PERSONAL INFORMATION BANK REGISTER

Transcription

1 CITY OF BRAMPTON PERSONAL INFORMATION BANK REGISTER Municipal Freedom of Information and Protection of Privacy Act

2 Table of Contents ABOUT THE PERSONAL INFORMATION BANK REGISTER ) Head ) Access and Privacy ) Description ) Departmental Profile... 3 CHIEF ADMINISTRATIVE OFFICER ) INTERNAL AUDIT DIVISION... 4 PUBLIC SERVICES ) FACILITY SERVICES ) BUILDING DESIGN AND CONSTRUCTION ) FACILITY OPERATIONS AND MAINTENANCE ) REALTY SERVICES ) FIRE AND EMERGENCY SERVICES DIVISION ) RECREATION AND CULTURE ) TRANSIT DIVISION ) SERVICE BRAMPTON CORPORATE SERVICES DEPARTMENT ) COUNCIL AND ADMINISTRATIVE SERVICES DIVISION ) ENFORCEMENT AND BY-LAW SERVICES DIVISION ) LEGAL SERVICES DIVISION ) FINANCE DIVISION ) INSURANCE & RISK MANAGEMENT ) TREASURY SERVICES ) HUMAN RESOURCES DIVISION ) INFORMATION TECHNOLOGY DIVISION CHIEF OPERATING OFFICER ) STRATEGIC COMMUNICATIONS DIVISION PLANNING & INFRASTRUCTURE SERVICES ) ENGINEERING & DEVELOPMENT SERVICES DIVISION ) OFFICE OF THE CHIEF PLANNING OFFICER ) ENGINEERING & CONSTRUCTION ) FLEET SERVICES ) ADMINISTRATION: ) PLANNING & BUILDING DIVISION ) OPERATIONS DIVISION Last Updated: March 2015 Page 1

3 City of Brampton Bank Register ABOUT THE PERSONAL INFORMATION BANK REGISTER Section 34(1) of the Municipal Freedom of Information and Protection of Privacy Act states that institutions must make available for inspection by the public, an index or register of all personal information banks in the custody or control of the City. The register must be revised as required to ensure its accuracy. The Bank Register is arranged for each department of the City of Brampton as follows: Chief Administrative Officer Public Services Corporate Services Chief Operating Officer Planning & Infrastructure Services The Register includes a description of the Banks (collections of personal information about identifiable individuals) maintained to support each division s programs and activities. For each Bank, the following information is provided: Location (in what department/division) Legal Authority (the statute, regulation or by-law that provides legal authority for the establishment of the bank Contents (what type of record) How the information is used (what is the purpose) Who is authorized to use the information Retention and disposition (how long the information is kept) If the information is contained in an electronic database, it is denoted with Database. Last Updated: March 2015 Page 2

4 Head City Clerk Access and Privacy Freedom of Information and Privacy Coordinator Council and Administrative Services Division Records Services Section 2 Wellington Street West Brampton, Ontario L6Y 4R2 Description The Corporation of the City of Brampton was established on the 1st day of January 1974 under Provincial Law (Bill 138, An Act to Establish the Regional Municipality of Peel) with the amalgamation of the municipalities of the Township of Chinguacousy, Toronto Gore and the Town of Brampton. The governing body of the City of Brampton is the City Council consisting of a Mayor and 10 Ward Councillors. Departmental Profile Chief Administrative Officer Public Services Corporate Services Chief Operating Officer Planning & Infrastructure Services CHIEF ADMINISTRATIVE OFFICER The Chief Administrative Officer provides management and administrative leadership to all departments in support of Council s goals, including excellence, good governance, and ensuring that the City of Brampton is the premier employer and municipal service Last Updated: March 2015 Page 3

5 provider in our province. This Office provides liaison with the federal, provincial and regional governments, in addition to providing leadership direction to the Internal Audit Division. 1) INTERNAL AUDIT DIVISION This Division is responsible for conducting independent review of financial, operational, policies, procedures and control systems. Internal Audit is also responsible for administrative liaison with the City s external auditor. Individuals in Audit Reports and Investigations Internal Audit Office Employee name, address, work location, interviews, risk assessments and recommendations. To audit internal operations and provide business improvements. Internal/External Auditors and authorized Management personnel. Employees. Variable from 7 to 8 years after issuance of audit report, final communication to client, or completion of audit, then PUBLIC SERVICES The Public Services department plans, operates and manages all services provided directly to the public and the community at large. The department is comprised of Business Services, Facility Services, Building Design and Construction, Facility Operations and Maintenance, Realty Services, Fire and Emergency Services, Recreation and Culture, Transit, and Service Brampton. 1) FACILITY SERVICES Facility Services provides the City with capabilities in 5 key service areas: Building Design and Construction, Facility Operations and Maintenance, Facility Support Services, Realty Services, and Portfolio Management. Last Updated: March 2015 Page 4

6 2) BUILDING DESIGN AND CONSTRUCTION Individuals in Ergonomic and Workstation Assessments Interior Design Office Employee name, work location, telephone number. To provide ergonomic or workstation assessments to employees. Authorized staff in Interior Design, Human Resources, Management and Employee. Employees, members of Council. 20 to 75 years after termination of employment, then 3) FACILITY OPERATIONS AND MAINTENANCE Individuals in Individuals in Property Access Cards Corporate Security office. Municipal Act, Occupiers Liability Act. Employee name, number, photograph, work location, telephone number. To issue property access cards to employees. Authorized Security personnel. Employees, members of Council. 8 years after superseded or obsolete, then Security Incidents Security office. Municipal Act, Occupiers Liability Act. Name, address, date of birth, personal identification i.e. driver s license (when applicable), incident or vandalism reports. To investigate incidents on City property and assets. Authorized Security personnel; police for investigative purposes. Employees, contracted security personnel, offenders, witnesses. 23 years, then Last Updated: March 2015 Page 5

7 Individuals in Individuals in Video Recordings (Facilities) All City facilities. Municipal Act, Occupiers Liability Act. Digital images of individuals. To monitor and protect City assets, employees, and the general public. Authorized security personnel, safety, claims, legal, law enforcement staff, police. Public and employees. 31 days if no incident reported, then confidentially destroyed. Legal, safety or law enforcement incidents are extracted from the system and recorded to separate media which is further retained for 1 year after no further activity, then 2 years after investigation is complete, then Video Recordings Transit Buses Transit buses. Municipal Act, Occupiers Liability Act. Digital images of individuals. To monitor and protect City assets, employees, and the general public. Authorized Security staff, safety, claims, legal, transit management, police and law enforcement staff. Public and employees. 72 hours if no incident is reported, then confidentially destroyed. Legal, safety or law enforcement incidents are extracted from the system and recorded to separate media which is further retained for 1 year after no other activity, then 2 years after investigation is complete, then 4) REALTY SERVICES Registered Deeds (Including Easements, Encroachments, Fee Simple Acquisitions/Disposal), Occupancy Agreements, Transfer Agreements, Appraisal/Valuation Reports Realty Services Office Municipal Act, Planning Act, Registry Act. Last Updated: March 2015 Page 6

8 Individuals in External party name, contact information including mailing address, , phone number, fax number To provide notice or to make contact Various authorized city staff and stakeholder staff and external party to the agreement. General public, property owner, commercial or institutional entity, another level of government, utility or service provider. 6 to 10 years after expiry of agreement, then 5) FIRE AND EMERGENCY SERVICES DIVISION This Division provides fire and emergency services while promoting public safety. Key departments are Fire Administration, Fire Program and Emergency Measures. Individuals in Individuals in Communications Fire Communications Centre. Municipal Act, Fire Protection and Prevention Act. Name, address and telephone number. To record and dispatch telephone and radio communications. Authorized Fire staff, Office of the Fire Marshal and Police. Public and Employees. 1 year after completion of investigation, then Employee Safety and Training Records Fire Training Centre. Name, address, phone number, driver licence, work location. To administer staff licencing and training courses. Authorized Fire and Human Resources staff. Employees. 75 years after termination of employment, then NOTE: Training records are also maintained on a Database same details as above. Last Updated: March 2015 Page 7

9 Individuals in Individuals in Fire Prevention and Inspections Fire Headquarters. Municipal Act, Fire Protection and Prevention Act, Fire Code, Ontario Building Code, Forest Fire Prevention Act, City By-laws. Name, address, telephone number, orders to comply and complaints. To investigate and identify fire safety hazards. Authorized Fire staff, Office of the Fire Marshal and Police. Public. 6 years after superseded or obsolete, then Significant cases of Fire Marshall reports are archived at PAMA. Fire Incident Reports Fire Headquarters. Municipal Act, Fire Protection and Prevention Act. Name, address, phone number, police and witness information, first aid treatment, medical assist report and cause of incident. To document emergency and fire incidents. Authorized Fire staff, Office of the Fire Marshal and Police. Public. 6 years after superseded or obsolete, then Significant cases of Fire Marshall reports are archived at PAMA. 6) RECREATION AND CULTURE This Division brings entertainment to the City and promotes the local performing arts community and recreation. Individuals in Ticket Purchases (Database) The Rose Theatre. Name, address, phone number, address, credit card, debit or cheque information. To process ticket payments. Authorized Rose Theatre and accounting staff. Customers. Last Updated: March 2015 Page 8

10 Individuals in Individuals in Individuals in Event Newsletters The Rose Theatre. Name, address. To forward newsletters of upcoming events to customers. Authorized Rose Theatre staff. Customers Facility Bookings (CLASS Database) Network. Customer name, address, telephone number, cheque, debit, or credit card payment information. Also includes insurance and liability release forms (when applicable). To book facilities for rental purposes. Authorized Community Services and Finance staff, Auditors. Customers. 5 years, then Recreation Membership and Program Registration (CLASS Database) Network Participant and/or parent/guardian name, address, address, phone number, birth date (when required) cheque, cash, debit or credit card payment information, health card number, emergency contact information, special medical needs or assistance. To process program registrations, memberships, and advise participants of upcoming events. Authorized Recreation and Finance staff, Auditors. General public. 5 years, then 7) TRANSIT DIVISION Last Updated: March 2015 Page 9

11 This Division provides public transit service to the City. The Division is comprised of Administration, Management-Transit Maintenance, Transit Marketing, Business Strategies, and Sandalwood Administration. Individuals in Individuals in Individuals in Driver Safety and Training Records Transit office. Name, address, driver licence number and abstract, training courses, driving incidents. To provide training courses to drivers and monitor licensing requirements. Authorized Transit Safety staff. Employees. 20 years after termination of employment, then Fare Collections and Refunds Transit office. Customer name, address, postal code, debit and credit card number. To process payment and refund of fare tickets or passes. Authorized Revenue and Transit staff, Auditors. Customers. Insurance Incident Report Transit office. Name, address, driver licence and plate number (when applicable), witness(s), incident description. To record incidents that may result in a claim against the City. Authorized Transit, Risk Management, and Legal staff. Employees and Public. Variable, 6 to 50 years after case closed, then Senior, Student or Veteran Pass Identification Card Transit office. Last Updated: March 2015 Page 10

12 Individuals in Customer name, address, postal code, telephone number, birth date, (school, where applicable) photo identification and proof of eligibility. To produce an identification card for reduced payment of fare tickets or passes. Authorized Transit staff, Auditors. Customers. 8) SERVICE BRAMPTON Service Brampton operates 24x7x365 to receive and manage citizen inquires for City of Brampton information, programs and services. The Contact Centre provides a variety of full service, after hours and daytime overflow call management, request processing and fulfillment activities in support of service delivery across all City departments. This Division includes Revenue Services which is comprised of Cashiering and Revenue Accounting. Individuals in Individuals in Customer Service Requests Call Centre. Name, address, address, phone number, postal code, enquiry or complaint. To respond to citizen enquiries and forward to the appropriate City department(s) for action. Authorized Call Centre staff and departmental staff, members of Council (specific to their ward). Public. Tax Roll Revenue Section office. Municipal Act, Assessment Act. Names, addresses, of property owners, tax amounts. To administer tax collection process Authorized Revenue Staff, internal/external auditors and regulatory agencies. City of Brampton property owners. 2 years, then records are transferred to PAMA archives. Local Improvement Roll Last Updated: March 2015 Page 11

13 Individuals in Individuals in Individuals in Revenue Section office. Local Improvement Act Names, addresses of property owners and amount of local improvement assessed to each property. To collect local improvement charges. Authorized Revenue Staff, internal/external auditors and regulatory agencies. Property owners who have been assessed a particular local improvement charge. 2 years, then records are transferred to PAMA archives. Revenue Collections Revenue Section office. Municipal Act, Assessment Act, Harmonized Sales Tax Act, Provincial Offences Act. Name, address, payment history. To administer receivables and collect payments for property tax, transit fares, subsidies, grants, trusts, permits, licensing, parking tickets, provincial offences court orders, and facility rental purposes. Authorized Revenue staff, internal/external auditors and regulatory agencies. Public. Property Tax Accounts (TXM Database) Network. Municipal Act, Assessment Act Name, address of tax account holder. Day to day administration of property tax accounts, including billing, payments, statements and delinquent accounts Authorized staff in Revenue, Cashiers, Call Centre and Collections. Property owners. Applications for Tax Relief Revenue Section Office. Last Updated: March 2015 Page 12

14 Individuals in Name, address, telephone number, financial status of persons requesting relief. To determine elibility for tax relief. Authorized Finance Staff, Auditor. Members of the public. CORPORATE SERVICES DEPARTMENT This department is primarily responsible for the provision of internal services to the Corporation. It includes the following divisions: Council and Administrative Services (City Clerk), Enforcement & By-law Services, Legal Services, Finance, Insurance and Risk Management, Treasury Services, Human Resources, and Information Technology. 1) COUNCIL AND ADMINISTRATIVE SERVICES DIVISION This Division provides the statutory duties of the municipal clerk, as well as duties under the Vital Statistics Act, Marriage Act, Accessibility for Ontarians with Disabilities Act; Municipal Freedom of Information and Protection of Privacy Act, Planning Act (Committee of Adjustment); conducts municipal elections, issues stationary business licenses; administers multilingual programs and is the Council Secretariat, Council Office, and Court Administration. Individuals in Business, Trades/Contractor and Lottery Licenses Council and Administrative Services (Clerk s Office). Municipal Act, Licensing By-laws. Owner/Licensee name, address, phone number, provincial business registration, police and credit checks (when applicable), residency status, photograph (when required), insurance certificate. To license Brampton businesses and individuals. Authorized Clerk s Licensing, Enforcement, Fire, Building and Prosecution staff, Peel Health staff, and Police. Business owners/licensees, operators, attendants, charities. Business, Trades/Contractor and Lottery Licenses (AMANDA Database) Network. Municipal Act, Licensing By-laws. Last Updated: March 2015 Page 13

15 Individuals in Individuals in Individuals in Owner/licensee name, address, phone number, provincial business registration, police and credit checks (when applicable), residency status, insurance certificate, photograph (when required). To license Brampton businesses and individuals. Authorized Clerk s Licensing, Enforcement, Fire, Building and Prosecution staff, Peel Health staff and Police. Business owners/licensees, operators, attendants, charities. Citizen Appointments Council and Administrative Services (Clerk s Office). Name, address, telephone number, address. To appoint citizens to various City Boards and Committees. Authorized Council and Administrative Services staff, members of Council. Citizens. Criminal Prosecution Notification (Marijuana Grow Operation) Council and Administrative Services (Clerk s Office). Municipal Act, Criminal Code. Name, address, phone number of accused. To inspect property that has been used as a marijuana grow operation. Authorized Council & Administratve, Building Division and Enforcement staff, Police. Property owner/tenant, complainant. 15 years, then Death Registration Register Council and Administrative Services (Clerk s Office), Excel Spread Sheet. Vital Statistics Act. Name, address, date of birth, date of death, cause and place of death, place of burial, cremation or disposition; name and address of informant. Last Updated: March 2015 Page 14

16 Individuals in To issue Burial Permits. Authorized Council and Administrative Services staff and the Office of the Registrar General of Ontario. Deceased persons, informants. 2 years after last administrative use, then records are transferred to PAMA archives. Individuals in Individuals in Birth Registration Register (up to March 31, 2009 when the Office of the Registrar General Assumed Responsibility of this Function) Council and Administrative Services (Clerk s Office), Excel Spread Sheet. Vital Statistics Act. Name, address, birth date of parents and child. To register the birth of a child born in the City of Brampton. Authorized City Clerk s Staff, Office of the Registrar General of Ontario. Parents, children. 2 years after last administrative use, then records are transferred to PAMA archives. Freedom of Information and Protection of Privacy Council and Administrative Services (Clerk s Office). Municipal Freedom of Information and Protection of Privacy Act. Name, address, phone number, address, photographs. To process access for information and personal information correction requests, as well as appeals filed with the Information and Privacy Commissioner of Ontario. Authorized Council and Administrative Services (Clerk s) and Legal staff as needed. Employees and Public. 5 years, then Significant reports are transferred to PAMA archives. Brampton Tribunal Hearings Council and Administrative Services (Clerk s Office). Municipal Act, City By-laws. Last Updated: March 2015 Page 15

17 Individuals in Name, address, phone number, criminal record, driver s licence (mobile licensing), photograph. To administer various by-law infraction appeals. Authorized Council and Administrative Services (Clerk s), Animal Services, Legal, Enforcement and Prosecution staff. Persons appealing a by-law or licensing decision. 6 years after payment made or case closed, then Individuals in Individuals in Marriage Licence Applications Council and Administrative Services (Clerk s Office). Marriage Act. Applicants name, address, birth date, place of birth, gender, marital status, religion, name and birth place of parents. To issue a marriage licence. Authorized Council and Administrative Services (Clerk s) staff, Office of the Registrar General of Ontario. Persons applying for a marriage licence. Marriage Application Register Council and Administrative Services (Clerk s Office), Excel Spreadsheet Marriage Act Applicants name, address, birth date, place of birth, general, marital status, religion, name and birth place of parents. Maintain register of all marriage licenses issued by the City. Authorized Council and Administrative Services (Clerk s) Staff, Public (within 3 months of a licence having been issued), Office of the Registrar General of Ontario. Persons applying for a Marriage Licence. 2 years after last administrative use, then records are transferred to PAMA archives. Provincial Offences Court Records Last Updated: March 2015 Page 16

18 Individuals in Provincial Offences Court Office. Municipal Act, Provincial Offences Act, Courts of Justice Act, Highway Traffic Act, City by-laws; Name, address, birth date, telephone number, driver s licence number, offence committed, witness names and addresses. To record court proceedings. Authorized Court Services staff, Legal, and Prosecution staff. Individual charged with an offence. 15 years, then Individuals in Individuals in Provincial Offences Act (ICON Database) Provincial System Network. Municipal Act, Provincial Offences Act, Courts of Justice Act, Highway Traffic Act, City By-laws Name, address, birth date, telephone number, driver s licence, offences committed, witness names and addresses, court findings, appeals. Tracks all provincial offences and disposition of same and payment of fines. Authorized Court Services staff, justices of the peace, legal, prosecutors, Ministry of the Attorney General staff. Individual charged with an offence. System purged by Province. Special Event Liquor Licence Permits Council and Administrative Services (Clerk s Office). Municipal Act, Liquor Licence Act; City Policy; Applicants; name, address, telephone number. To issue a permit for special events i.e. serving alcohol, charity event, casino, etc. Authorized Council and Administrative staff, regulatory agencies. Persons applying for a permit. Parking and Red Light Tickets Court Services office. Municipal Act, Provincial Offences Act, Highway Traffic Last Updated: March 2015 Page 17

19 Individuals in Act; City of Brampton Traffic By-law; Vehicle owner name, address, telephone number, driver licence and vehicle plate number. To process parking violations and red light infractions within the City of Brampton and Mississauga boundaries. Authorized Enforcement, Prosecution and Court Services staff; Ministry of Transportation. Vehicle Owner. 6 years after payment made or case closed, then Individuals in Individuals in Parking Tickets Cancelled Court Services office. Municipal Act, Provincial Offences Act, Highway Traffic Act, City of Brampton Traffic By-law; Vehicle owner name, address, telephone number, driver licence and vehicle plate number. To cancel parking violations. Authorized Enforcement, Prosecution and Court Services staff. Vehicle Owner. 2 years, then Parking Tickets (AUTOPROCESS - Database) Network Municipal Act, Provincial Offences Act, Highway Traffic Act, City of Brampton Traffic By-law. Name, address, telephone number, address, driver s licence, birth date, gender, offence Process parking violations, issue parking permits, process ticket payments Authorized Enforcement, Prosecution, Cashiers, Court Services staff, Call Centre staff (entering and viewing parking permits only). Vehicle Owner, Resident (Permit). 6 years payment made or case closed, then Vehicle Plate Denial Court Services office. Last Updated: March 2015 Page 18

20 Individuals in Individuals in Individuals in Provincial Offences Act. Name, address, date of birth, telephone number, driver s license and vehicle plate number, offence.- To process plate denials with the Ministry of Transportation for non-payment of fees owed. Authorized Court Services, Prosecutors, and Ministry of Transportation staff. Parking Offenders. 2 years, then Assessment Roll Council and Administrative Services (Clerk s Office). Assessment Act Names and addresses of property owners. Calculation of taxes; distribution lists. City staff, public. All property owners in the City of Brampton 2 years, then records are transferred to PAMA archives. List of Electors Council and Administrative Services (Clerk s Office). Municipal Elections Act. Names, addresses, birth date, school support, citizenship status of Brampton Municipal Electors. to create polling lists for the Municipal Election. Candidates, poll workers, City staff. All eligible electors in the City of Brampton. 6 years, then voter lists are transferred to PAMA archives. 2) ENFORCEMENT AND BY-LAW SERVICES DIVISION This Division is responsible for the administration, regulation, and enforcement of City By-laws including property, zoning, parking, signs, noise and disturbances, vehicles and bicycles, licence infractions and issuing of business vehicle licences and plates. The Division is comprised of: Administration, Parking, Licensing, and Property Standards By-law and Legislative Infractions, Complaints Enforcement office. Last Updated: March 2015 Page 19

21 Individuals in Municipal Act, Provincial Offences Act, Criminal Code, City By-laws. Name, address, telephone number, violation, officer notes, photographs, order to comply, complainant s name, address and telephone number; address. Investigate complaints; enforce municipal by-laws and legislation. Authorized Enforcement and Prosecution staff, Police and regulatory agencies. Public. 6 years after payment made or case closed, then Individuals in Individuals in By-law and Legislative Infractions, Complaints (AMANDA Database) Network. Municipal Act, Provincial Offences Act, Criminal Code, City By-laws. Name, address, telephone number, violation, officer notes, photographs, order to comply, complainant s name, address, telephone number, address. Investigate complaints, enforce municipal by-laws and legislation. Authorized Enforcement, Legal and Prosecution staff; Police and regulatory agencies. Public 6 years after payment made or case closed, then Parking Permits Enforcement office. Municipal Act, Traffic By-law; Vehicle owner s name, address, telephone number, licence number and vehicle plate number. Permission to temporarily park on a City street. Authorized Enforcement staff. Vehicle Owner. Business Vehicle Operator Plates and Licences Enforcement office. Municipal Act, City Licensing By-laws. Name of vehicle plate owners and licensed drivers, Last Updated: March 2015 Page 20

22 Individuals in Individuals in address, telephone number, driver abstract and licence, police check. To license operators of mobile businesses that include taxi, tow truck, limousine, driver education, refreshment vehicles and other mobile vehicles. Authorized Enforcement and Legal staff, police and regulatory agencies. Vehicle owners and operators. Business Vehicle Operator Plates and Licenses (AMANDA Database) Network Municipal Act, City Licensing By-laws. Name of vehicle plate owner and licensed drivers, address, telephone number, driver abstract and licence, police check To license operators of mobile businesses that include taxi, tow truck, limousine, driver education, refreshment vehicles and other mobile vehicles. Authorized Enforcement and Legal staff, police and regulatory agencies. Vehicle owners and operators. 3) LEGAL SERVICES DIVISION This Division is responsible for providing the full range of legal services to City Council, Committees and Departments, including civil litigation, general municipal, general corporate, real estate, environmental, planning and development, labour and employment law and by-law and Provincial Offences prosecutions. Legal Services are provided primarily by specialized in-house lawyers whose services are supplemented by outside legal counsel for specific purposes when required. Litigation Law Division office. Municipal Act, Civil Act, Insurance Act, Real Property Limitations Act, Registry Act, Land Titles Act, Expropriation Act, Planning Act. Name, address, telephone number. Litigate claims against the City; defend City s position at the Ontario Municipal Board. Authorized Legal, Risk Management and Provincial Offences Court staff. Last Updated: March 2015 Page 21

23 Individuals in Claimants, appellants. 2 years after issue is resolved and further appeal is barred. Precedent setting case files are transferred to PAMA archives. Prosecutions Law Division Prosecution Office. Municipal Act, Provincial Offences Act, City By-laws. Name, address, date of birth, telephone number, driver s licence number (when applicable), photographs and witness names, addresses, telephone number and witness statements. To administer legal proceedings under Part 1, 2, and 3 of the Provincial Offences Act. Authorized Court Services, Legal, Prosecutors, and Enforcement staff. Individuals in Accused Individuals and witnesses. 6 years after payment made or case closed, then Individuals in Individuals in Prosecution Tracking System (Database) Network. Municipal Act, Provincial Offences Act, City by-laws. Name, address, date of birth, telephone number, driver s licence number (where applicable), offence, witness name, address, telephone number and statements. To track prosecution requests Authorized Legal Services, Enforcement, Fire, Animal Services, Building and Zoning staff. Accused individuals and witnesses. 6 years after payment made or case closed, then Litigation Files Involving Claims Legal Services office. Municipal Act, Insurance Act. Name, address, details of litigation (where filed by individual name). Commence or defend claims against the City and/or City employees. Authorized legal staff, opposing counsel, court staff. Members of the general public and businesses filing Last Updated: March 2015 Page 22

24 Individuals in claims against the City. 2 years after issue is resolved and further appeal is barred. Precedent setting case files are transferred to PAMA archives. Human Rights Claims Legal Services office, Human Resources office. Municipal Act, Human Rights Code, City Policy. Name, address, of complainant and party complained about, subject of complaint. Defend complaints filed against the City and its employees. Authorized departmental and Legal Services staff, Human Rights Commission Employees, public. 5 years, then Significant reports are transferred to PAMA archives. 4) FINANCE DIVISION This division provides the highest standard of Finance services and leadership for the benefit of the City of Brampton. There are 3 sections within the Finance Division: Insurance & Risk Management, Treasury Services, and Financial Planning & Budgets. 5) INSURANCE & RISK MANAGEMENT This Department provides various levels of expertise from, insurance, risk management, and claims filed against the City. Individuals in Insurance Claims Risk Management office. Municipal Act, Insurance Act. Name, address, telephone number, witness(s), accident/incident reports; police, fire, ambulance report; vehicle driver s plate and licence; medical information, and photographs, gender. To administer claims filed against the City. Authorized Risk Management staff, internal/external auditors, legal staff and insurance adjusters. Individuals who have filed claims against the City. Variable, 6 to 50 years after case closed, then Last Updated: March 2015 Page 23

25 Individuals in Insurance Claims (RISK MASTER Database) Network Municipal Act, Insurance Act Name, address, telephone number, witness(s), accident/incident reports, police, fire, ambulance reports, vehicle driver s plate and licence, medical information, gender. To administer claims filed against the City of Brampton Authorized Risk Management staff, authorized audit and legal staff and insurance adjusters. Individuals who have filed claims against the City. 6 to 50 years after case closed, then confidentially destroyed. 6) TREASURY SERVICES This Division is comprised of, Accounting, Finance Business Systems, Payroll Services and Purchasing. Individuals in Accounting Records Accounting Office. Municipal Act, Fuel Tax Act, Harmonized Sales Tax Act. Name, address, telephone number, credit card number, banking information, credit checks (where applicable). To process financial transactions. Authorized Accounting and Management staff, Auditors, Financial Institution and regulatory agencies. Individuals doing business with the City, City Staff, members of Council. 6 to 7 years, then Expense Accounts Accounting Office Municipal Act, Income Tax Act. Employee and members of council name, address, telephone number, credit card statements, expenses or mileage claims and banking information. To reimburse staff and members of council for Last Updated: March 2015 Page 24

26 Individuals in Individuals in Individuals in travelling and business expenses incurred. Authorized Accounting and Management staff, Auditors. Employees and members of council. 7 years, then Payroll Records Payroll Office. Municipal Act, Income Tax Act, Employment Insurance Act, Pension Act, Collective Agreements. Employees and members of council name, address, telephone number, banking information, benefits, earnings, social insurance number; deductions may include union dues, garnishee, worker compensation payments, pension and income tax. To process payroll and T-4 summaries. Authorized Payroll, Human Resources and Management staff, Auditors and regulatory agencies. Employees, members of Council. 7years, then Purchasing Credit Card Accounting Office. Municipal Act, Customs Act, Harmonized Sales Tax Act. Employee name, number, City credit card number, banking information. To process payment of goods. Authorized Accounting and Management staff, Auditors, Financial Institution. Employees. 7 years, then 7) HUMAN RESOURCES DIVISION This Division is responsible for planning, developing and administering policies and programs in the area of staff recruitment, salary and benefits administration, employee and labour relations, employee health and safety and for the enhancement of organizational effectiveness through strategies for change supported by training and development. Five sections comprise this Division: Health, Safety and Wellness, Talent Management and Staffing, Client Services, Compensation and Benefits and Labour Relations. Last Updated: March 2015 Page 25

27 Individuals in Individuals in Individuals in Employee Claims Human Resources office. Name, address, telephone number, address, application or resume, education, employment history. For recruitment purposes. Authorized Human Resourses staff. Internal/external applicants seeking employment. 2 years, then Employee Claims Human Resources office. Municipal Act, Occupational Health & Safety Act, Workplace Safety and Insurance Board Act, Insurance Act and City Policy. Employee name, address, telephone number, work location, incident, doctor s notes and functional abilities. Process short and long term disability claims, WSIB claims and provide workplace accommodations. Authorized Health, Safety and Wellness staff, Legal staff (as required), Insurance Provider and WSIB staff. Employees. Variable from 49 to 79 years upon employment termination, then Employee File of Record Human Resources office. Name, address, social insurance and health card number, sex, telephone number, benefits, credit record (job specific), date of birth, disciplinary and commendation letters, driver's licence/operator permit (where applicable), education, employee identification card, employee number, employment history, job application/resume, marital status, pension and beneficiaries, pay rate, training, performance and appraisal report (where applicable). To administer employee work history, benefits, and training courses. Authorized Human Resources staff, Managers, Supervisors, Auditor and regulatory agencies. City of Brampton staff. Last Updated: March 2015 Page 26

28 Individuals in Individuals in Variable from 20 to 75 years upon termination, then Employee Files All Departments - Office of Supervisor, Manager, Director, Commissioner Municipal Act Employee Files are also maintained by Supervisors, Managers, Directors and Commissioners in the City departments. They may contain copies of documents contained in the Employee File of Record above. They may also contain notes of meetings between the employee and his/her supervisor; disciplinary notes/letters, vacation requests, performance management agreements, etc. To manage staff within each department. Supervisors, Managers, Directors, Commissioners, authorized HR staff. City of Brampton staff. Upon termination, duplicates of Employee File of Record are confidentially destroyed; remainder transferred to Employee File of Record in Human Resouces. Disposal varies from 20 to 75 years after termination and then Grievances/Arbitration Human Resources office, Legal Services office. Municipal Act, Collective Agreements. Employee name and number, grievance issues, orders and decisions. To process union grievances. Authorized Labour Relations staff, Arbitrators, Legal Counsel, Ontario Grievance Board. Employees. 10 years, then Job Evaluations Human Resources office. Name, work location, title, telephone number, job information questionnaire, scoring To determine appropriate job grade Last Updated: March 2015 Page 27

29 Individuals in Individuals in Authorized Human Resourses staff, Job Evaluation Committee members. Employees. Variable 20 to 75 years after termination, then destroyed. Human Rights Cases Human Resources office. Municipal Act, Human Rights Code. Employee name, address work location, public complaint and decision order. To investigate complaints or issues made under the Human Rights Code. Authorized Human Resources and Legal staff, Human Rights Commission staff. Employees and Claimants. 5 years, then Significant reports are transferred to PAMA archives. Individuals in Employee Medical Records Human Resources office. Municipal Act, Occupational Health and Safety Act, Workplace Safety and Insurance Board Act, Insurance Act and City Policy, Personal Health Information Protection Act, Regulated Health Professionals Act. Employee s name, address, telephone number, work location, health card and medical information. Process medical claims and provide workplace accommodation and attendance management. Authorized Occupational Health staff and Physician, and WSIB staff. Employees. Variable from 49 to 79 years upon employment termination, then Pay Equity Human Resources office. Municipal Act, Pay Equity Act. Employee s name, position title, telephone number, work location and pay rate. To administer equal opportunity, equity and fair wage Last Updated: March 2015 Page 28

30 Individuals in Individuals in issues. Authorized Human Resources staff and Legal staff as required. Employees. 5 years, then Significant reports are transferred to PAMA archives. Recruitment Human Resources office. Name, address, telephone number, application or resume, education, employment history, reference and criminal check, credit check (when required) and driver s abstract (when applicable). For recruitment purposes. Authorized Human Resources and Management staff. Internal/external applicants seeking employment through the competition process 2 years, then Individuals in Workplace Harassment Human Resources office. Municipal Act, Human Rights Act. Employee and complainant s name, address, work location, complaint and decision order. To investigate workplace harrassment complaints and resolve issues. Authorized Human Resources and management staff, legal staff as required. Employees. 5 years, then Significant reports are transferred to PAMA archives. Occupational, Health & Safety Investigations Human Resources office. Occupational Health and Safety Act, Joint Health & Safety Committee Terms of Reference Employee name, work location, occupation, address and telephone number, employee number. To notify Ontario Ministry of Labour (when required) and Joint Health & Safety Committee, to identify root Last Updated: March 2015 Page 29

31 Individuals in Individuals in causes and corrective actions to ensure safety of the employees Authorized Human Resources staff, Joint Health & Safety Committee and management. Employees. Variable, 8 to 40 years after resolution of issue, assessment, or investigation, then confidentially destroyed. Employee Records (PEOPLESOFT Database) Network Employee name,employee number, address, telephone number, dependants, position, marital status, birth date, job status, salary range and salary status, benefits. (Mayor and Councillors also included). To administer the City s recruitment process, time and attendance, salary administration, benefits and payroll administration Authorized Human Resources, Payroll and Departmental Staff. Employees and members of Council. 20 to 75 years upon termination, then confidentially destroyed. 8) INFORMATION TECHNOLOGY DIVISION This Division is the service provider for the City s information technology infrastructure including all computer hardware and software solutions and administration of information security access. This Division is comprised of: IT Architecture & Planning, IT Client Relations & Services, IT Infrastructure Operations, and IT Solutions Delivery. Individuals in Security Access Information Technology office. Name, address, phone number, work location, access codes and permissions. To maintain security access within computer applications. Authorized Information Technology staff and departmental staff. Employees. Last Updated: March 2015 Page 30

32 CHIEF OPERATING OFFICER The Office of the Chief Operating Officer supports the CAO and Executive Leadership Team in the planning, delivery and management of City-wide services and initiatives. This Department is responsible for Strategic Communications, Strategic and Enterprise Services, Community Engagement and Economic Development and Tourism 1) STRATEGIC COMMUNICATIONS DIVISION This Division provides external communications (print, electronic and video) including advertising, marketing, publications and media materials as well as planning and execution of corporate events and protocol functions. Individuals in Image/Recording Release Communications office. Municipal Act, Copyright Act. Name, address, telephone number, age, parent/guardian signature, photograph, video, audio. To obtain permission from individuals to include their photograph or voice in City of Brampton publications or video releases. Authorized Communications staff. Public. 2 years, subject to archival selection. PLANNING & INFRASTRUCTURE SERVICES This Department is responsible for land development approval process from the planning of raw land through the processing of development applications and building permit issuance to final building inspections; allocation of open space, community and park designs; preparing of Official Plan and Official Plan amendments, secondary plans and Zoning By-laws. The Department comprises the following divisions Engineering & Development Services, Office of the Chief Planning Officer, and Planning and Building. 1) ENGINEERING & DEVELOPMENT SERVICES DIVISION This Division processes a wide variety of development applications, including Official Plan amendments, Zoning By-law amendments, draft plans of subdivision, draft plans of condominium, part lot control, site plan approvals, commenting on minor Last Updated: March 2015 Page 31

33 variance applications and consents to sever in accordance with the requirements of the Planning Act. There are 3 sections: Development Approvals, Site Plan Approvals and Committee of Adjustment/Information Services. Individuals in Public Information Sessions Planning and Development office. Municipal Act, Planning Act, Building Code. Name, address, phone number, address. To obtain public opinion on building, zoning and land development. Authorized Planning, Building, Council & Administrative Services (Clerk s) and Works & Transportation staff, property owners and regulatory agencies. Public. 5 years, then 2) OFFICE OF THE CHIEF PLANNING OFFICER Consists of Engineering & Construction, Fleet Services, Administration, Operations, and Business Services. 3) ENGINEERING & CONSTRUCTION Engineering and Construction delivers road infrastructure projects and oversees construction supervision of new developments. Individuals in Public Information Sessions Works & Transportation office. Municipal Act, Planning Act, Building Code. Name, address, phone number, address. To obtain public opinion on building, zoning and land development. Authorized Planning, Building, Council & Administrative Services and Works & Transportation staff, and regulatory agencies. Public. 5 years, then Last Updated: March 2015 Page 32

34 4) FLEET SERVICES The Fleet Services Division is responsible for the provision of support vehicles and equipment for all City Departments, excluding Fire Services and Brampton Transit. The Division also oversees the training of fleet operators, maintenance and repair of vehicles and equipment. Individuals in Equipment/Vehicle Incident/Accident Reports Fleet Services office. Name, address, driver licence and plate number (when applicable), witness(s) name and address, incident description. To record incidents that may result in a claim against the City. Authorized Fleet, Risk Management, and Legal staff. Employees and Public. Variable 6 to 50 years after case closed, then Individuals in Operator/Driver Training Records Fleet Services office. Name, address, driver licence number, driver abstract, training courses. To provide training courses to drivers, issue an operator permit and monitor licencing requirements. Authorized Fleet administration staff. Employees. 20 to 75 years, then 5) ADMINISTRATION: Consists of Animal Services, Urban Forestry & Horticulture Administration, Operations Planning & Contract, Parks Maintenance Administration, and Administration. Animal Care Last Updated: March 2015 Page 33

35 Individuals in Individuals in Individuals in Animal Services Office. Municipal Act, City By-laws. Owner and animal name, address, telephone number, licence number, animal medical or death record. Adoptions, medical care to abandoned animals and euthanasia. Authorized Animal Services staff, Peel Health staff and regulatory agencies. Animal owner. Animal Control Infractions Animal Services Office. Municipal Act, Dog Owners Liability Act, Protection of Livestock & Poultry from Dogs Act, City By-laws. Owner, animal and witness name, address, telephone number, photographs and animal medical record, complaints. Investigate incidents. Authorized Animal Services, Enforcement, Legal, Prosecution, Council and Administration, Peel Health staff and Police Animal owner, witnesses, complainants. 6 years after payment made or case closed, then Animal Incidents Animal Services office. Municipal Act, City By-laws. Owner and animal name, address, telephone number. Investigate complaints or non-issue incidents. Authorized Animal Services and Enforcement staff and regulatory agencies. Animal owner, complainants. Animal Licencing Animal Services office. Municipal Act, City By-laws. Owner and animal name, address, telephone number and animal medical record. Dog and cat licensing. Last Updated: March 2015 Page 34

36 Individuals in Individuals in Individuals in Authorized Animal Services and Peel Health staff, Legal staff. Animal owner. 15 years, then Animal Treatment and Adoption Records (CHAMELION Database) Network. Municipal Act, City By-laws, Dog Owner s Liability Act. Name, address, telephone number of owners, prospective owners, complainants. to facilitate care and treatment of animals in the shelter and adoption process. Authorized Animal Services Staff, SPCA, City legal staff. Members of the Public, prospective owners. Cemetery Records (CEM Database) Network. Municipal Act, Cemeteries Act. Deceased and family members name, address, phone number; deceased cause of death, date of birth and death; payment information. To administer cemetery plot ownership, burial permits, purchase markers and monuments and retain ancestry records. Authorized Cemetery staff, Council and Administration and Finance Staff. Deceased and family members (informants) of deceased. 1 year, then records are transferred to PAMA archives. Cemetery Records Cemeteries. Municipal Act, Cemeteries Act. Deceased and family members name, address, phone number; deceased cause of death; birth and death date; cheque, cash, debit or credit card payment information. To administer cemetery plot ownership, burial permits, purchase markers and monuments and retain ancestry records. Authorized Cemetery staff, Council and Administration Last Updated: March 2015 Page 35

37 Individuals in Individuals in and Finance staff. Deceased and family members (informants) of deceased. 1 year, then records are transferred to PAMA archives. Service Requests Parks Operations office. Name, address, phone number, address. To record complaints or service requests and assign work orders. Authorized Parks and Maintenance staff, claims, and auditors. Public. 6) PLANNING & BUILDING DIVISION Individuals in Permit Issuance, Inspection, Order Tracking, Prosecutions, Compliance Requests and Zoning Infraction Notices (AMANDA Database) Network. Ontario Building Code, Municipal Act, Building By-law, Zoning By-law, Provincial Offences Act names, addresses, telephone number, address. to track all processes/work flows involved in the enforcement of the Ontario Building Code (permit issuance, inspections, order tracking, prosecutions); also tracking mobile sign permits, pool enclosure permits, compliance letter requests and zoning infraction notices. Authorized staff in the Building Division; Municipal Assessment Corporation; name and address also sent to Statistics Canada. Property owners, permit holders. 6 years after payment made or case closed, then Application for Snow Removal Financial Assistance Works and Transportation office. Last Updated: March 2015 Page 36