Transparency
The Prince Rupert Port Authority (PRPA) is a federal Canadian port authority established pursuant to the terms of the Canada Marine Act, and as such, is subject to the Access to Information Act (ATIA) and the Privacy Act (PA). These acts provide Canadians with the right to access certain records under the control of federally mandated institutions and require those institutions to publish annual reports on ATIA and PA functions and requests.
Info Source
Info Source describes the programs and activities, and the information holdings related to programs and activities, of government institutions subject to the Access to Information Act to facilitate the right of access. Visit Info Source.
Summaries of Completed Access to Information Requests
Summaries of completed ATIA requests are available through the Government of Canada’s Open Government portal. Summaries are posted on a monthly basis, within 30 days of the end of the month when a response to a Request is issued. Requests that contain primarily personal or third-party information are not included in the summary. Visit the Open Government portal.
Summaries of Completed Privacy Impact Assessments
Accessibility Public Survey
Description: The activity was an accessibility survey that was hosted on PRPA’s website to fulfill the public consultation requirements of the Accessible Canada Act.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to evaluate the potential risks to the protection and use of personal information provided in the survey.
Additional Information: The following risks were identified and mitigated: identification through survey responses, long term use of information, and records retention.
Related personal information banks: No personal information banks were used for the program as it did not collect identifiable personal information.
Board Management Software
Description: The program is a software-as-a-service product for board communication, collaboration, and decision-making processes.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by PRPA in the software.
Additional Information: The following risks have been identified and mitigated: retention and disposal, safeguarding of personal information, and accuracy of personal information.
Related personal information banks: Not applicable
Document Management System
Description: To manage files by use of the information management software system.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to develop an informed assessment of the privacy risks associated with the personal information collected and stored in the document management system, and to inform mitigation of any identified privacy risks to an acceptable level.
Additional Information: The following risks have been identified and mitigated: access to personal information, protection of personal information, and accuracy of personal information.
Related personal information banks: PSU 919 Members of Boards, Committees and Councils, PRPA PPU 005 Legal Dispute & Complaint Handling
Employee Engagement Survey
Description: The Employee Engagement Survey is an annual survey conducted to gather information from staff on work related concerns.
Why a privacy impact assessment was completed: A privacy impact assessment was completed because personal information was being used for an administrative purpose.
Additional Information: The following risks were identified and mitigated: re-identification risks (mitigated by a reminder to provide anonymous responses) and data protection risks (mitigated by IT safeguards).
Related personal information banks: As the survey is intended to be anonymous and does not collect identifiable personal information, no personal information bank is applicable.
Employment Equity Survey
Description: The activity is necessary to meet the requirements of the Employment Equity Act. A self-identification questionnaire was filled out by employees, and collected data was uploaded to the federally mandated Workplace Equity Information Management System (WEIMS).
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess the privacy risks associated with the activity as it pertains to personal information.
Additional Information: The following risks have been identified and mitigated: long-term use of information, records retention, and privacy training.
Related personal information banks: Employment Equity and Diversity PSE 918
Financial Planning & Analysis Program
Description: Implementation of a cloud-based financial planning and analysis solution, to be used for budgeting, forecasting, reporting, and scenario modelling processes.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by PRPA in the software.
Additional Information: The following risks have been identified and mitigated: data security and safeguarding of personal information, and notification and consent.
Related personal information banks: Accounts Payable PSU 931, Accounts Receivable PSU 932, Human Resources Planning PSU 935
Health, Safety, and Wellbeing
Description: The Health, Safety, and Wellbeing program is responsible for fulfilling PRPA’s occupational health and safety obligations and related regulatory requirements. The program supports the prevention of workplace injuries and incidents, the identification and control of workplace hazards, and the administration of injury response, investigations, and return-to-work processes.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by PRPA in the program.
Additional Information: The following risks have been identified and mitigated: safeguarding of personal information after disclosure, retention and disposal of personal information, lack of a formal log monitoring process, and accessibility of the privacy notice.
Related personal information banks: Occupational Health and Safety PSE 907, Vehicle, Ship, Boat and Aircraft Accidents PSE 908, Federal Workers’ Compensation ESDC PPU 032, Public Service Occupational Health Program HC PCE 701, Employee Personnel Record – PSE 901, Attendance and Leave – PSE 903, Employee Assistance – PSE 916, Pay and Benefits – PSE 904, Grievances – PSE 910
Office Productivity Program
Description: The program is a core productivity platform which includes tools used to facilitate office work and collaboration.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by PRPA in the software.
Additional Information: The following risks have been identified and mitigated: safeguarding of personal information after disclosure, retention and disposal of personal information, and accessibility of the privacy notice.
Related personal information banks: Access to Information Act and Privacy Act Requests PSU 901, Outreach Activities PSU 938, Professional Services Contracts PSU 912, Public Communications PSU 914, PRPA PPU 002 Tariffs and Fees, PRPA PPU 004 Vessel Crew & Passenger Information Management, PRPA PPU 006 Business Intelligence & Strategic Development, PRPA PPU 007 Maintenance & Construction Services Management, PRPA PPU 008 Environmental Sustainability
Online Booking Platform
Description: Use of an online travel booking platform to facilitate organizational travel needs. The platform will help ensure travel complies with corporate policy, and reduce the number of personal expense claims by making use of direct billing to the corporation. The platform also improves the protection of personal information by centralizing it to one system.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by the program.
Additional Information: The following risks have been identified and mitigated: indirect and direct collection of personal information, protection of personal information, notification and consent, and accuracy of personal information.
Related personal information banks: Travel PSU 909
Online Port Pass Application System
Description: The program is an Online Port Pass Application System that will replace the existing email and paper-based system. The online, web-based system will support decisions to grant, deny, revoke, or review security clearance and site access, and to maintain information relating to the issuance, use, and cancellation of identification cards and access passes. The access passes will be for PRPA employees, external contractors, tenants and their employees, or any other persons needing access to facilities on lands owned or managed by PRPA.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by the Online Port Pass Application System, and to inform mitigation of any identified privacy risks to an acceptable level.
Additional Information: The following risks have been identified and mitigated: accountability for privacy concerns, indirect and direct collection of personal information, protection of personal information, and notification and consent.
Related personal information banks: Personnel Security Screening PSU 917, Physical Access Controls PSU 907
Port Security Operations Centre (PSOC)
Description: The Port Security Operations Centre (PSOC) coordinates the daily monitoring, reporting, and operation of the Prince Rupert Gateway (this includes all operations and facilities that consist of the Port of Prince Rupert). The purpose of the program is to coordinate operation of the gateway, including security, road, rail, and marine operations, as well as emergency response.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by PRPA in operating the Port Security Operations Centre (PSOC).
Additional Information: PRPA PPU 001 Permits & Licenses Administration, PRPA PPU 003 Marine and Environmental Incident Reporting, PSU 907 Physical Access Controls, PSU 939 Security Incidents and Privacy Breaches.
Related personal information banks: Accounts Payable PSU 931, Hospitality PSU 908
Procure-to-Pay Software
Description: Implementation of a cloud-based procurement and invoicing solution, designed to automate the procure-to-pay cycle. The platform will be used for requisitioning, approvals, purchase order management, and invoice processing.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by PRPA in the software.
Additional Information: The following risks have been identified and mitigated: data security and safeguarding of personal information, notification and consent, and accuracy of personal information.
Related personal information banks: Accounts Payable PSU 931, Hospitality PSU 908
Railyard Cameras Visibility Project
Description: The project involved the installation of video cameras in the downtown railyard, for the purpose of operational and security monitoring.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used by PRPA.
Additional Information: The following risks have been identified and mitigated: data security and safeguarding of personal information, and notification and consent.
Related personal information banks: Physical Access Controls PSU 907
Security Management System
Description: The program is a cloud-based security management system, which is used for creating security incident reports at PRPA to help investigate, track, and resolve security incidents.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to develop assess and mitigate privacy risks associated with the personal information collected and used within the software, and to inform mitigation of any identified privacy risks to an acceptable level.
Additional Information: The following risks have been identified and mitigated: indirect and direct collection of personal information, protection of personal information, consent, and retention and disposal of personal information.
Related personal information banks: Security Incidents and Privacy Breaches PSU 939
Software-as-a-Service Human Resources Management System
Description: The program is a software human resources management system for managing payroll, timecards, employee leave, performance management, and recruitment.
Why a privacy impact assessment was completed: A privacy impact assessment was completed to assess and mitigate privacy risks associated with the personal information collected and used within the software.
Additional Information: The following risks have been identified and mitigated: protection of personal information, consent, retention and disposal.
Related personal information banks: Employee Personnel Record PSE 901, Pay and Benefits PSE 904, Applications for Employment PSU 911, Attendance and Leave PSE 903, Discipline PSE 911, Employee Performance Management Program PSE 912, Human Resources Planning PSU 935, Employment Equity and Diversity PSE 918, Evaluation PSU 942, Personnel Security Screening PSU 917, Relocation PSU 910, Staffing PSE 902, Training and Development PSE 905
PRPA Annual Reports on the Administration of the Access to Information Act
PRPA Annual Reports on the Administration of the Privacy Act
How to Submit an Access to Information Request
Access to Information requests can be made via the Open Government website.
OR
By submitting a completed Access To Information (ATIA) Request Form [PDF] or Privacy Act (PA) Request Form [PDF]
By mail to:
Prince Rupert Port Authority
200 – 215 Cow Bay Road
Prince Rupert, BC V8J 1A2
Or via email to: accesstoinformation@rupertport.com
Contact Information
Additional information on the Access to Information Act can be found on the website of the Office of the Information Commissioner.
Additional information on the Privacy Act can be found on the website of the Office of the Privacy Commissioner.
Questions or comments about the administration of the Access to Information Act and the Privacy Act at the Prince Rupert Port Authority can be directed to the Access to Information and Privacy Coordinator by emailing: accesstoinformation@rupertport.com
Reading Room
In accordance with the Access to Information Act, an area on the premises of this institution has been designated as a public reading room. The address is:
Prince Rupert Port Authority
200 – 215 Cow Bay Road
Prince Rupert, BC V8J 1A2