Access to Information and Privacy Requests Data Bank
Description: This bank contains the access to information and personal information request forms or letters sent by individuals requesting access to files, the replies to such requests and information related to their processing, including copies of information that may have been disclosed and any record of subsequent complaints.
Class of Individuals: Canadian citizens, permanent residents of Canada, and individuals present in Canada.
Purpose: The information is used for processing requests; to assist in the preparation of annual reports, and to provide a record of all such requests received by the Bank.
Consistent Uses: Non-personal information may be used to provide reports on ATIP activities to management and to the Treasury Board Secretariat and other institutions, i.e. through CAIRS. The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: These files are held for two years after the last administrative use, then destroyed.
RDA Number: 98/001
Related Record Number: BOC PRN 930
TBS Registration: 001596
Bank Number: BOC PPU 030

Applications for Employment
Description: This bank contains all applications received from the general public requesting employment with the Bank of Canada. It includes completed application forms and self-identification information on employment equity group status, letters, curriculum vitae, complaints and other personal information. Individuals are identified by name.
Class of Individuals: Individuals seeking employment.
Purpose: To maintain a record of Applications for Employment.
Consistent Uses: The files are used in the selection of staff, and for reporting and statistical purposes.
Retention and Disposal Standards: Solicited and unsolicited applications which have been considered in a staffing process are to be kept for a period of two years after the last administrative use. Complaint files are kept for five years following date of resolution, then destroyed. Unsolicited applications which have not been considered in a staffing process are kept for a period of one year, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 920
TBS Registration: 001597
Bank Number: BOC PPU 035

Bank Act Section 427 – Client Records
Description: This bank contains information about individuals' use of the registry services provided under S. 427 of the Bank Act including account information used to establish credit accounts for those individuals. Services include searches of the register and the provision of copies of Notices of Intention and Certificates of Release.
Class of Individuals: Registry services clients including individuals whose intention it is to give security under S. 427 and individuals who seek to access information on the register.
Purpose: The purpose of this bank is to maintain a record of client account information including requests for registry services by individual clients and financial information concerning the clients which will permit them to establish accounts for payment for registry services.
Consistent Uses: The information is used to notify clients of errors made in the register, assess and improve the delivery of registry services and permit clients to pay for registry services by means other than cash on delivery.
Retention and Disposal Standards: Records are held for 7 years after account closes.
RDA Number: Under development
Related Record Number: BOC DBO 270
TBS Registration: 004038
Bank Number: BOC PPU 046

Bank Act Section 427 – Register
Description: The Section 427 Register consists of the Notices of Intention which are registered pursuant to Section 427 of the Bank Act and the Certificates of Release which pertain to those Notices. A Notice of Intention contains the name of a person, firm or company and mailing address whose intention it is to give security under S. 427. It includes the name of the Schedule I or II bank to which the security is intended to be given.
Note: It is not necessary to make a formal request for access to the Bank Act Security register. Information on the register is available under the Bank Act to anyone on payment of the prescribed fee. Inquiries may be directed to Canadian Securities Registration Systems, Suite 300, 4126 Norland Avenue, Burnaby, B.C., V5G 3S8
Class of Individuals: Persons whose intention it is to give security under S. 427.
Purpose: To maintain a record of Notices of Intention that have been registered and registrations that have been cancelled by a Certificate of Release.
Consistent Uses: The information is used to respond to inquiries form the general public regarding the existence of a Notice of Intention.
Retention and Disposal Standards: Records are held for 7 years from date of cancellation, or expiration.
RDA Number: Under development
Related Record Number: BOC DBO 270
TBS Registration: 004037
Bank Number: BOC PPU 045

Bondholder Enquiries and Estate Files
Description: This bank contains names, addresses, social insurance numbers, registration or account identifiers and copies of legal documents that support the transfer of ownership of Government of Canada Securities and other correspondence between bondholders, or their authorized representatives, and the Bank of Canada. Included in the correspondence are: requests for information on Government of Canada Securities presently or previously held; communications regarding errors in registration, lost security certificates, coupons and interest cheques. As of June 1995, general inquiries such as requests for information concerning the terms and conditions of specific issues and interpretations of the Domestic Bonds of Canada Regulations are retained only if received in paper form. The medium of retention is electronic.
Note: It is normally not necessary to make a formal request under the Privacy Act for your own personal information appearing in this register. Personal inquiries should be directed to New Canada Savings Bonds by calling 1-800-575-5151; by e-mail at csb@csb.gc.ca; or by writing to Canada Savings Bonds, PO Box 2770, Station D, Ottawa, Ontario K1P 1J7
Class of Individuals: General public.
Purpose: The purpose of this bank is to store documents that support the transfer of ownership of Government of Canada Securities and other correspondence between bondholders, or their authorized representatives, and the Bank of Canada. The use of the social insurance number is required under the Income Tax Act.
Consistent Uses: The information is used to respond to enquiries from holders of Government of Canada Securities or their authorized representatives.
Retention and Disposal Standards: Retention periods range from two years to indefinite. The records for lost security certificates or coupons are retained indefinitely if the original security certificates or coupons have not been located. However, if the original security certificate or coupon has been located after a replacement has been issued, these records are destroyed two years after reimbursement to the Bank of Canada. However, if the original security certificate or coupon is located prior to replacement, paper and images are destroyed one year after notification of discovery. The records pertaining to estate matters are held for ten years on microfiche, microfilm or electronic media.
RDA Number: Under development
Related Record Number: BOC GSS 335
TBS Registration: 004134
Bank Number: BOC PPU 015

Fellowship Program Nominations
Description: This bank relates to the applications received by the Bank of Canada for the Fellowship Program. Personal information includes name, home and work mailing address, telephone number and e-mail address, name of university and department where employed, work related position/title, educational background (including PhD and year obtained), research and work experience, work-related citations, work related commentaries/critiques, recognition by peers, awards, work related status at Universities, letters of nomination from university officials about the application, curriculum vitae, research papers, research plans, reference lists and also letters of reference.
Class of Individuals: Applicants are required to be Canadian Citizens or individuals eligible to work in Canada.
Purpose: The information is used in the annual selection process for recipients of the Fellowship Program. The Fellowship Program is designed to encourage leading-edge research and to develop expertise within Canada in a number of areas related to the Bank's mandate, i.e. macroeconomics, monetary economics, international finance, etc.
Consistent Uses: Information used for statistical or reporting purposes.
Retention and Disposal Standards: Applications related to individuals granted Fellowships will be retained for 5 years following the termination of the Fellowship.
RDA Number: Under development
Related Record Number: BOC ELS 400
TBS Registration: 006348
Bank Number: BOC PPU 036

Government of Canada Securities Registers
Description: This bank contains names, addresses, social insurance numbers, registration or account identifiers and a record of the securities held and redeemed by persons.
Note: It is normally not necessary to make a formal request under the Privacy Act for your own personal information appearing in this register. Personal inquiries should be directed to New Canada Savings Bonds by calling 1-800-575-5151; by e-mail at csb@csb.gc.ca; or by writing to Canada Savings Bonds, PO Box 2770, Station D, Ottawa, Ontario K1P 1J7.
Class of Individuals: Registered owners of Government of Canada Securities.
Purpose: The purpose of this bank is to maintain a record from which the liability of the Government of Canada in the form of direct or guaranteed securities can be administered (the liability is established in the Receiver General's account (authority -Financial Administration Act). Other purposes are to establish the status of individual securities and to respond to enquiries from bondholders or their authorized representatives. The use of the social insurance number is required under the Income Tax Act.
Consistent Uses: The information is used in the general administration of the government's debt and, in particular, to maintain a record of ownership of fully registered securities as required by the Domestic Bonds of Canada Regulations issued under the authority of the Financial Administration Act. The registers of fully registered bonds form the basis on which interest payments are made. The registers are also used to consult with bondholders periodically to determine client needs and the level of satisfaction with services provided, and to advise bondholders of new bond offerings.
Retention and Disposal Standards: Records are maintained indefinitely on microfiche, microfilm or electronic media, including a computer database.
RDA Number: Under development
Related Record Number: BOC GSS 315
TBS Registration: 004132
Bank Number: BOC PPU 005

Mailing Lists
Description: This bank describes the components of mailings lists maintained by the Bank of Canada. The personal information collected includes name, mailing and e-mail address, phone or facsimile numbers of private individuals and contacts within private sector, federal, provincial and non-government organizations, photocopies of cheques if required for refunds, cheque number is recorded in database.
Class of Individuals: Members of the general public or individuals representing private sector companies and federal, provincial and non-government organizations that have provided their contact information to obtain copies of relevant documentation.
Purpose: To create and maintain standardized Mailing Lists for the distribution of communications material, publications, reports and other documentation related to the Bank of Canada programs and activities, etc.
Consistent Uses: The information is used for planning purposes.
Retention and Disposal Standards: Paper records relating to Free and Paid Publications are kept for 3 years and then destroyed. Database records relating to Paid Publications are kept for 3 years after last administrative use, then destroyed.
RDA Number: 98/001
Related Record Number: BOC PRN 903
TBS Registration: 006323
Bank Number: BOC PPU 055

Public Key Infrastructure Subscriber Information
Description: This bank contains subscriber's information collected by the Certification Authority of the Bank of Canada's Public Key Infrastructure. The Certification Authority is an internal entity used to issue, sign, revoke and manage digital certificates. A digital certificate is a secure electronic identity. Certificates typically contain a user's name and public key. Individuals that are subscribers of the Bank's Public Key Infrastructure have provided some identification and authentication information that may consist of their first and last name, photocopies of their passport, birth certificate, driver's license, employee service specific identification card, health card or marriage certificate.
Class of Individuals: Bank of Canada employees, contractors, business partners and the public.
Purpose: to assist the Bank in providing security services for Web based transactions. These services include encryption, authentication and digital signature services.
Consistent Uses: the information collected by the Certification Authority will only be used for the purpose of issuing digital certificates and to enrol and verify a subscriber's identity.
Retention and Disposal Standards: private decryption keys stored by the CA never expire and will be kept indefinitely. Audit information, subscriber agreements and acknowledgements, and any identification and authentication information is retained for a minimum of seven (7) years following the termination of a certificate and then destroyed.
RDA Number: 98/001
Related Record Number: BOC CSD 355
TBS Registration: 005156
Bank Number: BOC PPU 050

Registers of Interest Paid and Accrued
Description: This bank contains names, addresses, social insurance numbers and registration or account identifiers of persons to whom interest is paid, together with a record of all Government of Canada Securities held. The marketable debt interest payment data are maintained by interest payment date and series in a computer database. Since 1993, copies of these data have also been maintained on microfiche. The data on retail debt instruments are retained on microfiche, microfilm and electronic media, including a computer database. These data contain details relating to Income Tax Information Slips issued to holders of compound interest retail debt instruments purchased in 1990 and subsequent years. In addition, this bank contains requests to update data in the bank, including instructions for direct deposit of payments through a financial institution and for changes of address for mailing payments and Income Tax Information Slips.
Note: It is normally not necessary to make a formal request under the Privacy Act for your own personal information appearing in this register. Personal inquiries should be directed to New Canada Savings Bonds by calling 1-800-575-5151; by e-mail at csb@csb.gc.ca; or by writing to Canada Savings Bonds, PO Box 2770, Station D, Ottawa, Ontario K1P 1J7.
Class of Individuals: Registered owners of Government of Canada Securities.
Purpose: The purpose of this bank is to maintain a record of the interest paid to holders of Government of Canada Securities. The use of the social insurance number is required under the Income Tax Act.
Consistent Uses: The information is used to investigate and respond to enquiries from holders of Government of Canada Securities relating to interest payments.
Retention and Disposal Standards: The marketable debt interest payment data are retained for six years in electronic form for cashed cheques. Records for outstanding cheques are held indefinitely. The interest payment data for retail debt instruments are retained on the computer database for a minimum of one year after issuance of the payment. Copies of these records are also retained on microfiche, microfilm or an electronic medium. Outstanding cheques and held payment data are retained indefinitely. Any direct deposit instructions received in paper form are recorded on microfilm and the paper request is destroyed. The microfilm records are retained for fifteen years and then are destroyed. Change of address notifications received in paper form are retained for six months and then the paper request is destroyed. All address updates, regardless of the medium of the request, are maintained on a computer database for at least one year.
RDA Number: Under development
Related Record Number: BOC GSS 320
TBS Registration: 004133
Bank Number: BOC PPU 010

Retail Debt Products Surveys
Description: This bank contains information collected from the general public on their attitudes towards financial product attributes and to different combinations of these attributes. It also contains information on the public's ownership of various financial products (financial assets), the likelihood of purchase of new investment products and the amount of their purchase.
Class of Individuals: General public.
Purpose: The information is used for the purpose of determining the attitudes and reactions of the general public towards holding various investment instruments, including government debt instruments in particular.
Retention and Disposal Standards: Records are kept for a period of two years.
RDA Number: Under development
Related Record Number: BOC GSS 340
TBS Registration: 001941
Bank Number: BOC PPU 040

Sale of Photographic Reproductions of Objects in the National Currency Collection to Currency Museum Customers
Description: This bank relates to information used to administer the sale and distribution of photographic reproductions of objects (numismatic) from the National Currency Collection of the Currency Museum. The personal information collected on the order form includes individuals' name, home or work mailing and e-mail addresses, home or work phone numbers, bank account numbers, signatures, order history and opinions expressed in surveys.
Class of Individuals: The Bank of Canada's Currency Museums' national and international customers of numismatic products.
Purpose: The purpose of this information is to support the sale and distribution of Photo Reproductions through the Bank's Currency Museum.
Consistent Uses: The records are used for in-house statistical purposes regarding pieces sold, interest in particular objects, and returning customers to support the sale and distribution of photographic reproductions.
Retention and Disposal Standards: The records are destroyed two years after the file is closed. Files are closed at the end of each fiscal year.
RDA Number: 99/004 and 98/001
Related Record Number: BOC DBO 271
TBS Registration: 006457
Bank Number: BOC PPU 055

Unclaimed Bank Balance Inquiries
Description: This bank contains letters requesting verification of ownership of unclaimed bank balances as well as requests to purchase the Unclaimed Bank Balance file. Requests originate with individuals, chartered banks, trust companies, barristers and solicitors and tracing companies acting on behalf of their clients.
Note: Canadian chartered banks are required to transfer all deposit accounts, maintained in Canadian currency, that have been inactive for a period of ten years or more to the Bank of Canada, in accordance with Section 438 of the Bank Act. This also includes all instruments (bank drafts, certified cheques, deposit receipts, money orders and travellers' cheques) that remain on the books of the chartered banks after a period of ten years from the date of issue. The Bank of Canada acts as a custodian for unclaimed bank balances, responds to general inquiries and claims, and makes payments, without fees, to those persons entitled to receive the proceeds. Balances with a value of less than $500.00 that remain unclaimed are kept for a period of twenty years, from the last date of transaction, then are transferred to the Receiver General for Canada. The accounts that represent a balance of $500.00 or more are kept indefinitely, or until claimed. It is not necessary to make a formal Access to Information request for access to the register of dormant accounts; personal inquiries may be directed to Unclaimed Balances Services (telephone: 1-888-891-6398); the register may also be searched via the Web at: www.bankofcanada.ca/en/ucb/contact.html. As well, these records are available for sale, on a cost recovery basis, on certain magnetic media.
Class of Individuals: General public.
Purpose: The purpose of this bank is to process requests, to compile statistics and to maintain a record of the results of the verification process.
Consistent Uses: The information is used to respond to inquiries from owners of dormant accounts, or their authorized representatives in order to arrange for payments to rightful owners of these accounts.
Retention and Disposal Standards: Positive responses to requests for verification of ownership are kept for seven years, then destroyed. Vouchers and supporting documentation regarding paid accounts under $1000 are kept for 10 years. Negative responses to requests for verification of ownership are kept for two years, then destroyed. Records relating to the purchase of the unclaimed bank balance file are kept for a period of seven years.
RDA Number: Under development
Related Record Number: BOC CSD 340
TBS Registration: 0073
Bank Number: BOC PPU 020