• to provide service to you;
  
• to communicate with you;
  
• for operational and security purposes;
  
• to assess and process applications for employment, information, injury/damage claims, pension, accident benefits, insurance benefits and/or sick benefits as applicable;
  
• to evaluate and administer employment applications, tenders, proposals, contracts, injury/damage claims, pension benefits, accident benefits, insurance benefits and/ or sick benefits, if applicable;
  
• for the detection and prevention of fraud;
  
• to capture injury/witness data;
  
• to analyze business results;
  
• to process payments;
  
• to administer pension benefits;
  
• to issue traveling documents;
  
• for statistical and actuarial purposes;
  
• for auditing internal procedures, and
  
• as required or as otherwise authorized by law.

If CT requires information for any other purpose, save and except for as stated in 2.0 above, it will ask for and obtain verbal or written proof of your expressed consent before using it.

3.0     Consent

A person may provide consent in different ways for the collection, use or disclosure of information.  When doing business with CT, it asks that you provide information it intends to use in the course of providing you with various services or to help in investigation(s).  By providing this information, you give your implied and/or explicit consent to CT to use the information for the intended purposes, i.e. provide you with various services and / or evaluate applications for various benefits.

Individuals can give consent in many ways.  For example:

(a)     an application form may be used to seek consent, collect information and inform the individual of the use that will be made of the information.  By completing and signing the form, the individual is giving consent to the collection and the specified uses;

(b)     a check-off box may be used to allow an individual to request that their name and address not be given to other organization(s).  An individual who does not check the box is assumed to consent to the transfer of the information to third parties;

(c)      consent may be implicated orally when information is collected over the telephone; or

(d)     consent may be implicated at the time an individual uses a product or service.
 

CT may collect, use or disclose information without your knowledge or consent only in accordance with FOIP.

You may withdraw your consent at any time, subject to legal or contractual restrictions and the requirements to maintain the integrity of the statistics and data necessary to carry on CT business.  However, the withdrawal of consent may affect CT’s ability to respond to your requests and to provide you with benefits.

4.0     Limiting Collection

The collection of information by CT is limited to that which is necessary for the purposes identified in FOIP and in Section 2.0 above.  All information is collected by CT in a fair and lawful manner. 

5.0     Limiting Use, Disclosure and Retention

Information will be used and/or disclosed only in accordance with FOIP requirements.  Further, information shall be retained in accordance with applicable City of Calgary retention bylaws and/or policies or as long as necessary for the fulfillment of those purposes for which consent to collection and/or use was given.

6.0     Accuracy

Information shall be as accurate, complete and up to date as is necessary for the purposes for which it is to be used as set out in FOIP and Section 2.0 above.

If an individual successfully demonstrates the inaccuracy or incompleteness of information, CT shall amend the information as required.  Depending upon the nature of the information challenged, amendment involves the correction, deletion and/or addition of information.  Where appropriate, the amended information shall be transmitted to third parties having access to the information in question.

7.0     Safeguards

All information collected by CT will be protected by using appropriate safeguards against loss, theft, unauthorized access, disclosure, copying, use or modification.  The methods of protection may include:

(a)     physical measures, for example, locked filing cabinets and/or restricted access to offices and/or specific areas;

(b)     organizational measures, for example, security clearances and/or limiting access to a “need-to-know” basis; and

(c)      technological measures, for example, the use of passwords and encryption.

8.0     Openness to Policies and Practices

CT is committed to ensuring that specific information about its policies and practices relating to the management of information are available.  For further information, please contact the Administrative Services Supervisor at (403) 537-7711.

The information made available includes:

(a)      the name or title and the business address of the person who is accountable for CT policies and practices and to whom complaints or inquires can be forwarded;

(b)     the means of gaining access to information held by CT;

(c)      a description of the type of information held by CT, including a general account of its use;

(d)     a copy of any brochures or other information that explain any of CT’s policies, standards or codes; and

(e)      what information is made available to other CT affiliates (e.g., subsidiaries) or to other authorities (e.g. Calgary Police Services, Workers’ Compensation Board).

9.0     Access to Information

FOIP directs that CT has a duty to assist with respect to requests for information. First, an applicant should contact CT with an informal request for information (see 1. Informal Request, below).  Depending on the nature of the information requested, the applicant may then be directed to submit a formal request directly to The City of Calgary FOIP Office (see 2. Formal Request, below).

1.       Informal Request

(a)      Must be made in writing;

(b)     Must be made to the CT Administrative Services Supervisor; and

(c)      Must specify, in detail, the information being requested.

All requests should be submitted using CT Form entitled, “Information Access/Correction Request ”.

An individual may be required to provide information to permit CT to properly maintain an account of the existence, use and disclosure of information.  The information provided shall only be used for this purpose.  All requests will be handled in accordance with FOIP and a cost, as provided under FOIP, may be levied for providing access to the information.

2.       Formal Request

Formal requests must be made directly to The City of Calgary FOIP Office in accordance with its policies and procedures, which may be found at http://www.clerks.gov.calgary.ab.ca/foip.

10.0   Challenging Compliance

If an individual believes that CT is not complying with the principles set out in FOIP, s/he should contact the CT Administrative Services Supervisor – Records Management / Freedom of Information, who will investigate an individual’s concerns.  CT will investigate all complaints.  If a complaint is found to be justified, CT shall take appropriate measures, including, if necessary, amending its policies and practices.