Privacy Notice

The Privacy Act governs the collection and use of personal information and how it is protected by the Canada Council for the Arts. As described by the Act, ‘personal information’ means any information about an identifiable individual. This notice does not apply to Canada Council employees’ personal information.

This Privacy Notice describes the Canada Council’s privacy practices as they relate to personal information and applies to:

• all information requested, collected and retained with your knowledge and consent to further the purpose of Canada Council services, programs and activities;
• the Canada Council for the Arts corporate website (canadacouncil.ca);
• each of the Canada Council’s affiliated sites (publiclendingright.ca, ccunesco.ca, artbank.ca); and
• the online application portal.

Your personal information is collected and administered in keeping with the following:

• section 8 of the Canada Council for the Arts Act;
• the Privacy Act;
• the Privacy Regulations;
• sections 4.4, 5 and 9 of the Employment Equity Act;
• section 16 of the Canadian Human Rights Act;
• Treasury Board Secretariat policies, directives and guidelines on the protection of personal information and information management; and
• the Canada Council’s retention and disposition schedules.

The Canada Council for the Arts reserves the right to modify this notice at any time. An updated Privacy Notice will supersede earlier versions and will also apply to personal information previously provided to the Council.

When possible, the Canada Council will collect personal information for administrative purposes directly from you, unless otherwise required or pursuant to the Privacy Act. The nature of the information collected will depend on your relationship with the Canada Council. Any personal information shall be used for business purposes or for a purpose consistent with the original collection. No personal information shall be collected unless it relates directly to the operating programs, services or activities of the Canada Council.

Most of the personal information we process is provided directly by you for one of the following reasons:

• when you apply to the Council under a program or an activity, or provide us with information as an applicant;
• when you create an account using the online application portal;
• when you apply for a job or a position on one of our committees, commissions (PLR, CCUNESCO), or advisory groups;
• when you complete the voluntary self-identification form;
• when you make an enquiry or provide public feedback;
• when you subscribe to our mailing list;
• when you participate in a survey or research project;
• when you donate to the Canada Council for the Arts;
• when you access the Canada Council websites; or
• when you respond to a Request for Proposal (RFP), Request for Quote (RFQ) or contracting services.

We may receive personal information indirectly, when…

• an applicant refers to you in their application;
• an employee provides your contact details as an emergency contact;
• you are nominated for a prize; or
• a partnership program with arts and cultural funding agencies, is created through CCUNESCO network initiatives, or with Canadian government institutions.

1. Access or corrections to your personal information

The Privacy Act provides people with the general right to access information that is held about them by the Council. To access your personal information in accordance with the Act address your request to the Access to Information and Privacy (ATIP) Coordinator.

To correct or add to your personal information that we maintain, you can log into the online application portal, update your email subscription preferences by following the link at the bottom of our branded emails or submit a completed Record Correction Request Form with the ATIP Coordinator, who will address your concerns. All corrections and notations are made in accordance with the Directive on Personal Information Requests and Correction of Personal Information.

The Canada Council may correct contact information that contains typing errors in the following fields: address, city, or province. This is to ensure that the Canada Council is able to contact you and that its statistical reports reflect accurate information. 

Requests, questions, comments, concerns or complaints you may have regarding the administration of the Privacy Act and this Privacy Notice can be directed to:

If you are not satisfied with the Canada Council’s response to your privacy concern, you may contact the Office of the Privacy Commissioner by telephone:

Toll-free: 1-800-282-1376
Local (NCR) phone: 819-994-5444

For people who are Deaf, hard of hearing, or TTY users, please use your preferred MRS (Message Relay Service) or IP service to contact us.

2. How we use your information

2.1 When you apply with the Canada Council under a program or activity, or provide us with information as an applicant

The application, forms, final reports or any other required documentation submitted under a program are used to:

• review, assess and make recommendations on your application and required documentation in the assessment process;
• confirm funding sources with other Canadian arts funders, including federal, provincial or municipal government institutions;
• disclose information consistent with that program’s guideline to appropriate employees or where the Canada Council has established a partnership program;
• support equal access to resources, opportunities or benefits through diverse and accessible programs using specific measures to ensure fairness;
• collect additional information, including banking information, social insurance number (SIN), when you receive or qualify for funding for a:
• program;
• prize; or
• PLR payment.
• contact you concerning your application and results, and any events, information sessions or opportunities associated with your applicant profile;
• identify potential prize eligibility:
• from funded applicants to the Council’s programs; or
• from forms submitted by third parties under a Canada Council program.
• proactively disclose recipients and publish information about the funding distributed;
• serve as an additional pool of potential peer assessors;
• provide authorized employees with access to perform business, technical or professional activities in fulfilment of the Council’s mandate;
• plan, measure, evaluate, monitor, review and audit programs, or conduct research about the Council’s activities and impact; or
• invite you to participate in surveys or other research activities.

Types of personal information and retention: Personal Information Banks CC PPU 130; CC ART 020; CC PPU 115: CC ART 201; CC ART 202; CC PPU 203; CC PPU 204

2.2 When you create an account using the online portal

The account you create:

• is password protected and provides access to the portal and your protected content;
• enables you to register a profile and upload your résumé or curriculum vitae;
• validated by program staff against the profile’s eligibility criteria before you can apply to program components;
• allows program staff to contact you concerning your profile validation; and
• is used to create a unique contact identification number linked to your application history and contact information.

Types of personal information and retention: Personal Information Banks CC PPU 130; CC ART 020; CC PPU 115: CC ART 201; CC ART 202; CC PPU 203; CC PPU 204

2.3 When you apply for a position, or are nominated to one of our committees (such as the peer assessment committee), commissions (PLR, CCUNESCO), or advisory groups

Information you provide is used to:

• assess your qualifications and areas of knowledge;
• make a decision on whom to appoint to a position;
• invite you to join a committee, commission, or advisory group; or
• send informative emails about your registered profile, or related programs or activities.

For positions at the Council, we may ask you to:

• complete tests or occupational personality profile questionnaires;
• attend an interview; or
• complete a combination of these, and we may take interview notes.

Information may be shared with:

• our selection committee;
• third parties involved in the recruitment process; or
• a recruitment online application processor (see the service provider’s privacy notice for safeguards: Indeed).

Self-identification information is used for employment equity purposes, to report workforce representation when someone is applying for a position and to fill dedicated positions.

Types of personal information and retention: Personal Information Banks PRN 942; PRN 919; Personal Information Banks CC PPU 204

2.4 When you complete the voluntary self-identification information form

Applicants, nominees, individuals accepting a prize, peer assessment committee participants, and members of Commissions, committees or advisory groups are invited to complete this form.

• Authorized employees analyze the data contained therein to assess whether our programs and services are reaching a diverse range of Canadians.
• Disclosure controls will be applied.
• The information entered on the form is not used to assess your application and will remain private.

Types of personal information and retention: Personal Information Bank CC PPU 203

2.5 When you make an enquiry or provide public feedback

We use the information you provide to consider and respond to your comments, suggestions, compliments, complaints or query, as well as for auditing purposes.

Types of personal information and retention: Personal Information Bank PRN 938

2.6 When you subscribe to our mailing list

With your consent, we use your contact information to communicate with you about Canada Council activities, programs, initiatives, conferences, summits, achievements, corporate information, or job postings.

To opt out of mailing list emails or to update your subscription preferences, use the links found at the bottom of any branded email you receive from us.

Alternatively, you can unsubscribe by contacting distribution@canadacouncil.ca.

Note that:

• You cannot opt out of emails from the portal or other program account or emails that are personally addressed to you from a Council employee.  
• If you are registered under a Council program or activity, you cannot opt out of messages related to your account, and you may receive customer satisfaction- or other research-related requests. You may continue to receive these emails as long as your account is active.

For more information on mailing lists, visit our page on Canada’s Anti-Spam Legislation.

Types of personal information and retention: Personal Information Bank PRN 938

2.7 When you participate in a survey or research project

With your consent, survey information can be collected using the contact information provided. Please note that:

• surveys managed directly by the Canada Council may use third-party software, like Checkbox. We recommend that you review the Privacy Policy of the service provider;
• surveys may be undertaken by third-party service providers on our behalf;
• third-party services must sign a contract respecting the Privacy Act, confidentiality and restrict use of the data collected;
• completed surveys are processed for purposes of informing our policies or other work in the subject area of the request for views;
• you may also be contacted for other types of primary data collection (i.e., focus groups or interviews);
• we may publish a summary of the responses; and
• in some instances, the responses themselves may be published without personal information.

Types of personal information and retention: Personal Information Bank PRN 938

2.8 When you contribute to the Canada Council for the Arts

When you make donations to the Council through direct gifts, bequests, life insurance policies, and gifts in kind, your personal information may be used with your consent for the following:

• recognition for your contributions through communications including invitations to award ceremonies;
• the Council’s annual report;
• the Council’s website;
• news releases; and
• social media campaigns that promote awards.

Types of personal information and retention: Personal Information Bank CC ART 202

2.9 When you access the Canada Council websites

See the Canada Council Website Terms and Conditions

2.10 When you respond to an RFP or an RFQ or a request for contracting services

We collect your personal information when contracting to:

• enable us to evaluate tenders and make a decision;
• contact you about your proposal or contract; and
• assure contractual obligations are fulfilled.

The Canada Council may rely on third-party service providers to supply services that require the service provider to collect, create, use, disclose or store personal information on behalf of the Canada Council. Personal information may be shared with contractors to provide limited services to the Canada Council.

Contractors are not authorized to use your information for any purpose other than delivering the services that have been requested by the Canada Council, in accordance with the Council’s instructions and authorization. Violations of the contractual agreement may result in termination of the contract.

Types of personal information and retention: Personal Information Bank PSU 912

3. We use your personal information to meet the Canada Council’s obligations to:

• enhance transparency and oversight of and accountability for public resources through routinely publishing data for public reference: Corporate Reports, performance measurement, and Canadian Arts Data;
• proactively disclose financial and human resources-related information to strengthen transparency and oversight of public resources. For a description of these disclosures, visit the following Web pages:
• Grant and Prize Recipients,
• Peer Assessment Committee Members,
• Completed access to information requests,
• Disclosure of Contracts;

• plan, evaluate and review programs, in audits, and for generating statistics for those activities: statistical reporting, studies, and issue and trend analysis, determination of strategic funds, and one-time and recurring initiatives and priorities; and
• comply with applicable laws or regulatory requirements, search warrants, subpoenas or court orders, and investigate unauthorized attempts to access, alter or delete data, the spreading of viruses and other illegal intrusions.

Note that the Council may share your information with the Canada Revenue Agency (CRA) for the administration of the Income Tax Act.

Types of personal information and retention:

Personal Information Banks PSU 931; PSU 932; PSU 912

4. We disclose your personal information under the following conditions:

Please note that, subject to any applicable exemptions in the Access to Information Act or the Privacy Act, information in your application (including support material or confidential information concerning another party) may be disclosed in response to a request for access. If you consider certain portions of your completed application to be confidential, clearly identify the material considered confidential in writing. Information you have identified as confidential may not be considered confidential under the requirements of the Access to Information Act and may still be subject to release upon request under that Act.

When disclosing personal information, any disclosure will be made in accordance with this Privacy Notice and the Privacy Act. The Canada Council may use the information you provide for policy analysis, research and/or evaluation activities. Disclosure controls will be applied to those activities.

We do not sell personal information about you to anyone.

Information Sharing Initiatives

To achieve its objectives, the Canada Council may, at times, share information you give us to coordinate programs with other government or funding bodies, to assist with research, reporting, program planning and evaluation, or to provide networking or economic opportunities. (Canada Council for the Arts Act, subsection 8(1)(a)).

Acting to protect privacy, the Canada Council requires written contracts or agreements with third parties that perform services on behalf of the Council or to assist the Council with its programs. These documents address access control, securing data, limitation to its use and retention practices when personal information is to be shared. The Canada Council gives a limited amount of information—only as necessary—to a service provider to fulfil a contract, agreement or partnership. Service providers in Canada or other jurisdictions or countries may disclose information in response to valid demands or requests from governments, regulators, courts and law enforcement authorities in those jurisdictions or countries.

In general, personal information may be shared with a federal, provincial or territorial government, municipal governments, partners, authorized third-party service providers, and specifically with those institutions that have a relation to the arts and culture, like:

5. Consent

What happens if you refuse to provide your information?

The Canada Council collects your personal information in the ways described in this Privacy Notice and throughout the collection process. If you choose not to provide your information to us, we may not be able to:

• assess your application or nomination, deeming it ineligible;
• respond to your request; or
• award funding.

Without your consent to collect, use and disclose your personal information, the Canada Council is unable to provide you with information or services.

By choosing to provide the Canada Council with personal information or by using this website, you are consenting to the collection, use, disclosure, retention, management and processing of your personal information for the purposes explained during the application process for a program or as explained in this Privacy Notice. Please ensure that any information that you provide is true, accurate and complete.

Wherever possible, we seek a person’s consent before we collect their personal information. The form of a person’s consent may vary depending on the circumstances and the type of information being requested. Consent can be expressed or implied, and can be provided directly by the individual or by an authorized representative.

We will not use your personal information without your consent, unless it is either:

• for the same purpose for which the information was originally collected or compiled;
• consistent with that purpose; or
• for a purpose that may be disclosed under section 8(2) of the Privacy Act.

5.1 Can you rescind your consent?

The Council will assess all requests to rescind consent in light of the circumstances. Some of the factors and criteria that will be considered include, but are not necessarily limited to:

• concerns regarding the safety or reputation of an individual or other harm done to that individual that may result from having given consent;
• a change having occurred to the context in which consent was provided;
• the personal information covered by the consent no longer reflects the individual’s situation;
• public interest; and
• whether the objectives of the Council’s programs and activities would be best achieved if the consent were to be rescinded.

6. How do we protect your personal information

The Canada Council uses well-established technology to protect the security of your online personal information and your personal content through appropriate administrative, technical and physical security measures and safeguards. The Canada Council follows industry best practices to make sure information is not lost, misused, or inappropriately accessed, disclosed, altered or destroyed.

The level of safeguards used to protect personal information will depend on:

• the sensitivity of the personal information;
• the amount, distribution and format of the information; and
• the method of storage.

The Canada Council follows the Policy on Government Security and any other federal direction or guidance on information technology security.

The Canada Council’s methods of protection include:

• employee training on privacy and the protection of personal information;
• access to information granted on a “need-to-know” basis;
• technical measures such as passwords, audit trails, encryption, firewalls and other technical security safeguards;
• online portal encryption using secure socket layer technology (an SSL certificate), protecting passwords and profile information. Users should look for this cue when entering sensitive personal information;
• physical measures such as locked filing cabinets, restricted access to our offices and other areas where personal information is stored;
• all peer committee members being advised of the Council’s expectations for confidentiality and signing a non-disclosure form;
• employees being required to sign non-disclosure forms; and
• all individuals or organizations hired under contract or other means to conduct business on behalf of the Canada Council being required to respect the provisions of the Privacy Act, as well as this Privacy Notice and related internal policies.

Please note that your personal information may be shared with appropriate law enforcement authorities if suspected criminal activities are detected.

While we are committed to maintaining the security of your information, you play an important role in helping us meet that obligation. Never reveal your username, password or authentication question to anyone.

Monitoring and evaluation

Measuring compliance with this Privacy Notice is part of the Canada Council’s internal reviews.

Privacy breach

A privacy breach occurs when personal information is compromised through one of the following ways: unauthorized access (loss of confidentiality), unauthorized modification (loss of integrity), unauthorized use (loss of integrity) or unauthorized destruction (loss of availability). This may be result of theft, loss of information or data storage equipment, improper or unauthorized collection, use, disclosure, accessing, storage or disposal of information, including misdirected correspondence. When the Canada Council discovers or is made aware of a breach, immediate action is taken in compliance with the Government of Canada’s Directive on Privacy Practices and the Guidelines for Privacy Breaches.

7. Retention and destruction of your personal information

Personal information is retained in accordance with federal legislative requirements, such as the Library and Archives of Canada Act (subsection 7(d) and section 12) and the Privacy Act (section 6), as well as the Privacy Regulations (section 4). Following the recommended timeframe, the information is disposed of in accordance with the Library and Archives Act (sections 9 and 12).

The Canada Council’s retention and disposition guidelines are intended to ensure that records are available for decision-making and are then either stored for historical purposes or disposed of after legal and operational obligations have been met. The retention, disposition and destruction of personal information is made in accordance with the Government of Canada’s Directive on Privacy Practices.