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Privacy Impact Assessment Summary for ccmMercury

As per the Treasury Board of Canada Secretariat Directive on Privacy Impact Assessments (Section 6.3, F), the Canada Border Services Agency (CBSA) is posting a summary of the Privacy Impact Assessment conducted on the ccmMercury system.

ccmMercury

ccmMercury is used to track all Ministerial and Executive correspondence, including constituency correspondence that is not processed in the Agency and is usually returned to the author or the Minister of Public Safety Canada, Citizenship and Immigration or related government department offices.  The individuals who sent the correspondence requesting assistance, regarding different subjects, will receive a response from the Minister/President or a letter informing them that their request has been sent to the appropriate government institution.

ccmMercury takes full advantage of existing correspondence control processes. The ccmMercury offers a full electronic document management solution, including routing/task, performance management, and business process solutions.

Getting the Right Information at the Right Time

Generally, personal information in the form of a letter or email is collected directly from the individual concerned. There are occasions when indirect collection occurs; examples of indirect collection of personal information are:

• Correspondence from a solicitor on behalf of a client.
• Correspondence from a parent, grandparent or guardian on behalf of a child or grandchild (for example requesting travel history)
• Correspondence from a Member of Parliament on behalf of a constituent.

Protecting Personal Privacy

The CSBA equally respects the fundamental right to privacy and is vigilant in ensuring that the proper privacy safeguards are in place.

A Privacy Impact Assessment (PIA) was undertaken on the ccmMercury Ministerial/Executive Correspondence System to ensure privacy issues were identified and resolved or mitigated.  The PIA was submitted to the Office of the Privacy Commissioner in January, 2012.  The CBSA will submit PIA updates when there are major changes to the ccmMercury system or when new developments occur that may impact privacy rights.

All Ministerial/Executive correspondenceis stored within the ccmMercury system, which is developed and maintained by the CBSA, and housed in Canada, with internal security access controls.