Privacy Management & Accountability
E-Newsletter
Access past editions of our newsletter focused on privacy management for local government. Explore a treasure trove of information covering topics like FOIPPA compliance, training, privacy management checklists, and more.
March 15, 2023
The new BC Privacy FOIPPA Directive came into effect on February 1st, 2023. It's easy to feel confused about what it takes to be compliant but we're here to help!
Compliance & Capacity Building
Convert paper-based forms to Digital SmartForms
Are you tired of handling paper-based and fillable PDF forms? Do you want to take a proactive step towards privacy and FOIPPA compliance? Well, look no further! Converting these forms to Digital SmartForms is the way to go! Not only does it reduce the risk of exposure or loss of sensitive personal information, but it also simplifies records management.
No more shuffling through stacks of papers and trying to interpret handwriting. Eliminate the risk of accidentally leaving a paper-based form on the counter and potentially exposing a resident’s personal information. When you use Digital SmartForms, all information is securely stored, making it the ultimate preventative measure for privacy breaches.
Digital SmartForms also allow for more control over who has access to sensitive information. You can restrict access to only those who need it. It's like having your own digital bouncer!
Additional SmartForm Benefits & Features:
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All data is hosted & managed in Canada on FOIPPA-compliant software provided by The W Group.
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Keep records of data collection and flow for future audits or inquiries.
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A mobile-first design supports increasing demand for on-the-go submissions.
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Never again need to interpret handwriting, missed, or invalid answers.
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Send email reminders to get forms back fast.
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Automate and refine workflows.
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Manage any kind of interactive data exchange.
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Increase accuracy, ease data entry costs and delays, and improve user experience.
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Say goodbye to the hassle of paper-based forms and hello to the convenience and privacy security of Digital SmartForms!
Attention Privacy Leaders:
Keep your team up-to-date and compliant
Don't let your staff fall behind on the latest privacy regulations! The W Group's online privacy training makes it super easy to keep your team up-to-date and compliant.
With our E-Learning courses, your staff can complete their privacy training from anywhere, at any time. Plus, we'll manage invitations and reminders to ensure everyone completes their training within the allotted time.
If you need proof of training compliance, we can provide clear evidence through our reporting system. You can rest easy knowing that your team is trained and ready for any potential audits. Browse our on-demand privacy courses, or reach out to discuss custom training.
Privacy Management & Accountability
You can rely on The W Group!
Our team is here to be your sounding board, providing support and guidance whenever you run into barriers or challenges.
The W Group is helping local governments create Privacy Management and Accountability Programs that protect against data privacy risks by collecting, managing, and processing data in compliance with FOIPPA regulations.
We can support you in the following aspects of privacy management:
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Assessment: Conduct an organizational review to see what needs to be addressed for your municipality to become privacy compliant.
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Awareness: Release promotional material about privacy policies and protocols.
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Training: Start with Senior Management, Managers/Supervisors and then follow with Staff to best gain buy-in support.
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Compliance: Ensure a FOIPPA Compliance Statement is on every form and survey.
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Maintenance: Refresh awareness and reinforce behaviour by using events, quizzes and contests.
With The W Group by your side, you can rest assured that you're not alone in this crucial endeavour. Ensure that you are compliant with regulations and protect your residents' sensitive information. Contact us today to learn more about how we can help you create a robust and effective Privacy Management and Accountability Program.
January 31, 2023
The new BC Privacy FOIPPA Directive has come into effect (February 1st, 2023). Let's dive into privacy-related training this month! Learn more about The W Group's privacy resources and find out how we can help you get staff up to speed on all things privacy.
Setting the Stage for Your Team
To ensure a successful privacy program launch, we recommend beginning with senior management. Two quick steps in the process:
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All senior management complete the base Privacy Awareness course.
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A touch base between senior management and The W Group to address outstanding questions or concerns.
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Engaging senior management first will inspire them to motivate middle managers and supervisors. This will better equip managers with the necessary knowledge and ability to answer questions from their staff about privacy compliance.
We've Got You Covered
A well-implemented privacy program is a valuable asset for any municipality or regional district. Residents' trust is partially based on how well their personal information is managed. Even a small breach or leak, such as a registration form left on a facility's counter, can lead to frustration and a loss of trust among residents.
The W Group is helping local governments create privacy programs that protect against data privacy risks by collecting, managing, and processing data in compliance with FOIPPA regulations.
We offer privacy program support in the following areas:
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Material & Process Review: The W Group can complete a material review of your municipality’s existing resources (i.e. website, forms, storage, privacy policy) in order to determine the full scope of privacy compliance requirements.
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FOIPPA Statements: We can provide templated statements to be used on all forms, subscriptions, applications, etc. and recommend where on each form the statement is most effective. We can provide an umbrella Privacy Impact Assessment (PIA) Template which can apply to all forms should they be converted to digital SmartForms
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Compliance & Capacity Building: The W Group's process for converting existing forms (paper-based and fillable PDFs) to Digital SmartForms gains significant efficiencies, eases records management and improves FOIPPA compliance.
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Privacy Training: Local governments can purchase E-Learning courses either on a generic per-seat basis or customized with unlimited participation. The W Group can lighten your workload by managing staff training invitations and reminders. As well, we offer training completion records to provide evidence of compliance.
Learn more about how The W Group can help by checking out our website or booking a Complimentary Discovery Call!
FREE Training for Privacy Officers
Take advantage of this limited-time offer
Our privacy courses were developed in conjunction with the City of Surrey, a leader in applying BC’s Freedom of Information and Protection of Privacy Act (FOIPPA). This legislation is one of the most comprehensive pieces of privacy legislation in Canada.
The base "Privacy Awareness" course is designed to equip your privacy officer with the essential knowledge and skills to ensure compliance. For a limited time only, we are offering this Privacy Awareness course to privacy officers absolutely free – take advantage of this opportunity to ensure your local government is compliant with FOIPPA standards.
Just reply to this email to receive your free Privacy Awareness course!
As promised, we are delivering details about essential aspects of privacy management. This month, we will be taking a closer look at the collection and usage of personal data.
The W Group can assist you in crafting and implement statements in line with the Freedom of Information and Protection of Privacy Act (FOIPPA) for all types of surveys, forms, and e-newsletter subscriptions which may collect personal data (scroll down to "FOIPPA Statements" to learn more).
Visit our website to learn more about privacy management programs and find out how The W Group can help you update current materials to meet the necessary requirements.
January 5, 2023
BC Program Directive
The Government of British Columbia has directed all public bodies to have a privacy management program in place by February 1st, 2023 in accordance with section 36.2 of FOIPPA.
Going forward, the Office of Information & Privacy Commissioner for British Columbia will conduct investigations and audits to examine whether municipalities and regional districts have developed, instituted, and maintained a privacy management program.
FOIPPA Statements
Any data that can be used to identify an individual (examples in the image above) is subject to FOIPPA. This legislation provides guidance for public bodies on how to collect, use and share the personal information of individuals.
It is essential to notify an individual when their personal information is being collected. It must also be disclosed to the individual if their data is intended to be stored, moved, or accessed outside of Canada. If it is securely stored and accessed inside Canada, it is compliant with FOIPPA.
When developing surveys, forms, subscriptions, registrations etc. a statement on the page that is collecting personally identifiable information is required, though it is best practice to place it on every page. For the statement to provide FOIPPA compliance when a public body collects personal information it must inform the individual about:
(a) the purpose for collecting it,
(b) the legal authority for collecting it, and
(c) the title, address and telephone number of an officer or employee of the public body who can answer the individual's questions about the collection.
The W Group can help you develop and place FOIPPA-compliant statements for all surveys, forms, and e-newsletter subscriptions which may collect personal information.
Reach out to us for FOIPPA statement samples and usage best practices!
Review Your Forms & Surveys
When it comes to FOIPPA, a privacy policy alone is not enough. One of the most immediate things you can do is review and update of all your existing forms, surveys, email subscriptions etc. to ensure they include a FOIPPA statement.
As part of this review, best practice dictates that you consider how the information is collected, where it is stored, and how it is accessed. Paper-based and fillable PDF forms (which are often printed out) do not provide the highest level of FOIPPA protection. Many times printed records are easily accessible (and sometimes misplaced) which can accidentally reveal personally identifiable information.
The adoption and use of FOIPPA-compliant, Canadian-based software for forms and surveys are recommended.
If you would like assistance with reviewing procedures and software options, please get in touch with us.
November 17, 2022
The Ultimate Privacy Program
Recipe for Success
As you might imagine, there isn’t a one-size-fits-all approach to building a good privacy program. There are, however, key principles and actions that are essential for every municipality.
By following the steps in this "recipe for success", you’ll create a program that helps protect from data privacy risks and lets you collect, manage, and process data in a way that respects data privacy regulations.
Good Privacy Starts Here
Stay ahead of the curve with a privacy management plan tailored to your needs. With the right partner by your side, you can rest assured that your privacy program is on the best path to success.
October 13, 2022
Are Your Privacy Plans in Place?
We have been supporting local governments with the Freedom of Information and Protection of Privacy Act (FOIPPA) requirements for over 10 years. Our work has covered preparing privacy impact assessments, privacy training, evidence storage, and privacy best practices. As new privacy legislation is enforced we would be honoured to be your go-to for support.
What Makes a Successful Privacy Program?
Be a Privacy Champion - Check ✔️
An effective privacy program impacts all departments and collects clear evidence of compliance with regulations. We have developed this checklist to help you prepare, raise awareness, train employees, and monitor progress. In addition, we are expanding services and resources to help you be a privacy champion within your municipality.
One of the most common challenges local governments face is a lack of capacity. Implementing clear processes saves time and money. We would love to help you effectively design and implement a successful privacy program! Book a Discovery Call and we can discuss holistic solutions to privacy management.
Privacy Management Practices
Changes & New Opportunities in Privacy Legislation
In November 2021, the Government of British Columbia enacted Bill 22 to make significant changes to the Freedom of Information and Protection of Privacy Act.
Local governments are required to assign an individual to the role of “Privacy Officer” who will be responsible for developing, implementing, and reporting on their privacy program. Specific regulations have not yet been released however a privacy officer should be prepared to develop a privacy policy, conduct reports for privacy audits, manage privacy training and foster privacy best practices.
We have been preparing for these changes so you can move forward with peace of mind. Over the next few months, we will be releasing various resources to assist privacy officers with this transition. Stay tuned!