Office of the Saskatchewan Information and Privacy Commissioner. MLA Guide to Protecting Personal Information. Effective April 2018. Updated 9 July 2024. 3 Before collecting any personal information, the MLA office should pause and assess the purpose for collecting this information; and determine whether this information is necessary for such a purpose. Section 25 of FOIP provides: 25 No government institution shall collect personal information unless the information is collected for a purpose that relates to an existing or proposed program or activity of the government institution. It is important that the MLA office consider the purpose for collecting personal information. In most cases, it is going to be information required to solve the problem that the citizen has. MLA offices should also keep in mind the data minimization principle and only collect specific personal information that is required for the identified purposes. For example, consider which information and documents that may not be needed such as tax returns, doctor’s reports, financial statements, laboratory tests and non-relevant correspondence. When an MLA or a constituency assistant speaks with a citizen, have the citizen consent to the collection of personal information. For more information on consent, please see below. Once an MLA office collects personal information, it is up to the MLA office to protect the personal information. For more information, see What is my duty to protect? Below. Furthermore, section 26 requires MLA offices to collect personal information directly from the subject individual, except in the circumstances listed in subsections 26(1)(a) to (h) of FOIP. For more on collection and what FOIP requires in this regard, see the Guide to FOIP, Chapter 6, “Protection of Privacy” starting at page 125. What is Use of Personal Information? Use indicates internal utilization of personal information by the MLA office and includes the sharing of the personal information in such a way that it remains under the control of the MLA office.
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