Access to Information and Privacy Requests
Description: This bank contains the Access to Information and Privacy request files, the replies to such requests, and information related to their processing.
Class of Individuals: Individuals requesting access to records under the Access to Information Act and the Privacy Act.
Purpose: The purpose of this bank is to process access requests only.
Consistent Uses: To retain access and privacy requests and their replies for future reference and to report annually to Treasury Board Secretariat and Parliament on requests received and completed.
Retention and Disposal Standards: Records are retained for three years following closure of the files and then destroyed.
RDA Number: 96/027
Related Record Number: CMH CSS 035
TBS Registration: 001931
Bank Number: CMH PPU 100

Board of Directors
Description: The bank contains correspondence relating to recommended nominees, the Order-in-Council appointing the member, a brief biography, statement of qualifications, statement of acceptances, oath of fidelity and secrecy and statement of conflict of interest.
Class of Individuals: Candidates for appointment and appointees to the CMHC Board of Directors.
Purpose: The purpose of the bank is to assist in the appointment of individuals as directors of CMHC and to record information regarding their services as directors, including declarations on conflict of interest.
Consistent Uses: The information in this bank is used for reporting required for Treasury Board Secretariat and the Privy Council Office.
Retention and Disposal Standards: Records are retained for two years after a director ceases to hold office and then destroyed.
RDA Number: 96/027
Related Record Number: CMH CSS 020
TBS Registration: 001930
Bank Number: CMH PPU 095

CMHC Research Service Provider Database
Description: This bank maintains data on candidates suitable for consideration to conduct CMHC-directed research in housing. The bank contains the following types of information: contact information (name, address, etc.), and areas of expertise and experience.
Class of Individuals: Professionals, consultants, research and technical firms and individuals.
Purpose: The purpose of this bank is to maintain an inventory of individuals capable of undertaking housing research.
Consistent Uses: The information contained in this bank is used in the selection process in awarding research contracts.
Retention and Disposal Standards: Records are retained indefinitely and updated regularly by the candidates.
RDA Number: 96/027
Related Record Number: CMH PDR 180
TBS Registration: 001928
Bank Number: CMH PPU 080

Claims and Action By or Against CMHC
Description: This bank is established to record mandates to external legal counsel, legal opinions, decisions, information and judgements concerning claims by or against the Corporation.
Class of Individuals: Legal counsel and individuals involved in legal actions.
Purpose: The purpose of this bank is to effect satisfactory settlement of claims against or by CMHC or to present CMHC's case before the courts.
Consistent Uses: The information contained in this bank is used to report to CMHC's Board of Directors, to auditors and to the minister responsible for CMHC.
Retention and Disposal Standards: Records are retained for 10 years following the closure of the files and then destroyed.
RDA Number: 95/018
Related Record Number: CMH CSS 030
TBS Registration: 001927
Bank Number: CMH PPU 075

External Research Program
Description: This bank was created for administering the review of applications for funding under Part IX of the National Housing Act (NHA) and for the administration of funds to those approved for External Research grants. It contains research curricula vitae; proposals; references; CMHC preliminary reviews; Committee members' comments on each proposal, grant agreements and project reports.
Class of Individuals: Persons/Organizations interested in undertaking independent research on housing-related topics.
Purpose: The purpose of this bank is to determine recipients of grants from applicants seeking financial support for independent research undertakings.
Consistent Uses: The information contained in this bank is used to announce grant recipients, administer grant agreements, and maintain statistics on program activities and applicants. The information may also be used in connection with appointments to the Selection Committee.
Retention and Disposal Standards: Files are retained for six years after cessation of the project and then destroyed.
RDA Number: 96/027
Related Record Number: CMH PDR 185
TBS Registration: 001934
Bank Number: CMH PPU 115

Federal Housing Action Program System (FHAP)
Description: This bank maintains information on the current status of the Assisted Rental Program (ARP) accounts.
Class of Individuals: Borrowers eligible to receive assistance under the ARP.
Purpose: The purpose of this bank is to administer the ARP and to produce automated monthly cheques for eligible borrowers.
Consistent Uses: The information is used to provide analysis and statistical reports.
Retention and Disposal Standards: Direct loans files are retained for two years and then destroyed; multiples, rentals and condominium projects are retained for five years following full payment of mortgage and then destroyed.
RDA Number: 95/018
Related Record Number: CMH IAA 115
TBS Registration: 001914
Bank Number: CMH PPU 010

Goods, Services (Including Consultant Services) and Construction Contracts
Description: The bank contains a complete record of all matters relating to the initiation and administration of each contract including payment details. Data contained in the bank includes RFP, Tender and RFQ documents used to request Goods, Services and Construction Contracts, along with the resulting contracts and correspondence.
Class of Individuals: Goods, Services (Including Consultant Services) and Construction contractors.
Purpose: The purpose of this bank is to retain information on contractors, entrepreneurs, consultants and suppliers, as well as on the services they provide or products they supply or produce.
Consistent Uses: The information contained in this bank is used to support the selection process in awarding contracts and the administration of each contract including payment details.
Retention and Disposal Standards: Records are destroyed seven years after the contract expires, the lease is terminated or the premises are vacated.
RDA Number: 96/027
Related Record Number: CMH PRN 912
TBS Registration: 001926
Bank Number: CMH PPU 070

Home Improvement Loans Files
Description: The bank contains personal and financial characteristics pertinent to the obtaining of loans and to collection action.
Class of Individuals: Applicants for home improvement loans.
Purpose: The purpose of this bank is to create and maintain individual files on home improvement loan borrowers who have obtained loans from any designated accredited lending agency under the NHA for purposes of improving their housing units.
Consistent Uses: The information in this bank is used for the issuance of the quarterly arrears report.
Retention and Disposal Standards: Records are retained for two years following maturity or other termination of the loan; if the loan is secured by a promissory note, the file is retained for eight years and then destroyed. The quarterly arrears report is destroyed two years after the date of the report.
RDA Number: 95/018
Related Record Number: CMH IAA 130
TBS Registration: 001921
Bank Number: CMH PPU 045

Housing Awards Program
Description: This bank was created for the administration and review of applications to the CMHC Housing Awards Program held every two years.
Class of Individuals: Architects; designers; developers; builders; manufacturers; planners; municipal, provincial or territorial housing and social service agencies; volunteer associations; community groups; non-profit housing groups; and housing co-operatives; financial institutions, educational institutions.
Purpose: This bank was created for the administration and review of applications to the CMHC Housing Awards Program.
Consistent Uses: The information is used to identify, recognize and transfer housing initiatives, developed by and for Canadians that have been proven successful; and to promote the award winning housing initiatives across the country through both media and presentations by winners at selected housing-related events. The information is also used to announce winners and maintain statistics on program activities and applicants.
Retention and Disposal Standards: Records are retained for six years after cessation of the awards program and then destroyed.
RDA Number: 96/027
Related Record Number: CMH PDR 192
TBS Registration: 005383
Bank Number: CMH PPU 150

Housing Policy and Research Information Distribution
Description: This bank is comprised of mailing lists containing the names, addresses and/or e-mail addresses of individuals and firms interested in obtaining acquisition lists and information on CMHC research publications.
Class of Individuals: The information in the bank relates to persons, firms and agencies interested in long-term research and in CMHC research and development activities.
Purpose: The information was obtained to mail information on library acquisitions and research publications to interested parties.
Consistent Uses: The information is used to conduct surveys, mail and distribute documentation to individuals, firms, companies, organizations, etc., on the mailing lists.
Retention and Disposal Standards: Records are destroyed two years after last administrative action.
RDA Number: 96/027
Related Record Number: CMH PDR 180; CMH PDR 315; CMH PDR 101
TBS Registration: 003683
Bank Number: CMH PPU 085

Housing Rehabilitation and Renovation
Description: The bank contains data on each applicant and property for NHA loans and grants for residential rehabilitation and renovation under the Residential Rehabilitation Assistance Program (RRAP), the Canada Home Renovation Plan (CHRP), the Rural and Native Housing Emergency Repair Program (ERP); the Home Adaptation for Seniors Independence (HASI) Program. HASI was a two-year demonstration program which terminated on March 31, 1994, but then was re-introduced as a program in April 1996.
Class of Individuals: Recipients of housing rehabilitation assistance.
Purpose: The purpose of this bank is to assess applicants' eligibility and financial capability, and to administer loans and grants.
Consistent Uses: The information in this bank is used for analytical and reporting purposes and to investigate cases of suspected fraud.
Retention and Disposal Standards: Homeownership–Documents received from local offices are retained on a microfiche at the National Office for two years following the term of the loan and then destroyed. In the local office, all loan documentation is retained for a period of six months following the issuance of a Certificate of Insurance, (not applicable for RRAP and ERP) and then transferred to a commercial off-site storage facility for a period of seven years and then destroyed. HASI files are retained for five years after completion of project and then destroyed.
RDA Number: 95/018
Related Record Number: CMH IAA 345
TBS Registration: 001919
Bank Number: CMH PPU 035

Housing Studies Achievement Award
Description: This bank describes the information collected in support of Canada Mortgage and Housing Corporation's (CMHC's) Housing Studies Achievement Award. The personal information collected includes; the full name, address, telephone number, email address, educational background, name of the university, a summary of the research indicating the academic program of the thesis or major research project/paper being submitted, academic assessment of completed research, reference letters, views, opinions and includes all correspondence related to the application.
Class of Individuals: Graduate students at the Master's and Doctoral levels who are Canadian citizens or permanent residents of Canada and who have completed their thesis/major research paper (Master's level) in a housing related field and who have applied for this award. Also includes advisors, research assistants, referees and members of the Advisory Committee.
Purpose: To administer and review applications to the CMHC Housing Studies Achievement Award and to identify, recognize and award academic work at the Master's and Doctoral levels that contribute to the study of housing related issues in Canada, whether social, economic or technical aspects of housing.
Consistent Uses: The information is also used to announce winners and maintain statistics on program activities and applicants. The winning entries are published on CMHC's web site.
Retention and Disposal Standard: Records will be retained for six years after the end of the awards program and then destroyed.
RDA Number: 96/027
Related Record Number: CMH PDR 196
TBS Registration: 007067
Bank Number: CMH PPU 152

Housing Surveys – List of Contacts
Description: This bank contains a list of contact persons, the contact's address and telephone number.
Class of Individuals: Contact persons who can provide responses to the surveys.
Purpose: The list of contact persons is used to obtain structure data in order to monitor new constructions and housing market activity.
Consistent Uses: The information is used to conduct surveys.
Retention and Disposal Standards: The records are destroyed two years after the last administrative action.
RDA Number: 96/027
Related Record Number: CMH PDR 230
TBS Registration: 003136
Bank Number: CMH PPU 130

Housing Technology Incentives Program (Program terminated 1995)
Description: This bank was used to review applications for funding under the Housing Technology Incentives Program and to administer the funds to those approved. It contains: names, addresses, details of the proposals, grant agreements, requests for payments and project reports.
Class of Individuals: Inventors and product developers, firms and individuals.
Purpose: The purpose of this bank was to determine recipients of Housing Technology Incentives grants and to administer the grants.
Consistent Uses: The information contained in the bank was used to announce grant recipients, administer agreements and maintain statistics on program activities.
Retention and Disposal Standards: Records are destroyed five years after their submission to CMHC.
RDA Number: 96/027
Related Record Number: CMH PDR 200
TBS Registration: 001929
Bank Number: CMH PPU 090

Investigative Bodies
Description: This bank contains "Requests for Disclosure to Investigative Bodies" of CMHC case files (loans, grants, etc.) by federal/provincial Investigative Bodies covered by federal/provincial agreements under the Privacy Act.
Class of Individuals: Individuals named by Investigative Bodies.
Purpose: The purpose of this bank is to assist in investigations by Investigative Bodies named in federal/provincial agreements under the Privacy Act.
Consistent Uses: Information contained in this bank may be shared with federal Investigative Bodies pursuant to paragraph 8(2)(e) of the Privacy Act.
Retention and Disposal Standards: Records are retained for five years following the request and then destroyed.
RDA Number: 96/027
Related Record Number: CMH CSS 035
TBS Registration: 001933
Bank Number: CMH PPU 110

Investors Settlement System (ISS)
Description: The bank contains information, such as the administration fee code and investor name and code, to support remittances to investors for sold mortgages administered by CMHC.
Class of Individuals: Investors for sold mortgages administered by CMHC.
Purpose: The purpose of this bank is to provide a business system which supports remittances to investors for sold mortgages administered by CMHC.
Consistent Uses: Information in this bank is used for administrative, analytical and reporting purposes.
Retention and Disposal Standards: Records are retained for five years after settlement and then destroyed.
RDA Number: 96/027
Related Record Number: CMH IAA 115
TBS Registration: 001916
Bank Number: CMH PPU 020

Lawyers and Notaries Appointed Agents of CMHC
Description: This bank contains information on lawyers and notaries appointed by the government as agents of CMHC.
Class of Individuals: Lawyers and notaries appointed to act as legal agents for CMHC.
Purpose: The purpose of this bank is for internal accounting and monitoring of activity.
Consistent Uses: The information contained in this bank is used for reports to the minister responsible for CMHC.
Retention and Disposal Standards: Records are retained for seven years after appointment is terminated and then destroyed.
RDA Number: 96/027
Related Record Number: CMH CSS 030
TBS Registration: 001925
Bank Number: CMH PPU 065

List of Landlords
Description: This bank contains the names and addresses of landlords from whom CMHC leases property, descriptions of the property and the amount of the rental.
Class of Individuals: Entrepreneurs who rent property to CMHC.
Purpose: The purpose of this bank is to establish a list of persons from whom the Corporation leases property/ accommodation.
Consistent Uses: Information in this bank is used for administrative and reporting purposes.
Retention and Disposal Standards: Files are retained for seven years after termination of lease and then destroyed.
RDA Number: 96/027
Related Record Number: CMH PRN 905
TBS Registration: 001924
Bank Number: CMH PPU 060

List of Potential Purchasers of Housing Projects
Description: This bank contains a record of information on individuals and companies interested in purchasing projects owned by CMHC. The data includes general mailing information and the necessary information in determining if an individual or company would be interested in a property that CMHC is proposing to sell (i.e. location and size of project).
Class of Individuals: Individuals and companies submitting proposals for the purchase of real estate owned by CMHC and those showing an interest.
Purpose: The purpose of this bank is to provide a source of interested buyers for housing projects owned by CMHC.
Consistent Uses: The information in this bank is used to mail and distribute documentation to individuals.
Retention and Disposal Standards: The records of potential investors are retained until they wish no further correspondence from CMHC.
RDA Number: 96/027
Related Record Number: CMH IAA 115
TBS Registration: 001922
Bank Number: CMH PPU 050

Mailing Lists
Description: This bank contains mailings lists with the names, addresses, e-mail address of individuals, firms, companies, organizations, associations, groups, etc.
Class of Individuals: Individuals from the general public or those representing firms, companies, organizations, associations, groups, etc.
Purpose: To maintain standard lists of individuals, firms, companies, organizations, associations, groups, etc., for the purpose of mailing publications, reports, brochures, surveys, information material and other documentation on CMHC's activities, programs and marketing.
Consistent Uses: The information is used to conduct surveys, mail and distribute documentation to individuals, firms, companies, organizations, etc., on the Mailing Lists.
Retention and Disposal Standards: Records are destroyed two years after last administrative action.
RDA Number: 96/027
Related Record Number: CMH PDR 315; CMH PDR 101
TBS Registration: 005381
Bank Number: CMH PPU 140

Mortgage Rate Protection Plan (Program terminated 1997)
Description: This bank contains information on individuals applying for assistance under the Mortgage Rate Protection Plan (MRPP).
Class of Individuals: Individuals holding a mortgage under the plan.
Purpose: The purpose of this file is to administer MRPP loans.
Consistent Uses: The information in this bank was used for statistical and accounting purposes.
Retention and Disposal Standards: Records are destroyed two years after the last administrative action.
RDA Number: 95/018
Related Record Number: CMH IAA 115
TBS Registration: 001932
Bank Number: CMH PPU 105

National Housing Act (NHA) Insured Loans Files
Description: This bank is comprised of all loans made since 1961 under sections 8.1 (formerly 6), 57 (formerly 34.15), 15.1 (formerly 58) and 98 (formerly 59) of the NHA. Records include details on applicants, income, age, family composition, loan and property characteristics. Records also include information obtained through the process involved in the payment of a claim received due to a defaulting borrower such as financial information, legal documentation, income verification, credit reports, and verification of down payment and deficiency judgment.
Class of Individuals: Applicants for NHA insured loans and defaulting borrowers.
Purpose: The purpose of this bank is to document both the underwriting and claims payment processes.
Consistent Uses: The bank is used for statistical purposes, for program evaluation, audit trails, to effect recovery action under deficiency judgment, and to investigate cases of suspected fraud.
Retention and Disposal Standards: Homeownership: In the local office, all loan documentation is retained for a period of six months following the issuance of a Certificate of Insurance and then transferred to a commercial off-site storage facility for a period of seven years and then destroyed. Multiples, rentals and condominium projects: In the regional Business Centres, all loan documentation is retained for a period of six months following the issuance of a Certificate of Insurance and then transferred to a commercial off-site storage facility for a period of 15 years and then destroyed. Any claims received/paid containing a judgment is held indefinitely. Documents received from local offices and regional Business Centres are retained on a micro format at the National Office for two years following the life of the mortgage and then destroyed. Information is also maintained on an EDP system.
RDA Number: 95/018
Related Record Number: CMH IAA 115
TBS Registration: 001920
Bank Number: CMH PPU 040

National Housing Act (NHA) Mortgage Assistance
Description: The Canadian Homeownership Stimulation Plan (CHOSP) and the Canada Mortgage Renewal Plan (CMRP) files contain personal information provided by applicants on their financial and loan details, personal income, etc. These programs were terminated December 31, 1983.
Class of Individuals: Homeowner applicants for CHOSP and CMRP.
Purpose: The purpose of this bank is to determine eligibility for grant assistance and to administer CHOSP and CMRP programs.
Consistent Uses: Information contained in this bank is used for analytical, reporting and research purposes.
Retention and Disposal Standards: CMRP and CHOSP files are kept for 10 years after programs are terminated and then destroyed.
RDA Number: 95/018
Related Record Number: CMH IAA 140
TBS Registration: 001917
Bank Number: CMH PPU 025

National Housing Act (NHA) Mortgage Loan Administration Files
Description: The NHA loan files include information such as employment, salary, dependents, financial statements, management capabilities, and copies of correspondence relating to the repayment and ongoing administration of the mortgage loan.
Class of Individuals: Individual borrowers under the NHA.
Purpose: The purpose of this bank is to determine eligibility and administer loans.
Consistent Uses: Information in this bank is used for administrative, analytical and reporting purposes.
Retention and Disposal Standards: Records are retained for two years after the loan is terminated and then destroyed.
RDA Number: 95/018
Related Record Number: CMH IAA 115
TBS Registration: 001915
Bank Number: CMH PPU 015

NHA Mortgage-Backed Securities Program
Description: Information on individual investors maintained by a central payer and transfer agent (CPTA) on behalf of the program and under contract to CMHC.
Class of Individuals: Investors (institutional and retail, i.e. individuals) who own an NHA Mortgage-Backed Security.
Purpose: The purpose is to record ownership of MBS certificates, permit payment to investors, allow dissemination of information to investors.
Consistent Uses: Information in this bank is used for administrative, analytical and reporting purposes.
Retention and Disposal Standards: Records will be retained for a period of seven years following payout of certificate or completion of all administrative action and then destroyed.
RDA Number: 95/018
Related Record Number: CMH IAA 107
TBS Registration: 003696
Bank Number: CMH PPU 125

Order Processing Management System
Description: Information in this bank includes customer name and address, product and quantity ordered, amount and method of payment, payment identification number, address and method for shipping. This bank may be accessed by any of the following identifiers: customer name, customer number, order number, credit card number or postal code.
Class of Individuals: Individuals from the general public or those representing firms, companies, organizations, associations, groups, etc.
Purpose: The purpose of this bank is to administer the purchase, and distribution for products and services sold by Canada Mortgage and Housing Corporation (CMHC website, CMHC Call Centre, CMHC Regional Offices, The Canadian Housing Information Centre, etc.).
Consistent Uses: The information is used to administer the purchase, billing and distribution of CMHC published material or material available for purchase by the public. Customer information is also used to provide information to improve the marketing and support of the Corporation's products and services to its customers.
Retention and Disposal Standards: Records are retained for three years after the most recent purchase and then destroyed.
RDA Number: 96/027
Related Record Number: CMH PDR 315; CMH PDR 101
TBS Registration: 005382
Bank Number: CMH PPU 145

Rural and Native Housing Program/Client Information
Description: The bank is used to maintain files on homeowner clients of CMHC's Rural and Native Housing Program. It contains personal and financial information, including client characteristics, and repayment patterns.
Class of Individuals: Native and rural residents requiring housing assistance.
Purpose: The purpose of this bank is to monitor and administer the program and its delivery.
Consistent Uses: The information in this bank is used for statistical and accounting purposes and to monitor demographic changes. It is also used to investigate cases of suspected fraud.
Retention and Disposal Standards: Direct loan files are retained for two years and then destroyed; multiples, rentals and condominium projects are retained for five years following full payment of mortgage and then destroyed.
RDA Number: 95/018
Related Record Number: CMH PSO 060
TBS Registration: 001918
Bank Number: CMH PPU 030

Scholarship Programs
Description: This bank was created for the administration and review of applications under Part IX of the National Housing Act (NHA) for university scholarships or awards in housing-related areas. It contains the following: curricula vitae, research or work proposals, references, letters of evaluation, and the review committee members' comments on each proposal. Social insurance numbers are collected pursuant to the Income Tax Act.
Class of Individuals: Individuals interested in pursuing graduate or postgraduate education in housing.
Purpose: The purpose of this bank was to maintain an inventory of applicants seeking a scholarship award for graduate or postgraduate study or a CMHC housing award.
Consistent Uses: The information in this bank was used to announce award winners, administer scholarship payments and maintain statistics on program activities and applicants.
Retention and Disposal Standards: Records are retained for six years after cessation of the term of the projects and then destroyed. Program was terminated in March 1995.
RDA Number: 96/027
Related Record Number: CMH PDR 190
TBS Registration: 001923
Bank Number: CMH PPU 055

Tenant Information from Projects Subsidized by CMHC
Description: This bank was created for tenant information collected by CMHC in the limited situations where it is necessary to collect personal information on tenants residing in federally subsidized housing to audit, investigate or for statistical purposes by CMHC. This information consists of any record related to tenant income collected by the project.
Class of Individuals: Individuals who are tenants in projects receiving subsidies from CMHC.
Purpose: This information is used to determine and verify tenant income for the purpose of allocating subsidies either to the tenant or the project and investigate misuses of subsidies or fraud.
Consistent Uses: The information is used for statistical, audit and investigative purposes.
Retention and Disposal Standards: The records are kept for seven years and then destroyed.
RDA Number: 96/027
Related Record Number: CMH PSO 055; CMH PSO 110
TBS Registration: 003296
Bank Number: CMH PPU 135