Personal information banks
Administrative compliance review files – employers
| Title | Administrative compliance review files – employers |
|---|---|
| Type | Personal information bank |
| Description | Records of routine administrative employer compliance review possibly containing MTO printouts, CRA information, private information pertaining to individual claimants, employer’s accounts, Ministry of Health and Long Term Care billing data, health care records, printed IF entries, notes, data, Internet searches, facebook images, reports, correspondence, and legal opinions. |
| Division | Stakeholder compliance services |
| Legal authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To conduct a review of relevant information pertaining to allegations concerning non-compliance on the part of workplace parties, to confirm allegations, and to determine the appropriate response. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Employers and claimants |
| Retention and disposal | OOnsite – CCY+2 years (after file closed) Offsite – Nil Destroy |
Administrative compliance review files – provider/workers
| Title | Administrative compliance review files – provider/workers |
|---|---|
| Type | Personal Information Bank |
| Description | Records of providers/workers administrative compliance review possibly containing MTO printouts, CRA information, private information pertaining to individual workers, Ministry of Health and Long Term Care billing data, health care records, printed IF entries, notes, data, internet searches, facebook printouts, reports, correspondence, and legal opinions. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To conduct a review of relevant information pertaining to allegations concerning non-compliance on the part of workplace parties, to confirm allegations, and to determine the appropriate response. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants |
| Retention and disposal | Onsite – CCY+2 years (after file closed) Offsite – 8 years Destroy |
Canada Revenue Agency (CRA) Records
| Title | Canada Revenue Agency (CRA) records |
|---|---|
| Type | Personal Information Bank |
| Description | Personal income tax reporting information received via data exchange with Canada Revenue Agency, paper based printouts containing personal, and corporate tax filing information. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | Conduct a review of relevant information pertaining to allegations concerning non-compliance on the part of employers and workers. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants |
| Retention and disposal | Onsite – 2 years (from the receipt date) Offsite – 5 years Destroy |
Confirmation Records
| Title | Confirmation records |
|---|---|
| Type | Personal Information Bank |
| Description | Records include Death Certificates, death notification registers from banks and government, affidavits containing personal information, correspondence and project plans, and personal income tax reporting information received via data exchange with Canada Revenue Agency. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A, Memorandum of Understanding with Canadian Revenue Agency |
| Uses | Conduct a review of relevant information pertaining to claimants/survivors’ entitlement to benefits. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants |
| Retention and disposal | Onsite – CCY+2 years (after all administrative action is completed) Offsite – Nil Destroy |
Criminal code offences investigation case files
| Title | Criminal code offences investigation case files |
|---|---|
| Type | Personal Information Bank |
| Description | Fraud and non-compliance case files relating to charges laid under the Criminal Code against workers, employers, suppliers and service providers. Records possibly contain MTO printouts, CRA information, private information pertaining to individual workers/employees of the firm, Ministry of Health and Long Term Care billing data, health care records, printed IF entries, statements, reports, exhibits, correspondence, legal opinions, electronic recordings of statements (various formats depending on age of file (e.g. cassette tapes), and CDs. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To facilitate the joint investigation with the police into activities of workplace parties in relation to accusations concerning Criminal Code offences. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants, Employers |
| Retention and disposal | Onsite – CCY+2 years (after file closed) Offsite – 27 years Destroy |
Criminal code offences prosecutions files
| Title | Criminal code offences prosecutions files |
|---|---|
| Type | Personal Information Bank |
| Description | Fraud and non-compliance case files relating to charges laid under the Criminal Code against workers, employers, suppliers and service providers. Records possibly contain MTO printouts, CRA information, private information pertaining to individual workers/employees of the firm, Ministry of Health and Long Term Care billing data, health care records, printed IF entries, statements, reports, exhibits, correspondence, legal opinions, electronic recordings of statements (various formats depending on age of file (e.g. cassette tapes), and CDs. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To facilitate the joint investigation with the police into activities of workplace parties in relation to accusations concerning Criminal Code offences. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants, Employers |
| Retention and disposal | Onsite – CCY+2 years (after file closed) Offsite – 27 years Destroy |
Intake/Investigation case files – employers
| Title | Intake/investigation case files – employers |
|---|---|
| Type | Personal Information Bank |
| Description | Fraud and non-compliance case files relating to employers, suppliers, and service providers relating to the intake/investigation process. Documents possibly contained in the files consist of MTO printouts, CRA information, private information pertaining to individual workers/employees of the firm, printed IF entries, statements, reports, exhibits, correspondence, electronic recordings of statements (various formats depending on age of file (e.g. cassette tapes), and CDs. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To facilitate the review/investigation of allegations relating to the alleged wrongdoing on the part of employers. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Individual workers/employees of the firm |
| Retention and disposal | Onsite – CCY+2 years (after file closed) Offsite – 8 years Destroy |
Intake/investigation case files – workers
| Title | Intake/investigation case files – workers |
|---|---|
| Type | Personal Information Bank |
| Description | Fraud and non-compliance case files relating to the surveillance/intake/investigation process. Documents possibly contained in the files consist of MTO printouts, CRA information, claim file documents, printed IF entries, statements, reports, exhibits, correspondence, and surveillance. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To facilitate the review/investigation of allegations relating to the alleged wrongdoing on the part of workers. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants and other third parties |
| Retention and disposal | Onsite – CCY+2 years (after file closed) Offsite – Until worker turns 65 years old Destroy |
Internal employee investigation case files
| Title | Internal employee investigation case files |
|---|---|
| Type | Personal Information Bank |
| Description | Documents possibly containing MTO printouts, CRA information, private personal biographical information, personal financial information, HR records, data, health care records, printed IF entries, notes, photographs, statements, reports, exhibits, correspondence, legal opinions, electronic recordings of statements (various formats depending on age of file (e.g. cassette tapes), and CDs. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To document internal employee investigations which can result in no action being taken, internal discipline, termination, or referral to police for criminal investigation/prosecution. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants and other third parties |
| Retention and disposal | Onsite – CCY+1 year (after file closed) Offsite – 20 years Destroy |
Ministry of Transportation Ontario (MTO) records
| Title | Ministry of Transportation Ontario (MTO) records |
|---|---|
| Type | Personal Information Bank |
| Description | Files may contain personal private information (e.g. DOB), detailed driver’s license information, detailed vehicle ownership information, detailed fleet/RIN information, address histories, and driving convictions. |
| Division | Stakeholder Compliance Services |
| Legal Authority | Freedom of Information and Protection of Privacy Act¸1990. R.S.O. 1990, c. F.31, Inquiry of Services Memorandum |
| Uses | Stakeholder Compliance Services will access the Ministry of Transportation Ontario’s driver, vehicle, and carrier data in fulfilling compliance, investigation, and prosecution roles, and to assist in locating an individual and/or company related to offences under the Act and debtors. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants and other third parties |
| Retention and disposal | Onsite – Within 30 days of the completion of their official use Offsite – Nil Destroy |
Prosecutions Files – Employers/Providers
| Title | Prosecutions files – employers/providers |
|---|---|
| Type | Personal Information Bank |
| Description | Fraud and non-compliance case files documenting work undertaken by Stakeholder Compliance Services staff in representing the Workplace Safety and Insurance Board in prosecutions relating to charges laid under the Workplace Safety and Insurance Act against employers, suppliers, and service providers. Records contain correspondence, memos - internal and external with lawyers, legal agents, and defendants. Files also may contain court documents, research material, disclosure briefs, transcripts, medical records, copies of cheques, plea agreements, and motion and appeal documents. Excludes: Criminal Code offence prosecutions |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | Used to document legal action taken pursuant to acts and regulations such as the Workplace Safety and Insurance Act/Provincial offences Act and to keep records of proceedings before courts and tribunals. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Individual workers/employees of the firm |
| Retention and disposal | Onsite – CCY+2 years (after file closed) Offsite – 27 years Destroy |
Prosecutions files – workers
| Title | Prosecutions files – workers |
|---|---|
| Type | Personal Information Bank |
| Description | Fraud and non-compliance case files documenting work undertaken by Stakeholder Compliance Services staff in representing the Workplace Safety and Insurance Board in prosecutions relating to charges laid under the Workplace Safety and Insurance Act against workers. Records contain correspondence, memos - internal and external with lawyers, legal agents and defendants. Files also may contain court documents, research material, disclosure briefs, transcripts, medical records, copies of cheques, plea agreements, and motion and appeal documents. Excludes: Criminal Code offence prosecutions |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | Used to document legal action taken pursuant to acts and regulations such as the Workplace Safety and Insurance Act/Provincial offences Act and to keep records of proceedings before courts and tribunals. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants |
| Retention and disposal | Onsite – CCY+2 years (after file closed) Offsite – Until worker turns 65 years old Destroy |
Surveillance files
| Title | Surveillance files |
|---|---|
| Type | Personal Information Bank |
| Description | Surveillance is used by RSD as an investigative tool to gather information about an allegation of possible non-compliance. Records relating to surveillance process possibly consist of MTO printouts, CRA information, claim file documents, printed IF entries, statements, reports, exhibits, correspondence, and surveillance recordings (various formats depending on age of file (e.g. VHS, DVD, digital files). |
| Division | Stakeholder Compliance Services |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To facilitate surveillance of allegations relating to alleged wrongdoing on the part of the worker. |
| Users | Stakeholder Compliance Services staff |
| Individuals in Bank | Claimants |
| Retention and disposal | Onsite – CCY+2 years (after file closed for paper files; surveillance) Videos and reports are retained in-house until worker turns 65 years old Offsite – Until worker turns 65 years old for paper files. Nil – surveillance videos and reports. Destroy |