Info Source

Sources of government and employee information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about them held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

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

The Access to Information Act and the Privacy Act assign overall responsibility to the president of treasury board (as the designated minister) for the government-wide administration of the legislation.

Background

We are Canada’s export credit agency. Established on November 21, 1944 (as Export Credit Insurance Corporation and then renamed Export Development Corporation under the Export Development Act in 1969), our job is to support and develop Canada’s export trade by helping Canadian companies respond to international business opportunities. We are a self-financing crown corporation that operates at arm’s length from the government.

We provide insurance and financial services, bonding products and small business solutions to Canadian exporters and investors and their international buyers. We also support Canadian direct investment abroad and investment into Canada. Much of our business is done in partnership with other financial institutions and through collaboration with the Government of Canada.

EDC is governed by a board of directors whose representatives are primarily from the private sector. The board’s responsibility is to supervise the direction and management of EDC and oversee our strategic direction as outlined in our corporate plan. Board members are appointed by the Government of Canada. We report to parliament through the Minister of Export Promotion, International Trade and Economic Development and are subject to audits by the Auditor General.

Responsibilities

Our mandate is spelled out in the ED Act. Under the Financial Administration Act, we are required to submit an annual corporate plan, which sets our performance measures and objectives, an annual report, which reports on our performance against these objectives, and an operating budget. We adhere to the guidelines and regulations concerning the management and governance of Crown corporations set by the Treasury Board Secretariat of the Government of Canada.

EDC aims to strengthen our relationship with our shareholder to ensure Canadian exporters, particularly SMEs, are well-served to grow internationally. EDC is subject to a legislative review by the Government of Canada every 10 years to ensure that our mandate and the ED Act meet the evolving needs of Canada's exporters and investors. Our last legislative review ended in 2019.

EDC operates on commercial principles and is financially self-sustaining. Its treasury and risk management strategies enable it to assist Canadian exporters without relying on tax dollars. EDC raises funds by charging fees for its services and interest on its loans, as well as issuing debt in capital markets.

EDC corporate entity

Corporate entity type functions enable EDC to operate as a corporation and include EDC’s governance structure and legal framework.

Governance

Governance involves activities undertaken to: establish and maintain corporate governance structures; strategic and operational planning for the allocation of resources and delivery of programs; business continuity planning to ensure that essential operations may continue following a disaster; performance and compliance reporting; proceedings from corporate committees, working groups and the Board of Directors; and, Audits and Litigation. EDC’s accountability to its stakeholders is facilitated by its strict adherence to the guidelines and regulations concerning the management and governance of Crown corporations set forth by the Treasury Board Secretariat of the Government of Canada.

Complaint and disclosure management class of record

Description: Includes records related to the handling of internal and external complaints associated with compliance with Legal Framework and Audits. Complaint and Disclosure Management may include information pertaining to: EDC Corporate Responsibility matters; complaints regarding EDC’s respect for the environment in the course of operations or in the course of projects facilitated by transactions entered into by EDC; and, disclosure of wrongdoings by EDC employees. 

Document types: Completed request for review forms; letters of complaint; internal correspondence; notifications regarding the status of the complaint, reports of potential wrongdoings; and, investigation reports. 

Note: Does not include records containing information about litigation.

Record number: EDC 01-11

Conflict of interest personal information bank

Description: This bank contains voluntary disclosures by employees concerning potential conflict of interest situations, as well as investigation reports and correspondence about potential and actual employee conflicts between the private interests or holdings of employees and their official duties.

Class of individuals: Current and former employees who are involved in potential or actual conflicts of interest.

Purpose: To support the implementation of EDC’s Code of Conduct. 

Consistent uses: To help determine whether a conflict of interest exists and, if so, to find a means of resolving the conflict of interest situation.

Retention and disposal standards: Personal information is retained as long as necessary to comply with Canadian legislation and EDC’s policy-based retention and disposition schedules. For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA number: 2007/004

Related record number: EDC 01-10

TBS registration: 000180

Bank number: EDC PPE 810

Adverse Media Screening personal information bank 

Description: This bank describes adverse media screening on companies voluntarily disclosed by candidates and/or employees in order to assess a potential reputational risk. Information on the disclosed company is obtained from third party databases in the context of detecting and assessing potential reputational risks to EDC. The third-party databases contain media and/or profiles of companies and/or individuals who present risks for various reasons including being named on official lists, such as terrorism, corruption, or sanctions lists, being identified as politically exposed, or being subject to adverse media (investigations, charges, convictions or other allegations of wrongdoing).  Profiles may contain personal information such as name, alias, birth date, photo, national identifier, country of birth, country of residence, professional and/or employment history, family members, known associates, legal issues, and past convictions. 

Class of individuals: Current employees and external candidates for senior management at EDC and who are involved in outside business activities or who have been associated with outside organizations in the two years prior to their application to (or promotion to) a senior management position at EDC.. Other individuals flagged or profiled by third party databases or third parties as potentially presenting a reputational risk for various reasons such as the reasons set forth in the description above.

Purpose: The purpose of this bank is to ensure that EDC does not, directly or indirectly, unknowingly hire or promote senior management who are/have been associated with companies who present reputational risk to EDC and to support the implementation of EDC’s Code of Conduct.

Consistent uses: Information will be used to help determine whether a reputational risk exists and, if so, to find a means of resolving or mitigating the risk. Compliance & Ethics may consult with People and Culture, Legal Services, and/or Corporate Security Services, as required.

Retention and disposal standards: 2 years after staffing action has been completed, after which the records are destroyed. For further information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.

RDA number: 2016/006

Related record number: EDC 10-01

Operational planning class of record

Description: Includes records related to the planning and day-to-day management of EDC lines of business, business teams, virtual teams, working groups and committees. 

Document types: Business cases; team work plans; planning reports; roles and responsibility charts; meeting minutes; and, agendas.

Record number: EDC 01-03

Telephone services audit database personal information bank

Description: This bank contains records of the use of EDC’s telephone services. In particular, it contains details of telephone calls placed from and to EDC telephones and may include the name of the individual associated therewith, the incoming and outgoing call telephone number, the length of the call, the date and time of the call and the cost associated therewith. This information is also available for calls placed via EDC's calling card program.

Class of individuals: Individuals placing a call from and to EDC telephones and employees using a calling card issued by EDC.

Purpose: To manage, control, forecast, plan and analyze the performance of EDC’s telephone services.

Consistent uses: The information is provided routinely and as required to responsibility centre managers to enable them to manage and control telephone usage, allocate costs internally and ensure the appropriate use of the services.

Retention and disposal standards: This information is maintained for three years after a report is issued and then destroyed.

RDA number: 2016/006

Related record number: EDC 01-03

TBS registration: 005341

Bank number: EDC PPU 105

EDC operations

Operations functions are performed as part of EDC’s core business which is providing financing, insurance, bonding services as well as foreign markets expertise in order to grow and develop Canada’s trade, and the capacity of Canadian companies to participate in and respond to international business opportunities.  

Product delivery

Product delivery involves activities undertaken by EDC to deliver support to customers related to eligible transactions and includes: underwriting; administration; monitoring; and, delivery.

Financial Solutions class of record

Description: Includes records related to developing, coordinating and providing financing, investment and insurance solutions to clients and other counterparties using a variety of structures. Such solutions include extending credit to obligors/borrowers, providing guarantees and investing directly or indirectly in entities to support Canadian companies.

Document types: Customer enquiries; financing and equity support applications; risk assessments; environmental reviews; financing products; credit granting; term sheets; authorizations; and, financing documentation.

Record number: EDC 18

Regulatory and reputational risk program personal information bank 

Description: This bank describes information related to individuals associated with EDC’s counterparties collected, used, disclosed and retained for verifying their identity and conducting checks in the context of detecting and assessing potential compliance legal, regulatory and reputational risks in transactions involving EDC. For the purpose above, biographical information, including name, date of birth, and country of residence, may be shared with  third-party databases containing profiles of companies and/or individuals who present risks for various reasons including being named on official lists, such as terrorism, corruption, or sanctions lists, being identified as politically exposed, or being subject to adverse media (investigations, charges, convictions or other allegations of wrongdoing).  Profiles may contain personal information such as name, alias, birth date, photo, national identifier, country of birth, country of residence, professional and/or employment history, family members, known associates, legal issues, and past convictions.  This bank may also contain correspondence with security and intelligence authorities or with third party due diligence experts relating to the assessment of the information and related risks and courses of action.  EDC may also obtain additional information from transaction counterparties for due diligence purposes, including information relating to investments, source of funds/wealth, and assets owned. 

Class of Individuals: In respect of counterparties which are sole proprietorships or partnerships, the individuals who are the sole proprietors or partners. For transactions where the counterparty is an incorporated business, the ultimate beneficial owner(s), director(s), and principal (i.e. the most senior managing officer of an entity, such as the chief executive officer, general manager, managing director or legal representative) of the counterparty. The term counterparty refers to existing customers and prospects, suppliers to EDC or other individuals involved with EDC in any capacity. In limited instances, personal information about individuals not involved in a transaction with EDC may be collected and retained for the purpose of validating decisions concerning the identification of EDC’s counterparties, such as the resolution of false positives due to namesakes.

Purpose: The purpose of this bank is to ensure that EDC does not, directly or indirectly, unknowingly transact business with, procure goods or services from, companies and/or individuals who present compliance, legal, regulatory and reputational risks to EDC.  EDC uses this information to comply with industry best practices and with Canadian laws including the United Nations Act, Special Economic Measures Act, Export and Import Permit Act, Freezing Assets of Corrupt Foreign Officials Act, Corruption of Foreign Public Officials Act and the Criminal Code of Canada.  Personal information is collected to perform due diligence in fulfilling EDC’s mandate under the authority of section 10 of the Export Development Act.

Consistent uses: Information will be used by Legal Services, Environmental Social and Governance Advisory teams, Compliance & Ethics, Security Services and operational personnel such as, Insurance/Finance Teams Business Development, Third-Party Risk Management and Customer Information Management to: authenticate decisions to provide or not to provide financial or related services, and to procure or not to procure good or services, involving profiled individuals; and, in some cases, to determine whether EDC is in possession or control of any property owned or controlled by or on behalf of certain profiled persons.  Information collected or generated by EDC with respect to any listed person may be disclosed to the appropriate enforcement authorities in accordance with applicable laws and in line with EDC’s Disclosure Procedure. 

Retention and disposal standards: Personal information is retained as long as necessary to comply with Canadian legislation and EDC’s transaction and policy based retention and disposition schedules. For further information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.

RDA number: 2016/006

Related record number: EDC 04-01, 18, 20, 21, 22, 23 and 25-11

TBS registration: 005340 (Updated Spring 2016)

Bank number: EDC PPU 100

Financial  services personal information bank

Description: This bank contains information related to companies/individuals which is collected in relation to the administration of EDC’s financing, investment, and insurance solutions. Personal information may include names, contact information, and financial information. Personal information is collected under the authority of section 10 of the ED Act.

Class of individuals: Individuals, including existing customers and prospects who have contacted EDC for information about or applied for EDC’s support under its financing, investment, and insurance solutions.

Purpose: The purpose of this personal information bank is to determine the eligibility for EDC’s support under offered services and facilitate the administration of a transaction.

Consistent uses: The information may be used for statistical research purposes, and for planning, implementing and evaluating various programs offered by EDC. With the agreement of the applicant, EDC may disclose selected personal information about a successful applicant. This information includes: the name of the principal counterparty involved in the transaction; the EDC financial service provided; a general description of the commercial transaction/project; the amount of EDC support in an approximate dollar range; and the name of the applicant. Information may be shared with financial institutions of foreign countries for transactions purposes. Information may also be used to assess reputational or regulatory risks in transactions, and shared with collection agencies, or with law enforcement or court authorities, for debt recovery purposes. Contact information may also be shared with other government institutions, if the other institution is deemed to be better positioned to provide support or facilitate potential business opportunities for the individual or company. 

Retention and disposal standards: Records are retained for 10 years after the last administrative action on file, at which time the records are destroyed.

RDA number: 2016/006

Related record number: EDC 18, 20, 21, 22 and 23

TBS registration: 005224

Bank number: EDC PPU 015

Claims and recoveries class of record

Description: Includes records related to servicing and administering insurance claims. It includes information related to mitigating the risks associated with a potential insurance claim, processing insurance claims and recovering for claims paid. Records also include information on risk prevention and mitigation, debt management, overdue accounts, loss anticipation, credit administration, and reclamation.

Document types: Agreements; authorizations; approvals; policies; procedures; reports; and, guides. 

Record Number: EDC 20, 21 and 22

Insurance class of record

Description: Includes records related to issuing Insurance policies to protect exporters trading on credit terms against non-payment due to commercial and political risks, to cover for risks inherent in performance related obligations, to provide Documentary Credits Insurance to financial institutions and to provide Political Risk Insurance for equity and other investments abroad.

Document types: Customer enquiries; insurance applications; risk assessments; environmental reviews; insurance and guarantee products; credit granting; term sheets; authorizations; and, insurance documentation.

Record number: EDC 20, 21 and 22

Business diversity personal information bank

Description: This bank describes information related to individuals who participate in diversity and inclusion initiatives offered by EDC. The information is collected on a voluntary basis, and respondents may be asked to identify gender, age, language preference, location, ethnicity, whether they have a disability, or are a member of an underserved segment of the financial services industry. 

Personal information may include name (including alias), age, location, language preference, contact information, biographical information (including non-binary gender indicators and gender identification, sexual orientation, race, ethnicity and cultural background), identification number (e.g. Canada Revenue Agency business number), financial information (including credit score report), information regarding investments and assets owned by the person, profile and history of engagements with EDC, such other information as may be compiled from the sources described below.

Personal information may be obtained:

(i) from the relevant individual or the relevant entity;

(ii) from third parties (such as bank or insurance partners or association partners); and/or

(iii) derived from interactions with other government department or agencies.

Class of individuals: The general public, representatives of companies, corporations, associations, and customers of EDC.

Purpose: To provide information about and / or access to government sponsored programs and initiatives which will create a diverse, inclusive economy that supports prosperity.  This information is used to allow and improve access to financial opportunities to marginalized business owners and break down barriers to enable marginalized business owners access to capital and other resources.  Personal information is collected for administrative purposes of EDC’s mandate under section 10 of the Export Development Act.

Consistent Uses: Personal information will be used by subject matter specialists and operational personnel to:

(i) identify opportunities for businesses to access working capital (i.e. product/services promotion, applications, etc.), new federal innovation programs, and leverage relevant knowledge resources,

(ii) identify appropriate industry partners that offer products and services, trade information, business opportunities, or other topics and events of current interest, 

(iii) Identify customers or prospects for communications, marketing and sales campaigns, and to customize marketing and communications materials in order to provide relevant information on programs and services.  These may include, but are not limited to,

• Invitations from EDC to attend a digital or in-person event (EDC hosted / partner hosted), either as a participant or as a guest speaker;
• Invitations to be featured within an article, blog, video, webinar, or success story;
• Email communications, including dynamic content in newsletters or targeted email campaigns;
• Dynamic content on EDC’s website(s)

(iv) Aggregate information will be used to understand and report upon (i.e. internal briefings to leadership, annual report, reporting to our shareholder) the adoption and usage of tools, products, and services, with the ultimate goal of better improving access to relevant solutions

(v) Aggregate information to be shared with other government agencies and institutions that participate in the Women Entrepreneurship Strategy (WES), Black Entrepreneurship Strategy, and Indigenous Reconciliation.

EDC may collect data for statistical purposes, for purposes relating to individuals, or for both.  Personal information may be disclosed, together with other relevant information, to the appropriate authorities where required or permitted, in accordance with applicable laws.

Retention and disposal standards: Personal information is retained as long as necessary to comply with Canadian legislation and EDC’s transaction and policy-based retention and disposition schedules. For further information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA number : 2016/006 

Related Record Number: EDC 01-03, 01-08, 25-11 and 25-17 

Strategic alliances personal information bank 

Description: This personal information bank describes information related to EDC’s policies, guidelines and procedures aimed at promoting EDC’s business activities and facilitating introductions to industry collaborators/alliances. 

Personal information may include name (including alias), contact information, biographical information, identification number (e.g. Canada Revenue Agency business number), financial information (including credit score report), information regarding investments and assets owned by the person, profile and history of engagements with EDC, such other information as may be compiled from the sources described below. 

Personal information may be obtained:

(i) from the relevant individual or the relevant entity;

(ii) from third parties; and/or

(iii) derived from interactions with other government agencies.

Class of individuals:  The general public, contractors, and representatives of companies, corporations, and associations.

Purpose: To facilitate introductions to other government institutions and industry collaborators/alliances, and to provide access to government sponsored programs and initiatives.  Personal information is collected for administrative purposes for EDC’s mandate under section 10 of the Export Development Act.

Consistent Uses: EDC may collect data for statistical purposes, for purposes relating to individuals and entities or for both.  Personal information may be disclosed., together with other relevant information, to identify appropriate industry partners that offer products and services, trade information, business opportunities, or other topics and events of current interest; to identify businesses that would be eligible to access working capital, new federal innovation programs, and leverage knowledge data, and to the appropriate authorities where required or permitted, in accordance with applicable laws.

Retention and disposal standards: Personal information is retained as long as necessary to comply with Canadian legislation and EDC’s transaction and policy-based retention and disposition schedules. For further information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA Number: 2016/006

Related Record Number: EDC 25-11

Risk management services

EDC risk management services actively manages the financial risks assumed by the corporation by balancing the objectives of providing suitable solutions to customers and ensuring the financial sustainability of the corporation. Risk management services involve activities such as: identifying and managing key credit; market and operational risks, including analytics; asset management; risk assessment; and, measurement, risk capacity and capital management.

Risk management class of record

Description: Includes records related to ensuring that EDC uses its financial resources to their maximum use while not overstepping its financial capacity. It also includes information related to identifying and managing key credit, market and operational risks including analytics, asset management, risk management, risk assessment and measurement, risk capacity and capital management.

Document types: Authorizations; approvals; policies; procedures; methodologies; protocols; reports; guides; and, portfolio reviews.

Record number: EDC 01-07, 24-02

EDC internal services

 Internal services are those functions which support the delivery of EDC's programs and services

EDC communications services

EDC’s communications services involve activities to ensure that internal and external stakeholders and the public have an understanding of EDC’s role and delivery methods.

EDC proactive disclosure class of record

Description: Includes records related to information published on EDC’s website pertaining to its business activities in accordance with EDC’s disclosure policy and travel and hospitality expenses disclosure practices.

Document types: Disclosure policy; aggregate quarterly reports; individual transaction reports, Canada Account transactions; reports related to EDC Financing Exposure in Heavily Indebted Poor Countries; environmental and social reports; and, reports on travel and hospitality expenses.

Record number: EDC 05-02-03

Facilities management services

Facilities management services involves activities related to providing a safe and comfortable working environment for EDC employees including: location management; alterations to facilities under lease to EDC including large-scale move projects; the formal management of the contents of facilities leased to EDC; and, the administration and oversight of provisions of all services required under the terms of storage contracts.

Location management class of record

Description: Includes records related to the administration and oversight of all services required under the terms of leases for all EDC locations, as well as direct response to requests not covered by the relevant lease. 

Document types: Architectural drawings; building maintenance requests; facilities requests and correspondence; parking permit applications and correspondence; and, inventory control logs. 

Record number: 07-01

Parking personal information bank

Description: This bank contains personal information about parking space permit holders and correspondence about parking of motor vehicles on corporation-leased property. Personal information includes name, title, license plate number, vehicle information, parking location(s), and, where applicable, reserved parking spot number. Records for deductions for payment of parking fees are also included in the pay and benefits records retained on the employee personal file.

Class of individuals: Current and former employees.

Purpose: To support the administration of parking privileges.

Consistent uses: To control the issuing and revocation of parking permits and to facilitate the deduction of parking fees from salaries. Where property is damaged, personal information of parking space permit holders may be reported to the person(s) in charge or control of the property upon request.

Retention and disposal standards: Two years after the permit expires, after which the records are destroyed

RDA number: 2016/006

Related record number: EDC 07-01

TBS registration: 000159

Bank number: EDC PPE 808

Financial control

Financial control involves activities relating to the accounting and control of incoming and outgoing funds including: ledger entry; forecasting; controlling incoming and outgoing funds; providing for sufficient funds to meet obligations and to capitalize on opportunities; reconciling transactions; measuring and producing statements and interim reports of financial control; and, responding to special analytical requests, in regard to EDC’s operations.

EDC accounts payable class of record

Description: Includes records related to ensuring that accounts payable transactions, such as disbursements pursuant to financing transactions, are administered in accordance with relevant policy and procedure, and that overall authorities are not exceeded.

Document types: Reimbursements, refunds; payments; Board expenses; payment of all forms of taxes; treasury loans; permanent advance payment; travel advances; general expense claims and backup documentation (e.g. travel authorization form); cost centre cards; taxi chits; corporate credit cards; disbursements of pension related funds; invoices to be paid by EDC; and, payroll administration.

Record number: 09-04

Accounts payable personal information bank

EDC accounts receivable class of record

Description: Includes records related to ensuring that anticipated receivables are declared by business teams, the monitoring or processing of deposits, the application of received amounts to declared receivables by business teams.

Document types: Incoming cheque receipts; daily deposit related documentation; and, declarations of receivables from business teams.

Record number: 09-05

EDC accounts receivable personal information bank

Description: This bank describes information related to individuals who remit monies payable to government institutions, including the Receiver General for Canada. Payments may be made in cash or electronically. Types of remittances include reimbursement of overpayments, payments for goods or services, including government merchandise (e.g., publications, coins, stamps, memorabilia, etc.), royalties, loan payments, etc. Personal information may include name, contact information, credit information, financial information, nature of remittance, employee identification number, other identification numbers, signature, and SIN.

Class of individuals: Individuals who remit monies to the institution/Receiver General for Canada, including representatives of companies, corporations, and associations; current and former employees of government institutions.

Purpose: Personal information is used to support the collection of monies owing to the institution/Receiver General for Canada in relation to goods and services, loans and investments, etc. Personal information is collected pursuant to various federal laws and regulations. For the specific legal authority for the collection, consult the institution’s Access to Information and Privacy Coordinator. The SIN is collected pursuant to the Income Tax Act and may be used to issue income reporting documentation.

Consistent uses: Information may be shared with Public Works and Government Services Canada (Receiver General for Canada) to process payments to the federal government; refer to institution-specific Personal Information Bank Standard Payment System - PWGSC PPU 085. Information may be shared with financial institutions of foreign countries for transaction purposes. Information may also be shared with collection agencies for debt recovery purposes. In some cases, the SIN and other information is shared with the Canada Revenue Agency and the Province of Quebec, and is used for data matching purposes, including income verification, refer to Personal Information Bank Information Returns (Infodec) - CRA PPU 150. Information may be used or disclosed for financial reporting and program evaluation.

Retention and disposal standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA number: 2016/006

Related record number: EDC 09-05

TBS registration: 20100702

Bank number: EDC PPU 932

Notes: Individuals seeking access to this bank should specify whether they are an employee, member of the general public, contractor, representative of a company, corporation, or association, and provide details of the monies remitted such as amount, type, date(s), relevant account number, and type of program or service and name of institution.

EDC human resources management

EDC human resources services involve activities related to: employee management; recruiting and staffing; official languages; providing for foreign representation; supporting business units in regard to all human resource needs; improving organizational effectiveness through learning and development; employee compensation; pensions; managing HR programs; and, ensuring staff members working in foreign locations have the support and infrastructure necessary to function in their professional capacity.

Employee management class of record

Description: Includes records related to the overall planning, deployment and management of the domestic and internationally deployed EDC workforce, the management of individual employees, and career planning for individual employees. 

Document types: Job classifications; compensation classification grids; guides related to compensation, incentive pay, and payroll earnings and deductions; performance plan templates and tools; competency guide; and, public transit subsidy rebate application.

Record number: EDC 10-03

Employee personal file personal information bank

Description: This bank contains information on personal characteristics including age, sex, SIN, citizenship, provincial medicare number, employee number, marital status, disability, home address and telephone number, and information related to recruitment and termination, pay and allowances, deductions and benefits, superannuation, attendance and leave, employment equity status if applicable, and physicians’ certificates associated with sick leave. Other supporting documentation includes copies of birth certificates of employees, spouses and their children; marriage and death certificates; the names of persons to contact in case of an emergency; banking information for salary deposits; and designation of beneficiary cards. The records included in this bank also contain information about an employee's career, including education and employment history, resumes and references, appointments, transfers, salary, promotions and demotions, periods of employment including probationary periods, classification, performance appraisals, discipline, employee assistance, grievances, termination and may contain notations relating to staffing, training and development, official languages, and occupational health and safety.

Class of individuals: Current and former employees.

Purpose: To provide documentation and authorization of recruitment, termination and superannuation, employment equity, attendance and leave, disbursement of salary and allowances and retention of deductions, as well as to record information relevant to an employee's career. The SIN is used for purposes of identification and to ensure consistency in administration of pay and benefits.

Consistent uses: To support decisions on engagement and termination; attendance and leave (including evaluation of use of leave and rates of absenteeism); pay, allowances and benefits; superannuation, training and development; official languages; occupational health and safety; and to enable audit and reconciliation of payroll accounts. Information may be used for general human resource management purposes, including to verify and report on policy compliance. In instances of suspected non-compliance, information may be shared with EDC’s security or staff relations personnel for further investigation or disciplinary actions. The SIN is collected under the authority of the Income Tax Act. It is used for payroll activities, the provision of T-4 records and pension purposes, and is provided along with other information to Canada Revenue Agency for income tax purposes, to Public Works and Government Services for pension purposes, and to group insurers for long-term disability claim purposes. Information is also disclosed to a financial institution to facilitate the issuing of salary cheques and to Employment and Immigration Canada, notably with regard to terminated employees in accordance with the Unemployment Insurance Act and regulations. 

Retention and disposal standards: Records are retained for the duration of employment. Following termination, they are retained for one year and then transferred to the control of Library and Archives Canada where they are held until the individual reaches the age of 80, or until two years after death provided two years have elapsed since the last administrative action. They may also be retained permanently by Library and Archives Canada if judged to be of historical value. For files of retired EDC employees, file is held in EDC until the individual has reached the age of 115, or until two years after death, provided two years have elapsed since the last administrative action. It may also be retained permanently by Library and Archives Canada if judged to be of historical value.

RDA number: 2016/006

Related record number: EDC 10-03-03

TBS registration: 004247

Bank number: EDC PPE 802

Registered pension plan and supplementary retirement plan for permanent employees of Export Development Canada Personal Information Bank

Description: This bank describes information that is related to Export Development Canada’s pension plans which are the registered pension plan (the “Registered Pension Plan”) and the supplementary retirement plan applicable to certain employees (the “Supplementary Retirement Plan” with both plans being referred to as the “pension plans”). The personal information may include name, contact information, biographical information, date of birth, date of death, educational information, employee identification number, employee personnel information, user name and password for pension service provider database, financial information, gender, signature, SIN and language preference, plan enrolment selection, information as well as information related to witnesses and beneficiaries. For employees who contributed to the public service superannuation, personal information may also include Personal Record Identifier, Superannuation Number, Elective Pensionable Service period and its cash cost for any past service pension buy-backs.

Note: The personal information bank was formerly called: Pension Plan for Employees of Export Development Canada and Supplementary Retirement Plan for Certain Employees of Export Development Canada. In addition to the requirements specified on the Treasury Board of Canada Secretariat Personal Information Request form, individuals requesting information described by this bank must provide the Export Development Canada employee identification number. Information may be stored in the following internal systems / databases: Human Resources Information System, the employee module of PeopleSoft and the payroll processing system. Information may be stored in the pension service provider database. Members of the Supplementary Retirement Plan are those members of the pension plan whose benefits and contribution limits under the plan are affected by the Income Tax Act maxima. Personal Information Bank last updated: 2009.

Class of individuals: Current and former permanent employees, current and former spouses, current and former common-law spouses, dependents, representative acting on behalf of employee’s estate, pensioners, designated beneficiaries, witnesses. 

Purpose: The personal information is used to administer, determine eligibility and disburse funds in respect of the pension plans. Personal information is collected pursuant to ED Act, s.16 (d.1). The SIN is collected pursuant to the Income Tax Act and is used to report pension contributions, pension adjustments, pension adjustment reversals and past service pension adjustments. 

Consistent uses: The information may be used or disclosed for the following purposes: reporting to senior management, evaluation, research, actuarial valuation of liabilities and cost to Export Development Canada, planning and implementing policies relating to the pension plans. Information may be shared with Public Works and Government Services Canada (refer to central Personal Information Bank Public Service Pensions Data Bank – PWGSC PCE 702). Information, including the SIN, may be shared with Canada Revenue Agency (refer to Personal Information Bank Individual Income Tax Return – CRA PPU 005). Information may be shared with other employers or their trustees and financial institutions of employees in cases of employee pension entitlements transfers in order to facilitate the transfer of the pension obligations. Information may be shared with the trustees, administrators and the pension plan service providers with whom Export Development Canada has trust agreements or service agreements in order to assure that the pension will continue to be managed. Information is used or disclosed for mailing list purposes and is included with regular program mailings. 

Retention and disposal standards: Records will be retained for the duration of employment. Following resignation or termination of employment, records of employees who have elected to take the actuarial value of their pension are retained for one year and then are transferred to the control of Library and Archives Canada where they are held until the earlier of the individual reaching the age of 80, or until two years after death, provided two years have elapsed since the last administrative use, at which time the records are destroyed. Records of former employees who have elected to receive a deferred annuity and records of retired employees are held by Export Development Canada until the earlier of the individual reaching the age of 115, or until two years after death, provided two years have elapsed since the date of the last administrative use, at which time the records are destroyed. 

RDA number: 2016/006

Related record number: EDC 10-03-03

TBS registration: 005344

Bank number: EDC PPU 825 

Internal services

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

Acquisitions

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

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

Communications services

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

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

Human resources management

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

• Awards (Pride and Recognition) Class of Record
  • Recognition Program
• Classification of Positions Class of Record
• Compensation and Benefits Class of Record
• Employment Equity and Diversity Class of Record
  • Employment Equity and Diversity
• Hospitality Class of Record
  • Hospitality Personal Information Bank
• Human Resources Planning Class of Record
  • Human Resources Planning Personal Information Bank
• Occupational Health and Safety Class of Record
  • Occupational Health and Safety
• Official Languages Class of Record
  • Official Languages Personal Information Bank
• Performance Management Reviews Class of Record
  • Employee Performance Management Program
• Recruitment and Staffing Class of Record
  • Applications for Employment Personal Information Bank
  • Staffing Personal Information Bank
• Relocation Class of Record
  • Relocation Personal Information Bank
• Training and Development Class of Record
  • Training and Development Personal Information Bank

Note: Personal information is also used for tracking successful completion of training. 

Information management

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

• Access to Information and Privacy Class of Record
  • Access to Information Act and Privacy Act Requests Personal Information Bank
• Information Management Class of Record
  • Library Services Personal Information Bank

Information technology

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

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

Legal services

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

• Legal services Class of Record
  

Management and oversight services

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

• Cooperation and Liaison Class of Record
  • Outreach Activities Personal Information Bank
• Internal Audit and Evaluation Class of Record
  • Internal Audit Personal Information Bank
• Planning and Reporting Class of Record

Materiel

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

• Materiel Management Class of Record
  

Travel and other administrative services

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

• Administrative Services Class of Record
• Boards, Committees and Council Class of Record
  • Governor in Council Appointments Personal Information Bank
    Note: Personal Information of Board members is also disclosed to comply with regulatory filing requirements as well as to fulfill third-party know your customer requests.
• Business Continuity Planning Class of Record
  • Business Continuity Planning Personal Information Bank
• Disclosure to Investigative Bodies Class of Record
  • Disclosure to Investigative Bodies Personal Information Bank
• Security Class of Record
  • Personnel Security Screening Personal Information Bank
  • Physical Access Controls
  • Security Incidents and Privacy Breaches Personal Information Bank
  • Disclosure of Wrongdoing in the Workplace
• Travel Class of Record
  
  • Travel Personal Information Bank

Manuals

Anti-Corruption Policy Guidelines

Code of Business Ethics and Code of Conduct

Transparency and Disclosure policy

Environmental and Social Review Directive

Environmental Policy Review Process

Procurement Policy

Procurement Procedure: Supplier Complaint Review Process

Additional information

How to make an Access to Information Act request at EDC

To make an Access to Information Act request for information held by EDC, complete the Access to Information Request Form or send a letter mentioning the Act and describing the records you are seeking to the ATIP Office. Please include details that will enable us to search for relevant records.

An application fee of $5 applies. You may send the application fee in the form of a cheque or money order made payable to: Export Development Canada. We work to ensure that every reasonable effort is made to help requesters receive complete, accurate and timely responses to their requests and without regard to the requesters’ identities.

To access your personal information held by EDC

To access your own personal information held by EDC, you may complete the Personal Information Request Form or send a letter mentioning the Act and describing the information you are seeking to the ATIP Office. Please include details that will enable us to search for relevant records. There are no fees associated with making a request under the Privacy Act. If you need to contact us for advice on how to complete a Privacy Act request, contact us at the address below.

How to make an informal request outside the ATIP process 

The Government of Canada encourages the release of information through informal requests outside of the ATIP process. You may wish to consult Export Development Canada's completed Access to Information (ATI) request summaries and open data. To make an informal request or for additional information about the programs and activities of Export Development Canada, please contact us online or at the following:

Access to Information and Privacy

Export Development Canada

150 Slater Street

Ottawa, Ontario

K1A 1K3

Canada

Phone: (613) 598-2500

Toll-free: (800)-267-8510

Fax: (613) 598-3835

Contacting EDC’s ATIP office

ATIP program coordinator

Access to Information and Privacy Office

Export Development Canada

150 Slater Street

Ottawa, Ontario K1A 1K3

Canada

Tel.: 613-598-2500

Toll free: 1-800-267-8510

Fax: 613-598-3835

E-mail: ATIPOffice@edc.ca

Reading room

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

Export Development Canada

150 Slater Street

Ottawa, ON