. Contains name and address and banking information. | Revenue Services staff | Citizens of Ottawa | Corporate Records Classification: F04-17 Records are retained for 6 years after the file has been closed then destroyed. | |
| Over Payment Recovery Case Files | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 42 | Used by the Overpayment Recovery Unit to assist in the recovery of a debt owed to the City. Contains name, address, Case ID number, Credit Card Number. | Overpayment Recovery staff | Citizens of Ottawa | Corporate Records Classification: F08-21 Records are retained for 7 years after overpayment has been recovered then destroyed. | |
| Over Payment Recovery Case Files - Financial Statements | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 Ontario Works Act, 1997, S.O. 1997, c. 25, Sched. A, s. 42 | Used by the Overpayment Recovery Unit to assist in the recovery of a debt owed to the City. Contains name, address, Case ID number, monthly income and expenses | Overpayment Recovery staff | Citizens of Ottawa | Corporate Records Classification: F08-21 Records are retained for 7 years after overpayment has been recovered then destroyed. | |
| POD database - collection of and enforcement of defaulted fines | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 Assessment Act, R.S.O. 1990, c. A.31, s. 11, s. 14 | This database is used for the collection of and enforcement of defaulted fines. Contains name, address, telephone number, driver's license, date of birth of offender. | POA Collections staff | Citizens of Ottawa | Corporate Records Classification: F08-22 Records are retained for 6 years after case has been closed then destroyed | |
| Pre-Authorized Payment Plan (PAP)/Debit Agreement (PAD) - Enrolment Forms | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 340-341, ss. 343-348 | Used to administer and collect City of Ottawa’s accounts receivables. Contains customer number, name, address, home and business phone number | Customer Accounts staff - Payments | Citizens of Ottawa | Corporate Records Classification: F08-00 Records are retained for 3 years then destroyed. | |
| Pre-authorized Tax Payment Plan (PTP) Standard Enrolment Forms & Mid-point Enrolment Forms | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 340-341, ss. 343-344 | Application form to sign-up for pre-authorized tax payment plan (PTP). Contains tax roll number, name, address, home and business telephone number. | Customer Accounts staff - Payments | Citizens of Ottawa | Corporate Records Classification: F04-31 Records are retained for 7 year then destroyed. | |
| Property Ownership Changes | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Letters received from ratepayers advising of changes in their property ownership. Contains name, address and assessment roll number. | Customer Accounts staff - Maintenance | Citizens of Ottawa | Corporate Records Classification: F04-29 Records are retained for 7 years then destroyed. | |
| Property Tax Assessment - Application for Rebate of Property Taxes | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 364 O. Reg. 325/01 | Application form used for the purposes of determining eligibility for a property tax rebate and the amount of the rebate in respect of vacant commercial and industrial buildings. Contains the owners name, address, telephone and fax number and assessment roll number. | Customer Accounts staff - Tax and Water | Citizens of Ottawa | Corporate Records Classification: F04-02 Records are retained for 6 years after they have been superseded then destroyed. | |
| Request for Information Changes on Tax/Water utility Accounts | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Request for information changes on Tax/Water utility Accounts. Used for administrative purposes. Contains name, address and phone number. | Customer Accounts staff - Maintenance | Citizens of Ottawa | Corporate Records Classification: F04-26 Records are retained for 7 years then destroyed. | |
| Request for Tax Refund | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 340-341, ss. 343-344 | Request for Tax Refund application form used when there is an outstanding credit in the tax account. Contains tax roll number, name, address and telephone number. | Customer Accounts staff- Maintenance | Citizens of Ottawa | Corporate Records Classification: F04-15 Records are retained for 6 years after the file has been closed then destroyed. | |
| Request for Water utility Refund | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Request for Water utility Refund by resident. Used for administrative purposes. Contains customer-account number, name, address and telephone number. | Customer Accounts staff- Maintenance | Citizens of Ottawa | Corporate Records Classification: F27-06 Records are retained for 7 years then destroyed. | |
| Database for Tax Certificates | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 Assessment Act, R.S.O. 1990, c. A.31, s. 11, s. 14 | Records database which stores all tax certificates on a record management server for easy storage and retrieval. Contains name, address and assessment roll number. | Revenue Services staff | Citizens of Ottawa | Corporate Records Classification: F04-26 Records are retained for 7 years then destroyed. | |
| Tax Certificates | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 352 | Tax Certificates provided to advise ratepayer of the amount of taxes owing on property. Contains name, address and assessment roll number. | Customer Accounts staff- Maintenance | Citizens of Ottawa | Corporate Records Classification: F04-26 Records are retained for 7 years then destroyed. | |
| VTAX - Vailtech Municipal Tax System | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 Assessment Act, R.S.O. 1990, c. A.31, s. 11 | The VTAX application provides electronic property assessment information. Contains owner/tenant name and address and assessment roll number. | Risk Management, Legal Services and Reporting Departments | Citizens of Ottawa | Corporate Records Classification: F04-02 Records are retained for 6 years after they have been superseded then destroyed. | |
| Water utility Billing - Pre-authorized plan (PAC) Enrolment Form for water utility billing | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Pre-authorization enrolment form for water utility billing. Contains water customer-account number, name, address, home and business phone number. | Customer Accounts staff- Payments | Citizens of Ottawa | Corporate Records Classification: F27-06 Records are retained for 7 years then destroyed. | |
| Water utility/taxation accounts - General Correspondence from ratepayers | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Letter received from citizens concerning their water utility/taxation accounts. Contains name, address, telephone number and fax number. | Revenue Services staff | Citizens of Ottawa | Corporate Records Classification: F04-00 Records are retained for 3 years then destroyed. | |
| Water Certificates | Revenue Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Water Certificates provided to advise ratepayer of the amount of water charges owing on a property. Contains name, address and assessment roll number. | Customer Accounts staff- Maintenance | Citizens of Ottawa | Corporate Records Classification: F27-01 Records are retained for 7 years then destroyed. |
Last updated: December 29, 2023
Personal Information Bank: Infrastructure and Water Services Department
Infrastructure and Water Services Department
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| Environmental Services - Maintenance Management Database | Water Services/ITX database (Legacy, active use) & Power BI report; new MMS is Maximo | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Database for water and sewer retains all information regarding water/sewer, all infrastructure, all work performed on infrastructure (i.e. equipment, labour and material), customers names, addresses and phone numbers. | Employees of the City of Ottawa, Managers, Supervisors, Director, Finance, Legal | Citizens of Ottawa | Corporate Records Classification: T05-01 Records are retained permanently. | |
| Environmental Services - Project File | Water Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 78-87, s. 91, s. 93, ss. 444-446 | Customer information (i.e. name, number and address), company name/number, all work orders, infrastructure information, signed permits, cost of job, copies of all ITX and SAP work, all work associated with the job, labour, equipment and material. | Employees, Managers, Supervisors, Director, Finance and Legal, if required | Citizens of Ottawa | Corporate Records Classification: W05-11 Records are retained for 7 years, then destroyed. | |
| Revitalization Project - Private Sewers Correspondence to affected residents | Water Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 76 | City of Ottawa has an infrastructure revitalization project that has a 20-year cycle. Correspondence is prepared regarding the revitalization project which contains a name and address. | Sewer Services staff | Citizens of Ottawa | Corporate Records Classification: W08-03 Records are retained permanently. | |
| Service Request Investigations (24 hour line) | Water Services, Maximo | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 78-87, s. 91, s.93, ss. 96-97 | To process calls received from the public concerning requests for service (investigations for storm and sanitary sewers; rain gauge information; water meter maintenance and utility locates. Contains name, address, phone number and e-mail address. | Customer Service staff | Citizens of Ottawa | Corporate Records Classification: W05-01 Records are retained for 2 years, then destroyed. | |
| Stormwater Investigations | Water Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 87, ss. 96-97 | Complaints regarding stormwater facilities, broken fences, debris, beavers and vandalism. Used as an investigative tool. Contains name, address and telephone number. | Engineers, Stormwater management customer support staff and facility supervisors. | Citizens of Ottawa | Corporate Records Classification: W05-08 Records are retained permanently. | |
| Wastewater Investigations | Water Services, Maximo | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 78-87, s. 91, s. 93 | Requests from citizens regarding wastewater investigations. Contains name, address and telephone number. | Customer Support staff | Citizens of Ottawa | Corporate Records Classification: W05-03 Records are retained permanently. | |
| Water Investigations | Water Services, Maximo | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, ss. 78-87, s. 91, s. 93 | Requests for water investigations received through Customer Service. Contains name, address and phone number. | Water Quality staff, Customer Support staff | Citizens of Ottawa | Corporate Records Classification: W05-02 Records are retained permanently. | Infrastructure and Water Services Department, Water Services, Routine Disclosure and Active Dissemination Plan |
Last updated: December 29, 2023
Personal Information Bank: Legal Services
Legal Services
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| Claims/Litigation Matters | Legal Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Name and/or any of the following: address, telephone number, fax number, cell phone number, date of birth, e-mail address, lawyer’s name, insurance provider and coverage, medical records (in the case of bodily injury claims). This information is collected to assess and administer claim submissions and litigation commenced against the City. | Legal Services Staff | Citizens of Ottawa | Corporate Records Classification: L05-01 (Claims by the City), L05-02 (Claims against the City) Records are retained for 6 years after claim resolution, then destroyed. L05-07 (Building Code Services - Claims against the City) Records are retained permanently. L08-06 (General Claims, all but Vehicle) Records are retained for 7 years after case has been closed, then destroyed. L08-07 (Vehicle Accident Claims) Records are retained for 25 years after case has been closed, then destroyed. L08-09 (Vehicle Accident Claims 1994-1996 ONLY) Records are retained for 100 years after case has been closed, then destroyed. |
Last updated: December 29, 2023
Personal Information Bank: Office of the City Clerk
Office of the City Clerk
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| Volunteers - Advisory Committee Recruitment | Council and Committee Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 253 City of Ottawa By-law No. 2019-044 | Recruitment files for membership on Advisory Committees, Boards and Authorities to which Council make appointments. Contains name, address, telephone number and e-mail addresses. | Council and Committee Services staff; Members of Council (Members of the Selection Panels) | Citizens of Ottawa | Corporate Records Classification: G01-19 Records are retained permanently at the City Archives. | |
| Standing Committee, Transit Committee, Sub-Committee and Council Reports - Public Submissions | Council and Committee Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 253 City of Ottawa By-law No. 2021-024 | Letters received in support or opposition to proposals being dealt with by Committee or Council. Contains name, address and telephone number. | Council and Committee Services staff (Members of Council, SLT and departmental legislative staff may have transitory copies of these records) | Citizens of Ottawa | Corporate Records Classification: G01-10 Records are retained permanently at the City Archives. | |
| Archives - Photo Work Orders | Legislative Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 253(1), s. 254 | To manage records associated with reproduction orders made by clients of the Archives. These include paper and digital records with clients’ personal information (i.e. name, address, email) and details about which archival material was reproduced. | Archives staff | Citizens of Ottawa | Corporate Records Classification: R17-08 Records are retained for 6 years then destroyed. | |
| Archives - Researcher Registration Forms / Enquiry Tracking | Legislative Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 253(1), s. 254 | Researcher registration form to be used to assist in the security of Archival Records and Collections, to communicate with Registered Researchers and for the promotion of affiliated organizations. Contains the name, address, telephone number, fax number, e-mail address and pass number of researcher. | Archives staff | Citizens of Ottawa | Corporate Records Classification: R17-05 and R17-07 Records are retained permanently at the City Archives. | |
| Archives - Acquisition files | Legislative Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 253(1), s. 254 | Acquisition, Appraisal, Accessioning, De-accessioning, and Transfer documentation. Personal information includes name, address, email, as well as financial information should the private acquisition be appraised for monetary value. | Archives staff | Citizens of Ottawa | Corporate Records Classifications: R11-01, R11-05, R11-06, and R11-07 Records are retained permanently at the City Archives. | |
| Elections - Applications for contribution rebate | French Language Services and Municipal Elections | Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., s. 82 City of Ottawa By-law No. 2005-505 | Name; mailing address; amount of rebate of individual who has donated to a candidate during the election period and is now requesting a contribution rebate. | Elections Office staff | Individuals who have donated to a candidate for municipal Council | Corporate Records Classification: G10-00 Records are retained for 3 years then destroyed. | |
| Elections - Appointment of Voting Proxy | French Language Services and Municipal Elections | Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., s. 44 | Ward and Voting Subdivision Number; Name and full qualifying address of elector making appointment; name and full qualifying address of elector appointed; relationship (if any) to elector making appointment. Used when an elector is unable to vote at a voting place. | Elections Office staff | Electors of Ottawa who are unable to vote at a voting subdivision during the election process | Corporate Records Classification: G10-13 Records are retained for 8 years then destroyed. | |
| Elections - Candidate Extension Campaign Period | French Language Services and Municipal Elections | Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., s. 68(1) | Name and address of candidate; telephone number; fax number and e-mail address to be used if candidate is in a deficit position at the end of the election year. | Elections Office staff | Candidates in a deficit positions at the end of election year | Corporate Records Classification: G10-02 Records are retained permanently at the City Archives. | |
| Elections - Candidate Financial Statements | French Language Services and Municipal Elections | Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., s. 78 | Name and mailing address of candidate; home and/or business phone number; fax no.; e-mail address for candidates who filed a nomination paper to run for an office of Council or School Board. | Elections Office staff | Candidates who filed a nomination paper for an office on Council or a school board | Corporate Records Classification: G10-15 Records are retained permanently at the City Archives. | Office of the City Clerk, Elections - Candidate Financial Statements, Routine Disclosure and Active Dissemination Plan |
| Elections - Election Poll Staff | French Language Services and Municipal Elections | Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., s. 15(1) | Name, address, home and/or business telephone number; previous election experience; City employee; languages spoken; spouse of candidate; use of car; assignment & amount paid used when applying for an election poll job. | Elections Office staff | Persons 16 years or age or older wishing to be employed as an election official | Corporate Records Classification: G10-14 Records are retained for 6 years then destroyed. | |
| Elections - Nomination Papers | French Language Services and Municipal Elections | Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., s. 29 | Name of candidate; qualifying address; mailing address; business and home phone numbers; fax number; e-mail address for persons wishing to run in an election. | Elections Office staff | Persons who wish to run for municipal and school board offices | Corporate Records Classification: G10-02 Records are retained permanently at the City Archives. | Office of the City Clerk, Elections - Nominated Candidates, Routine Disclosure and Active Dissemination Plan |
| Elections - Receipt - Candidate Campaign Contribution - Rebate Program | French Language Services and Municipal Elections | Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., s. 82 City of Ottawa By-law No. 2005-505 | Name of individual; mailing address of (Ontario) Individuals /Corporations /Trade Unions who donated to a candidate for municipal council. Candidate is part of the Contribution Rebate Program. | Elections Office staff | Individuals who have donated to a candidate for municipal Council | Corporate Records Classification: G10-00 Records are retained for 3 years then destroyed. | Office of the City Clerk, Elections - Contribution Rebate applications, Routine Disclosure and Active Dissemination Plan |
| MFIPPA Request - Access or Correction to Personal Information | Governance, Elected Official and Business Support Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 City of Ottawa By-law No. 2005-507, s. 1 Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, s. 17, s. 37 | Name, address and telephone number. Used to respond to requester with requested information. | Access to Information and Privacy (ATIP) Office staff | Citizens of Ottawa | Corporate Records Classification I02-04 Records are retained for 9 years then destroyed. | |
| MFIPPA Request - Access to General Information | Governance, Elected Official and Business Support Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 City of Ottawa By-law No. 2005-507, s. 1 Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, s. 17, s. 36. | Name, address and telephone number. Used to respond to requester with requested information. | Access to Information and Privacy (ATIP) Office staff | Citizens of Ottawa | Corporate Records Classification: I02-03 Records are retained for 9 years then destroyed. | Office of the City Clerk, Access to Information and Privacy Protection - List of Freedom of Information requests, Routine Disclosure and Active Dissemination Plan |
| MFIPPA Request - PHIPA Requests | Governance, Elected Official and Business Support Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 City of Ottawa By-Law No. 2005-507, s. 1 Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A, s. 52, s. 53, s. 55 | Name, address and telephone number. Used to respond to requester with requested information. | Access to Information and Privacy (ATIP) Office staff | Citizens of Ottawa | Corporate Records Classification: I02-06 Records are retained for 9 years then destroyed. | |
| MFIPPA Request - Privacy Protection Complaints | Governance, Elected Official and Business Support Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 City of Ottawa By-Law No. 2005-507, s. 1 Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, s. 17, s. 39 | Name, address and telephone number. Used to respond to requester with outcome of privacy complaint. | Access to Information and Privacy (ATIP) Office staff | Citizens of Ottawa | Corporate Records Classification: I02-05 Records are retained for 6 years then destroyed. |
Last updated: December 29, 2023
Personal Information Bank: Planning, Development and Building Services Department
Planning, Development and Building Services Department
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| 911 Blade Applications concerning the addressing of streets | Building Code Services | City of Ottawa Municipal Addressing By-law No. 2014-78 | Application processing concerning the addressing of streets. Contains name, address, phone number, email address of applicants and property owners. | Building Code Services staff Traffic Operations staff | Citizens of Ottawa | Corporate Records Classification: D11-01 Records are retained permanently. | Planning, Real Estate and Economic Development, Planning Services, Routine Disclosure and Active Dissemination Plan |
| Building Permit Information data base | Building Code Services | Building Code Act, 1992, S.O. 1992, c. 23, s. 2(9) City of Ottawa Building By-law No. 2014-220 s. 4, s. 13 Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | For the administration and management of Building Permit information | Building Code Services staff | Citizens of Ottawa | Corporate Records Classification: D13-01 Records are retained permanently. | Planning, Real Estate and Economic Development, Planning Services, Routine Disclosure and Active Dissemination Plan |
| Building Permits | Building Code Services | Building Code Act, 1992, S.O. 1992, c. 23, s. 2(9) City of Ottawa Building By-law No. 2014-220 s. 4, s. 13 Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Application processing concerning building permits. Contains name, address, phone number, email address of applicants and property owners. | Building Code Services staff; Fire Services staff; By-law and Regulatory Services staff and Legal Services staff. | Citizens of Ottawa | Corporate Records Classification: D13-01 Records are retained permanently. | |
| Cancelled Building Permits and Applications | Building Code Services | Building Code Act, 1992, S.O. 1992, c. 23, s. 2(9) City of Ottawa Building By-law No. 2014-220 s. 4, s. 13 Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Application processing concerning cancelled building permits and applications. Contains name, address, phone number, email address of applicants and property owners. | Building Code Services staff; By-law and Regulatory Services staff and Legal Services staff. | Citizens of Ottawa | Corporate Records Classification: D13-03 Records are retained permanently. | |
| Compliance Reports | Building Code Services | City of Ottawa Compliance By-law No. 2003-69, s. 3 Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Application processing, administration, and issuance of Compliance Reports. Contains name, address, phone number, email address of applicants and property owners. | Technical Clerks, Compliance Reports Officers, Co-ordinators, Program Managers, Managers and Chief Building Official. | Citizens of Ottawa | Corporate Records Classification: L06-03 Records are retained permanently. | Planning, Real Estate and Economic Development, Planning Services, Routine Disclosure and Active Dissemination Plan |
| Development Sign Minor Variance Applications | Building Code Services | City of Ottawa Permanent Signs on Private Roadways By-law No. 2016-326, s. 16 Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Application processing, administration and approval of minor sign variance applications. Contains name, address, phone number, email address of applicants and property owners. | BCS Technical Co-ordinators, Municipal Addressing and Signs Officers, Councillors, and their assistants, Program Managers, Managers and Chief Building Official. | Citizens of Ottawa | Corporate Records Classification: D07-10 Records are retained for 6 years, then destroyed. | Planning, Real Estate and Economic Development, Planning Services, Routine Disclosure and Active Dissemination Plan |
| Master Plan applications | Building Code Services | Building Code Act, 1992, S.O. 1992, c. 23, s. 2(9) City of Ottawa Building By-law No. 2014-220 s. 4, s. 13 Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 | Application processing concerning Master Plans. Contains name, address, phone number, email address of applicants and property owners. | Building Code Services staff; Fire Services staff; By-law and Regulatory Services staff and Legal Services staff. | Citizens of Ottawa | Corporate Records Classification: D13-02 Records are retained permanently. | Planning, Real Estate and Economic Development, Planning Services, Routine Disclosure and Active Dissemination Plan |
| Permanent or Temporary Private Approach (by specific address) | Right of Way, Heritage and Urban Design | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 City of Ottawa By-Law No. 2003-446 | Application form used when applicant applies for a permanent of temporary Private Approach by specific address. Contains name, address and phone number. | By-law Permits staff; Inspection Unit staff and Safety and Traffic Services staff | Citizens of Ottawa | Corporate Records Classification: D12-06 Records are retained for 7 years, then destroyed. | Planning, Real Estate and Economic Development, Right of Way, Heritage and Urban Design, Routine Disclosure and Active Dissemination Plan |
| Permanent or Temporary Private Approach (by street name) | Right of Way, Heritage and Urban Design | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 City of Ottawa By-Law No. 2003-446 | Application form used when applicant applies for a permanent of temporary Private Approach by street name. Contains name, address and phone number. | By-law Permits staff; Inspection Unit staff and Safety and Traffic Services staff | Citizens of Ottawa | Corporate Records Classification: D12-05 Records are retained for 7 years, then destroyed. | Planning, Real Estate and Economic Development, Right of Way, Heritage and Urban Design, Routine Disclosure and Active Dissemination Plan |
| Permanent Sign Permits | Building Code Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 City of Ottawa By-Law No. 2016-326 | Application processing, administration and approval of permanent sign permits. Contains name, address, phone number, email address of applicants and property owners. | Building Code Services staff | Citizens of Ottawa | Corporate Records Classification: D12-01 Records are retained permanently. | Planning, Real Estate and Economic Development, Planning Services, Routine Disclosure and Active Dissemination Plan |
| Permanent Street Encroachment | Right of Way, Heritage and Urban Design | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10 City of Ottawa By-Law No. 2003-446 | Application form used when applicant wants to have a permanent street encroachment. Contains name and address. | By-law Permits staff; Inspection Unit staff and Safety and Traffic Services staff | Citizens of Ottawa | Corporate Records Classification: D12-04 Records are retained permanently. | Planning, Real Estate and Economic Development, Right of Way, Heritage and Urban Design, Routine Disclosure and Active Dissemination Plan |
| Private Roadway Naming | Building Code Services | City of Ottawa Municipal Addressing By-law No. 2014-078 | Application processing, administration and approval of private roadway naming applications. Contains name, address, phone number, email address of applicants and property owners. | BCS Technical Clerks, Project Coordinators, Municipal Addressing and Signs Officers, Councillors, and their assistants, Program Managers, Managers and Chief Building Official. | Citizens of Ottawa | Corporate Records Classification: D07-09 Records are retained permanently. | Planning, Real Estate and Economic Development, Planning Services, Routine Disclosure and Active Dissemination Plan |
| Public Relations – Access to Building Permit Records requests | Building Code Services | City of Ottawa Compliance By-law No. 2003-69, s. 3(1), s. 5(1), s. 6(1) Municipal Act, 2001, S.O. 2001, c. 25, s. 8(1), s. 10 | Application to access building permit information and to view and release same. Contains name, address, phone/cell number and email address. | Technical Clerks and Building Code Services staff | Citizens of Ottawa | Corporate Records Classification: D00-05 Records are retained permanently. | |
| Temporary Street Encroachment | Right of Way, Heritage and Urban Design | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 City of Ottawa By-Law No. 2003-446 | Application form used when applicant applies to have a temporary street encroachment. Contains name and address. | By-law Permits staff; Inspection Unit staff and Safety and Traffic Services staff | Citizens of Ottawa | Corporate Records Classification: D12-03 Records are retained for 5 years following change of use, then destroyed. | Planning, Real Estate and Economic Development, Right of Way, Heritage and Urban Design, Routine Disclosure and Active Dissemination Plan |
| Zoning Consultations for Group Homes | Building Code Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 8, s. 10, ss. 425-427 | Application form used for zoning consultations for group homes. Contains applicants name, address, organizations name, and description of shelter applicants. | Planning staff, Building Code Services staff | Citizens of Ottawa | Corporate Records Classification: D02-05 Records are retained for 10 years following application cancellation or group home closure, then destroyed. | Planning, Real Estate and Economic Development, Planning Services, Routine Disclosure and Active Dissemination Plan |
| Development Application Information Database (MAP) | Planning Services | Planning Act, R.S.O. 1990, c. P.13, s. 1.0.1 | Application forms, contain name, address, phone number and email address for owners and applicants. | Planning Services staff | Citizens of Ottawa, Property Owners, Applicants | Corporate Records Classification: D04-01 Records are retained permanently. | |
| 2022 Origin -Destination Survey (currently underway) | Transportation Planning | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Household, person, and trip data. Used to update travel forecasting tools, analyze travel trends and develop transportation plans | Survey consultant | Residents of the National Capital Region | Corporate Records Classification: C10-03 Records are retained for three years following completion of survey, then destroyed. | |
| 2022 Origin -Destination Survey (currently underway) | Transportation Planning | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Contact details for survey respondents who are interested in participating in future surveys | Modelling staff from the Transportation Policy and Networks Branch | Residents of the National Capital Region | Corporate Records Classification: C00-04 Records are retained for one year after list is no longer required, then destroyed. | |
| Transportation Planning Public Consultation Activities | Transportation Planning | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | email distribution lists for transportation planning projects, such as: Neighbourhood Traffic Calming Studies, Environmental Assessments, Active Transportation Projects, and the Transportation Master Plan. | Project staff from Transportation Planning | Residents of Ottawa | Corporate Records Classification: C00-04 Records are retained for one year after list is no longer required then destroyed. |
Last updated: December 29, 2023
Personal Information Bank: Public Works Department
Public Works Department
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| Environmental Services - Project Files | Parks Maintenance and Forestry, Solid Waste Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8 - 10, ss. 78 - 87, s. 91, s. 93, ss. 444-446 | Customer information (i.e. name, number and address), company name/number, all work orders, infrastructure information, signed permits, cost of job, copies of all ITX and SAP work, all work associated with the job, labour, equipment and material. | Employees, Managers, Supervisors, Director, Finance and Legal, if required | Citizens of Ottawa | Corporate Records Classification: T03-03 Records are retained permanently. | |
| Solid Waste Investigations - Request for Service | Solid Waste Services | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 76 | Contains name, address, phone number and e-mail address. To process calls received from the public concerning requests for service. | Solid Waste staff | Citizens of Ottawa | Corporate Records Classification: W05-01 Records are retained for 2 years, then destroyed. | |
| Solid Waste Collection Complaints | Public Works | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 76 | Contains name, address and phone number. Complaints received regarding the collection and disposal of garbage. | Waste Collections Operation staff | Citizens of Ottawa | Corporate Records Classification: W20-03 Records are retained for 2 years, then destroyed. | |
| Solid Waste Investigations - Notice of Violation | Public Works | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 76 | Contains name, address and phone number. Notices of Violation sent to property owners violating the solid waste collection by-law. | Solid Waste staff | Citizens of Ottawa | Corporate Records Classification: Classification: W05-04 Records are retained permanently. | |
| Solid Waste Investigations - Solid Waste Mailbox | Public Works | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10, s. 76 | Contains name, address, phone number and e-mail address. To process complaints received by the public concerning solid waste investigations | Solid Waste staff | Citizens of Ottawa | Corporate Records Classification: W05-04 Records are retained Permanently. |
Last updated: December 29, 2023
Personal Information Bank: Recreation, Cultural and Facility Services Department
Recreation, Cultural and Facility Services Department
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| Applications for Use of Halls, Special Studios and Gymnasiums | Sports and Recreation Venues, Parks and Program Branch | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Application form used to book halls, special studios and gymnasiums and is used for the purposes of processing the application and management of the City of Ottawa recreation and culture programs. Contains name, address, home and office phone numbers, fax and e-mail address. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: A05-06 Records are retained for 7 years, then destroyed. | |
| Applications to use City of Ottawa Aquatic Facilities | Sports and Recreation Venues, Parks and Program Branch | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Application form used for the purposes of processing application and management of the City of Ottawa recreation and culture programs. Contains name, address, telephone number, fax number, e-mail address. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: A05-04 Records are retained for 7 years, then destroyed. | |
| Cultural and Recreation Programs - Refund Request Forms | Cultural and Heritage Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Request for Refund by participant when cancelling from a program and is used for the purposes of processing the application /agreement and management of the City of Ottawa recreation and culture programs. Contains participants name, e-mail address, home and evening phone numbers. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative | Citizens of Ottawa | Corporate Records Classification: F07-04 Records are retained for 7 years, then destroyed. | |
| Cultural and Recreation Programs - Hand in Hand | Recreation and Cultural Services | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Request for Fee Assistance form used for the purposes of processing the application and management of the City of Ottawa recreation and culture programs. Contains applicants name, address and phone number and children's name and date of birth. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor Business Consultants | Citizens of Ottawa | Corporate Records Classification: R00-03 Records are retained for 3 years, then destroyed. | |
| Cultural Programs - Child Care Agreement | Cultural and Heritage Services | Municipal Act RSO 1990, cM.45, s. 207 (45) | Child care agreement to be used when attending cultural programs and is collected for the administration and management of the City of Ottawa Risk Management Program. Contains guardian name, address and telephone number and child's name. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: R03-01 Records are retained for 6 years, then destroyed. | |
| Cultural Programs - Consent to Disclose Child's Photograph | Cultural and Heritage Services | Municipal Act RSO 1990, cM.45, s. 207 (45) | Consent to disclose a photograph of child when enrolled in children's cultural programs. Contains the parents name and address. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: L00-01 Records are retained for 12 years, then destroyed. | |
| Cultural Programs - Day Trips and Excursions Permission Forms | Cultural and Heritage Services | Municipal Act RSO 1990, cM.45, s. 207 (45) | Day Trips and Excursion Permission form used for the administration and management of the City of Ottawa Risk Management Program. Contains participants name and date of birth. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: R00-01 Records are retained 11 years after course / event has concluded, or membership expiry, then destroyed. | |
| Cultural Programs - Enrolment Forms for children's recreation and cultural programs | Cultural and Heritage Services | Municipal Act RSO 1990, cM.45, s. 207 (45) | Enrolment Form for children's recreation and culture programs. Information is collected for the administration and management of the City of Ottawa Risk Management Program. Contains Child's name, address, telephone number, date of birth, parents name and cell phone number. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: R03-01 Records are retained for 6 years, then destroyed. | |
| Cultural Programs - Medication Administration Request Forms | Cultural and Heritage Services | Municipal Act RSO 1990, cM.45, s. 207 (45) | Medication Administration Request form used when administering, supervising the administration or storing medication. Contains participants name, address, date of birth, phone number, parents name and phone number. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: R00-01 Records are retained 11 years after the course, event concluded, or membership expiry, then destroyed. | |
| General Key Agreement; Management Agreement and Key Controller Agreement used when entering Community Facilities | Sports and Recreation Venues, Parks and Program Branch | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | General Key Agreement; Management Agreement and Key Controller Agreement used when entering Community Facilities. Contains name, address, home and work phone numbers, e-mail address and fax number. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative | Citizens of Ottawa | Corporate Records Classification: A05-06 Records are retained for 7 years, then destroyed. | |
| Parks, Recreation and Cultural Services - Specific Aquatic Programs - Aquatic Master Sheet | Sports and Recreation Venues, Parks and Program Branch | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Aquatic Master Sheet used for assessment of water skills. Contains participants name, address and telephone number. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: R01-01 Records are retained for 6 years, then destroyed. | |
| Request to Rent Facility (Pool) | Sports and Recreation Venues, Parks and Program Branch | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Request to rent a recreation facility. Contains applicants name, client number, address, phone number and permit number. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate records Classification: A05-04 Records are retained for 7 years, then destroyed. | |
| Specific Aquatic Programs - Swimming Course Grade Sheet | Sports and Recreation Venues, Parks and Program Branch | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10 | Swimming course grade used for accessing swimmers in swimming program. Contains name, age, home and work phone numbers. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: R01-01 Records are retained for 6 years, then destroyed. | |
| Specific Aquatic Programs - Waterplay Program | Sports and Recreation Venues, Parks and Program Branch | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Waterplay Program pre-registration used for children enrolling into the program. Contains name of parent and work/home phone number | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: R01-01 Records are retained for 6 years, then destroyed. | |
| Funding Agreement: Contribution Agreement used when entering into Grants and Contribution based funded programs | Funding, Partnerships and Agreements (FP&A) / Business Support Services (BSS) | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Contribution Agreement, financial statements, funding submissions, board of director lists contains name, address, home and work phone numbers, e-mail address and fax number. Client full names, date of birth, address, phone number, parents names and contact information, medical concerns | Officer, Recreation and Community Development Coordinator of Funding Program Clerk Program Manager, BSS | Citizens of Ottawa | Corporate Records Classification: F18-04 Records are retained permanently. | |
| CLASS database | Sports and Recreation Venues, Parks and Program Branch | Municipal Act, 2001, S.O. 2001, c. 25, s. 10 | Software program to enroll children in recreation and culture programs. Contains Child's name, address, telephone number, date of birth, parents name and cell phone number. | Portfolio Manager Program Coordinator Recreation Supervisor 2 Customer Service Clerk Service Representative Instructor | Citizens of Ottawa | Corporate Records Classification: R00-01 Records are retained 11 years after course, event concluded, or membership expiry, then destroyed. |
Last updated: December 29, 2023
Personal Information Bank: Transit Services Department
Transit Services Department
| Personal Information Bank (PIB) Name | Location | Legal authorities, as amended | Information maintained and uses | Users | Individuals in banks | City of Ottawa Records Retention and Disposition By-law No. 2003-527, as amended | Routine Disclosure and Active Dissemination Plan |
|---|---|---|---|---|---|---|---|
| Applications for Attendant Cards or Priority Seating Cards (Kantech database) | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | For the administration and management of OC Transpo riders. Contains applicant's name, address and telephone number. | Customer Service staff | Customers | Corporate Records Classification: T14-01 Records are retained for 1 year after termination of service then destroyed. | |
| Para Transpo Accident Reports | Transit Services - Transit Bus Operations and Maintenance - Para Transpo | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | Details of accidents involving Para Transpo drivers; customer names, addresses & phone numbers. Used for documenting presence of passengers on board, potential injuries sustained, witness statements. | Para Transpo staff | Customers | Corporate Records Classification: L08-05 Records are retained for 7 years following closure of case then destroyed. | |
| Para Transpo Cancellation No Show Letters (paper) | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | Contains customer name, address, contact information, number of points received and registration number. Letters are issued as a formal record of a warning to customers who have exceeded the minimum number of cancellations in a 60 day period, and potentially to advise them of a suspension of services. | Para Transpo employees; Manager and Supervisors of Customer Service | Customers | Corporate Records Classification: T14-00 Records are retained for 3 years then destroyed. | |
| LifeMark | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | 3rd Party management of:
|
Para Transpo staff including customer service representatives, booking agents and operators. | Customers | Corporate Records Classifications: T14-00 Records are retained for 3 years then destroyed. T14-01 and T14-02 Records are retained for 1 year after termination of service then destroyed. | |
| Trapeze COM | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | The Trapeze COM Database manages:
|
Para Transpo staff | Customers | Corporate Records Classifications: T11-05 Records are retained for 7 years then destroyed. T14-00 Records are retained for 3 years then destroyed. T14-04 Records are retained for 7 years then destroyed. | |
| Trapeze PASS | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | The Trapeze PASS Database manages:
|
Para Transpo staff | Customers | Corporate Records Classification: T14-01 Records are retained for 1 year after termination of service then destroyed. | |
| OC Transpo Customer Service Database | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | Internal database is used for management of:
|
Customer Service staff | Customers / Para Transpo Customers | Corporate Records Classifications: T14-01 and T14-02 Records are retained for 1 year after termination of service then destroyed. | |
| Para Transpo Client Registration (encrypted spreadsheet) | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | Contains name, address, contact information, emergency contact information, mobility devices used, vehicle requirements, support person requirements, disclosure of vision or hearing impairments and date of birth of client. Used to set up client account and determine transportation booking. | Para Transpo staff including customer service representatives, booking agents and operators. | Customers | Corporate Records Classification: T14-01 Records are retained for 1 year after termination of service then destroyed. | |
| Para Transpo Client Registration Inactive (database) | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | Includes name, address and date of birth for clients who are inactive but may have a valid reason to be re-instated. Includes name, address and date of birth of inactive clients. Used when a client account is re-instated. | Para Transpo staff | Customers | Corporate Records Classification: T14-01 Records are retained for 1 year after termination of service then destroyed. | |
| Alerts subscriptions (Komutel / VuduMobile) | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | For administration and management. Phone number Email Address (if applicable) Transit route & alert selections. | Web Administrators, Transit Technology support staff, Komutel support | Customers | Corporate Records Classification: C00-04 Records are retained for 1 year after list is no longer required then destroyed. | |
| Developer portal (RedHat (3Scale)) | Transit Services - Transit Customer Systems and Planning (TCSP) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | For administration and management. Name, address, contact info, applications (programs) created, API request stats. | Web Administrators, Transit Technology support staff, RealDecoy web support, RedHat support | Requesters of transit route and schedule data for developing desktop, web, or phone applications. | Corporate Records Classification: C00-04 Records are retained for 1 year after list is no longer required then destroyed. | |
| Stage 2 O-Train Construction Updates | Transit Services - Transit Strategic Communication and External Relations (TSCER) | Municipal Act, 2001, S.O. 2001, c. 25, ss. 8-10. | Distribution List - email addresses for the purpose of providing construction updates. | Rail Construction Program staff | Citizens of Ottawa | Corporate Records Classification: C00-04 Records are retained for 1 year after list is no longer required then destroyed. |
Last updated: December 29, 2023