Section 4: Flow of Personal Information for the Program

This section contains specific questions developed by the Treasury Board Secretariat for use in PIAs. In addition to summary information provided here, more detailed descriptions are provided elsewhere throughout the PIA.

4.1 Identify the source(s) of the personal information collected and / or how the personal information will be created.

As explained in Appendix 3, Statistics Canada collects personal information, directly and indirectly, for its statistical programs from a wide variety of sources: individuals, governments, businesses, other organizations. Prior to collecting any information, a statistical program must define the information required and the reason why it is required. This information is communicated to individuals from whom the information is requested, and is posted on the Statistics Canada web site. All Personal Information Banks (PIBs) at Statistics Canada are registered in the Treasury Board Secretariat publication Info Source.

4.2 Identify the areas, groups and individuals (both internal and external) who have access to or handle the personal information and to whom it is provided or disclosed.

Personal information is collected by employees of Statistics Canada. Through various standard procedures, the collected information is sent to Statistics Canada's Head Office, where it is stored, accessed and maintained. Only those employees with a work-related "need to know" may access the information. Occasionally deemed employeesFootnote 1 may be hired to assist with the statistical operations. Deemed employees of Shared Services Canada who provide IT services to Statistics Canada also access the information as part of their work responsibilities.

The Statistics Act requires that all personal information be kept confidential. There are certain exceptions defined where it may be released outside the organization. See Section 5.5.11 below for more detail.

4.3 Identify where the personal information will transit and will be stored or retained.

After the data collection, personal information is transmitted to Statistics Canada's Head Office using approved standard secure transmission procedures and systems, where it is stored, maintained and used. Statistics Canada's Policy on IT Security outlines requirements for access, use and storage of personal information. Statistics Canada has directives that specify the retention periods for all its statistical information. For personal information, the relevant directive is the Directive on the Management of Statistical Microdata Files.

4.4 Identify where groups and individuals can access the personal information.

Upon request, Statistics Canada will provide respondents with access to their personal information held by the agency, when it is held in identifiable form. To access one's own personal information under the Privacy Act, a formal request may be made to:

Access to Information and Privacy Officer
Statistics Canada
R.H. Coats Building, 26th floor
100 Tunney's Pasture Driveway
Ottawa, Ontario K1A 0T6
Telephone: 613-951-9869
E-mail: ATIP-AIPRP@statcan.gc.ca

Footnotes:

Footnote 1

The federal Statistics Act allows Statistics Canada to use the services of individuals (persons, incorporated contractors, public servants) to do work for Statistics Canada without being an employee in the general sense of the term. The Act refers to these individuals as "deemed to be a person employed under this Act", hence the expression "deemed employee".

In short, a deemed employee is someone who is providing a specific service which, in most cases, involves having access to confidential information for statistical purposes. In performing this service, the person has the same obligations of a Statistics Canada employee to keep identifiable information confidential. If a breach were to occur, a deemed employee would be subject to the penalties described in the Act; i.e., fine and/or imprisonment.

Return to footnote 1 referrer

Generic Privacy Impact Assessment for Statistics Canada's Statistical Programs

Section 2: Risk Area Identification and Categorization

The following table is an overall assessment grid developed by the Treasury Board Secretariat for use in PIAs. The table evaluates the overall privacy risks in Statistics Canada's statistical programs against a suite of standard dimensions. The numbered risk scale is presented in an ascending order: level 1 represents the lowest level of potential risk for the risk dimension; the fourth level (4) represents the highest level of potential risk for the given risk dimension.

As this generic PIA, by definition, covers a wide variety of statistical programs, the selected risks in this section correspond to the highest risk level across all statistical programs. Most programs would, in fact, have a lower risk level.

Applicable risk level for each dimension is in BOLD.

a) Type of program or activity
a) Type of program or activity Risk scale
Program or activity that does NOT involve a decision about an identifiable individual 1
Administration of program or activity and services 2
Compliance or regulatory investigations and enforcement 3
Criminal investigation and enforcement or national security 4
b) Type of personal information involved and context
b) Type of personal information involved and context Risk scale
Only personal information, with no contextual sensitivities, collected directly from the individual or provided with the consent of the individual for disclosure under an authorized program. 1
Personal information, with no contextual sensitivities after the time of collection, provided by the individual with consent to also use personal information held by another source. 2
Social Insurance Number, medical, financial or other sensitive personal information or the context surrounding the personal information is sensitive; personal information of minors or of legally incompetent individuals or involving a representative acting on behalf of the individual. 3
Sensitive personal information, including detailed profiles, allegations or suspicions and bodily samples, or the context surrounding the personal information is particularly sensitive. 4
c) Program or activity partners and private sector involvement
c) Program or activity partners and private sector involvement Risk scale
Within the institution (among one or more programs within the same institution) 1
With other government institutions 2
With other institutions or a combination of federal, provincial or territorial, and municipal governments 3
Private sector organizations, international organizations or foreign governments 4
d) Duration of the program or activity
d) Duration of the program or activity Risk scale
One-time program or activity 1
Short-term program or activity (include established end-date) 2
 Long-term program or activity (ongoing, continuous) 3
e) Program population
e) Program population Risk scale
The program's use of personal information for internal administrative purposes affects certain employees. 1
The program's use of personal information for internal administrative purposes affects all employees. 2
The program's use of personal information for external administrative purposes affects certain individuals. 3
The program's use of personal information for external administrative purposes affects all individuals. 4
The program's use of personal information is not for administrative purposes. Information is collected for statistical purposes, under the authority of the Statistics Act. N/A
f) Personal information transmission
f) Personal information transmission Risk scale
The personal information is used within a closed system (i.e., no connections to the Internet, Intranet or any other system and the circulation of hardcopy documents is controlled). 1
The personal information is used in a system that has connections to at least one other system. 2
The personal information is transferred to a portable device (i.e., USB key, diskette, laptop computer), transferred to a different medium or is printed. 3
The personal information is transmitted using wireless technologies. 4

g) Technology and privacy

Does the new or substantially modified program or activity involve implementation of a new electronic system or the use of a new application or software, including collaborative software (or groupware), to support the program or activity in terms of the creation, collection or handling of personal information?

Yes. Statistics Canada regularly updates its activities, operations and systems related to its statistical programs. However, its statistical programs follow standard departmental procedures. Prior to its implementation, privacy risks for new or substantially-modified systems are assessed by comparison with this generic PIA. A separate IT evaluation may be conducted and a supplement provided to the generic PIA, if necessary, for any privacy risks not covered by the generic PIA.


Does the new or substantially modified program or activity require any modifications to information technology (IT) legacy systems?

Yes. As described in the response immediately above.


Specific technological issues and privacy

Does the new or substantially modified program or activity involve implementation of new technologies or one or more of the following activities:

  • enhanced identification methods (e.g., biometric technology);
  • surveillance; or
  • automated personal information analysis, personal information matching and knowledge discovery techniques?

Yes. As described in the response immediately above.


A YES response indicates the potential for privacy concerns and risks, which will require consideration and, if necessary, mitigation.

h) Potential risk that in the event of a privacy breach, there will be an impact on the individual or employee.

There is a very low risk of a breach of some of the personal information being disclosed without proper authorization. The impact on the individual would depend on the nature of the information disclosed, and could include financial harm, harm to reputation, personal embarrassment and inconvenience.

i) Potential risk that in the event of a privacy breach, there will be an impact on the institution.

There is a very low risk of a breach of some of the personal information being disclosed without proper authorization. The impact on Statistics Canada's reputation could be very significant, and could have a significant impact on its ability to conduct its statistical programs afterwards. It could also involve financial risk to the organization.

Health Surveys – Cross–sectional samples

Aspects That May Explain Differences In The Estimates Obtained From Two Different Survey Occasions

** Work in progress (February 2003)
STC/HSMD

Since 1994, Health Division has produced, through its surveys, a series of data files from cross–sectional samples. Unlike longitudinal samples, these samples have the characteristic of being uniquely representative of the year in which the data was collected. The available cross–sectional data comes from the National Population Health Survey (NPHS) for the years 1994–95, 1996–97 and 1998–99, and from the Canadian Community Health Survey (CCHS) for 2000–01. In situations where a variable has been collected on several occasions, it is possible for analysts to produce cross–sectional estimates and to therefore examine the trend of that variable over time. Inevitably, differences in these estimates will be observed, and these differences could come from multiple sources. This document reports the various aspects that may explain the differences between estimates obtained from the different NPHS and CCHS cross–sectional files. Note that the NPHS comparisons are made using the Health file (as opposed to the General file), that is the file that contains the data on the selected respondent. This file greatly resembles that of CCHS in terms of content as well as sampling (i.e. they both contain a selected person(s) in from household.)

Methodological Aspects

  • Target Population:

    NPHS (household component) and CCHS cover the same population and have the same exclusions. The only difference comes from the fact that CCHS covers only those persons aged 12 years and over, while NPHS covers generally covers the entire population. Coverage details for NPHS can be found at a later point in this document. Due to this difference and in order to enable comparisons, the indicators presented in this document refer only to persons aged 12 years and over, whenever possible. In terms of geography, note that both surveys cover the 10 provinces and the territories. However, the territories are covered by an independent component (North component) for NPHS, and have been excluded from this document for that reason.

  • Questionnaire:

    A difference in how the questions are constructed could have an impact on the estimates. The majority of the concepts measured by NPHS and CCHS use the same question over time; however, one should verify this by checking the questionnaires before interpreting the results. The same holds true for derived variables that may have been constructed differently from occasion to another.

Collection
Collection Period NPHS
1994–95
NPHS
1996–97
NPHS
1998–99
CCHS
2000–01
June 1994
to June
1995
June 1996
to July
1997
June 1998
to June
1999
Sept. 2000
to Oct.
2001
Method (% by telephone; 12+) 27.7% 98.9% 91.1% 53%2
Response Rate (household; all ages) 88.7% 82.6% 87.6% 89.9%
Response Rate (person; 12+) 95.8% 95.6% 98.4% 92.6%
Proxy Response Rate (12 + )1 4.2% 2.3% 2.4% 6.3%
Interview Length (approximate) 50 min. 50 min. 50 min. 45 min.
1. Certain modules could not be asked by proxy. Check the questionnaires to see which ones.
2. The operational structure used to conduct interviews by telephone changed in the year 2000. From then on, for NPHS, all telephone interviews were conducted from the interviewer’s home. A portion of the CCHS interviews were also made from the interviewer’s home, while the others were made from call centres.
Cross–sectional file composition:
Survey Composition Origin (frames used) Population covered Number of person selected per household Geographic representativity Special characteristics
NPHS
1994–95
Panel members + buy–in
sample for 4 provinces (ON, BC, NB, MAN)
Area (panel and buy–in; 84%) + RDD (buy–in; 16%) 0+ 1 National + provincial, and
regional for ON, BC, NB & MAN
 
NPHS
1996–97
Panel members + buy–in
sample for 3 provinces (ON, AB, MAN)
Members chosen in 1994– 95 are
recontacted (panel; 19%) + RDD (buy–in; 81%)
2+, except ON,
AB and MAN where it is 0+
  • Panel = no selection (same person as Cycle 1).
  • RDD ON = 1 person 12+
  • RDD AB & MAN = 1 person 12 +, and a child (0–11) when possible.
National + provincial, and
regional for ON, AB, MAN
 
NPHS
1998–99
Panel members + top–up
sample
Members chosen in 1994– 95 are
recontacted (panel; 87%) + RDD (top–up; 13%)
0+ 1 (same person as Cycle 1 for the panel) National + provincial Top–up sample is made up of babies (0–1
years) and new immigrants. Drawn from rotation groups exiting the LFS
CCHS
2000–01
Purely cross– sectional sample Area (82%) + telephone
frames (18%) – the percentage varies from one region to
another
12+
  • Area frame = 1 or 2 depending on household composition
  • Telephone frames = 1
National + provincial + regional  

Note:

  • For NPHS 1996–97 & 1998–99, the part of the sample made up of panel members could be seen as a group of people who are more co–operative since they have already committed to being part of a panel.
  • For CCHS, the age group 12–19 was oversampled compared to those 20–64, which will give better variances for estimates of this age group. This oversampling was performed by selecting one or two people by household, depending on the composition of the household.
  • The sample was distributed according to the representativity needed on each occasion. For example, the CCHS sample was distributed in order to cover each of the 136 health regions, while the NPHS sample was distributed in order to give good representativity at the provincial level. Therefore, the composition of the sample is much more “rural” for CCHS that for NPHS due the constraint of covering the entire country.

However, the weighting controls this overrepresentation of the rural area for CCHS (see table below).

Percentage of the sample and population living in a rural area (12+ & provinces only)
  NPHS NPHS NPHS CCHS
  1994–95 1996–97 1998–99 2000–01
Sample (% rural) 23.4% 21.2% 23.2% 26.4%
Population (% weighted rural) 16.8% 17.5% 18.5% 18.3%
Sample size (respondents aged 12 and over from the Master files)
Province NPHS NPHS NPHS CCHS
  1994–95 1996–97 1998–99 2000–01
CANADA (excluding the territories) 17,626 73,402 15,249 129,018
Newfoundland 918 868 875 3,870
Prince Edward Island 899 829 844 3,651
Nova Scotia 911 882 943 5,319
New Brunswick 1,111 929 948 4,996
Quebec 2,581 2,521 2,593 22,667
Ontario 5,187 39,010 4,148 39,278
Manitoba 1,420 11,816 1,021 8,470
Saskatchewan 1,005 942 980 8,009
Alberta 1,310 14,203 1,384 14,456
British Columbia 2,284 1,402 1,513 18,302

NOTE: The difference in sample sizes will obviously be reflected in the precision of the estimates produced with the various data files.

  • Weighting:
    • Seasonality

      For NPHS, the weighting never included specific adjustments to control seasonality. However, collection was conducted in equal time periods (quarters) to more or less cover the four seasons. For CCHS, collection was also planned to evenly distribute the sample over the four seasons, however, operational problems during collection caused the sample to be unbalanced. To remedy this situation, an adjustment controlling for seasonality was incorporated in the weighting.

    • Post–stratification:

      The goal of post–stratification is to restore the sums of the weights so that they correspond exactly to the estimated population. Post–stratification is done independently within each region/province for a number of age–sex groups. These groups, as presented below, were defined differently during the various survey occasions.

      Age groups used for post-stratification:

      • NPHS 1994-95: 12–24, 25–44, 45–64, 65+ (no children in Cycle 1)
      • NPHS 1996–97: 2–11, 12–24, 25–44, 45–64, 65+ (except for provinces with a buy–in sample where the group 0–1 was added)
      • NPHS 1998–99: 0–11, 12–24, 25–44, 45–64, 65+ (a pre–poststratification step was applied to the 0–3 & 4–11 groups, at the Canada*sex level)
      • CCHS 2000–01: 12–19, 20–29, 30–44, 45–64, 65+

      Note: For estimates of the total number of people per age group, the closer the age group is to the interval used for the post–stratum, the smaller the variance will be (for example, with equal sample sizes, an estimate for the number of 12–17 will have a much smaller CV for CCHS than NPHS since this age group is almost the same as one of the post–strata, i.e. 12–19.

  • Imputation:

    NPHS did not use imputation for any of the first three cycles that are discussed in this document. Any missing value is coded as such, without being replaced by another value in the data file. As for CCHS, some variables had to be imputed due to a proxy response rate that was too high. In the case of proxy responses, many questions were not asked due to their private or personal nature. Consequently, a high nonresponse rate to these questions was observed. Imputation was therefore used to obtain data for these questions that were unanswered due to a proxy interview. An article by St–Pierre and Béland (2002) explains the situation, as well as the method used.

    Reference: St–Pierre, M. & Béland, Y. (2002). Imputation of Proxy Respondents in the Canadian Community Health Survey. Proceedings of the Survey Methods Section. Statistical Society of Canada.

  • Method to calculate to variance (bootstrap):

    The bootstrap is used for all survey occasions, however certain technical details differ from one occasion to another.

    • NPHS 1994–95: incorporates post–stratification only
    • NPHS 1996–97: incorporates post–stratification only
    • NPHS 1998–99: incorporates nonresponse (household and person) and post–stratification
    • CCHS 2000–01: incorporates all of the adjustments, from the household nonresponse adjustment onwards, in the bootstrap
  • Sample variability

    The fact that information is collected from a sample, and not from the entire population, means that the results obtained will all be subject to sample variability. The variability related to each estimate produced may, in some cases, explain the difference between the estimates obtained at different survey occasions. To find out if a difference really is significant and not due only to the variability of the estimates, statistical tests must be performed. For example, a Student test will check if two aggregate values differ significantly from one another.

Contextual Aspects

  • Changes in health standards

    Some variables are derived according to a particular standard. For example, depending on the value, the body mass index determines that a person is obese if their index is above a certain standard. Similarly, certain clinical standards are used to determine if a person suffers from a particular illness or chronic health problem. These standards sometimes change over time according to advances in the field of health.

    For example, the criteria used to determine if a person is diabetic was modified in the 1990s. According to the standards set out by the World Health Organization (WHO) in 1985, diabetes was defined as: a fasting glucose level equal to or exceeding 7.8 mmol/L or a 2–hour post–challenge glucose level equal to or exceeding 11.1 mmol/L, or both. In 1997, the American Diabetes Association adopted fasting glucose levels as the primary standard and reduced its level from 7.8 to 7.0 mmol/L. The 1998 Canadian Clinical practice guidelines for the management of diabetes then adopted this change. This change could in theory have an effect on the incidence (and prevalence) of diabetes in Canada. It is therefore important to keep up–to–date on the changes adopted for the diagnosis of an illness or chronic health condition by clinical organizations.

  • True change in the population

After examining all of the methodological aspects, it remains that the difference observed between two survey occasions could in fact be real. Health is a very dynamic field and is constantly evolving; different health indicators are therefore subject to fluctuations.

Geographic location of residence five years ago of person, name

The data for this variable are reported using the following classification(s) and/or list(s):

'Geographic location of residence five years ago' refers to the person's usual place of residence five years prior to the reference day.

'Person' refers to an individual and is the unit of analysis for most social statistics programmes.

Geographic location of workplace of employed person, name

The data for this variable are reported using the following classification(s) and/or list(s):

'Geographic location of workplace' refers to the geographic location of the employed person’s workplace.

'Employed person' refers to a person who, during the reference period: (a) did any work at all at a job or business, that is, paid work in the context of an employer-employee relationship, or self-employment. It also includes persons who did unpaid family work, which is defined as unpaid work contributing directly to the operation of a farm, business or professional practice owned and operated by a related member of the same household; or (b) had a job but were not at work due to factors such as their own illness or disability, personal or family responsibilities, vacation or a labour dispute. This category excludes persons not at work because they were on layoff or between casual jobs, and those who did not then have a job (even if they had a job to start at a future date).

Vehicle occupancy of employed person, category

The data for this variable are reported using the following classification(s) and/or list(s):

'Vehicle occupancy' refers to the usual number of people in a car, truck, or van used by an employed person to travel to work.

'Employed person' refers to a person who, during the reference period: (a) did any work at all at a job or business, that is, paid work in the context of an employer-employee relationship, or self-employment. It also includes persons who did unpaid family work, which is defined as unpaid work contributing directly to the operation of a farm, business or professional practice owned and operated by a related member of the same household; or (b) had a job but were not at work due to factors such as their own illness or disability, personal or family responsibilities, vacation or a labour dispute. This category excludes persons not at work because they were on layoff or between casual jobs, and those who did not then have a job (even if they had a job to start at a future date).

Time of departure from home of employed person, range

The data for this variable are reported using the following classification(s) and/or list(s):

'Time of departure from home' refers to the time at which an employed person usually leaves home to go to work.

'Employed person' refers to a person who, during the reference period: (a) did any work at all at a job or business, that is, paid work in the context of an employer-employee relationship, or self-employment. It also includes persons who did unpaid family work, which is defined as unpaid work contributing directly to the operation of a farm, business or professional practice owned and operated by a related member of the same household; or (b) had a job but were not at work due to factors such as their own illness or disability, personal or family responsibilities, vacation or a labour dispute. This category excludes persons not at work because they were on layoff or between casual jobs, and those who did not then have a job (even if they had a job to start at a future date).

Geographic location of residence one year ago of person, name

The data for this variable are reported using the following classification(s) and/or list(s):

'Geographic location of residence one year ago' refers to the person's usual place of residence one year prior to the reference day.

'Person' refers to an individual and is the unit of analysis for most social statistics programmes.

Place of work of employed person, category

The data for this variable are reported using the following classification(s) and/or list(s):

'Place of work' refers to whether an employed person worked at home, worked outside Canada, had no fixed workplace address, or worked at a specific address (usual place of work).

'Employed person' refers to a person who, during the reference period: (a) did any work at all at a job or business, that is, paid work in the context of an employer-employee relationship, or self-employment. It also includes persons who did unpaid family work, which is defined as unpaid work contributing directly to the operation of a farm, business or professional practice owned and operated by a related member of the same household; or (b) had a job but were not at work due to factors such as their own illness or disability, personal or family responsibilities, vacation or a labour dispute. This category excludes persons not at work because they were on layoff or between casual jobs, and those who did not then have a job (even if they had a job to start at a future date).