Privacy Notice for Microsoft 365
The Government of Canada (GC) values your privacy and is committed to protecting your personal information in accordance with the Privacy Actand the Access to Information Act.
The Microsoft 365 service provides you with a suite of communication and collaborative tools that includes features such as email, chat messaging, video meetings, storage and the ability to use and access mobile device applications. It is managed and operated by Public Safety Canada and by Shared Services Canada (SSC).
Microsoft 365 also provides cloud-based services for which the GC has a contract with Microsoft. Clear provisions are set out in this contract to protect your personal information and this involves using the appropriate administrative, technical and physical safeguards. More information about their Online Services Terms and Data Processing Agreement are located at https://www.microsoft.com/en-ca/trust-center/privacy. Microsoft will use your information to provide, troubleshoot, secure, personalize and update their products, more details are available in Microsoft’s Privacy Statement.
SSC has the authority to collect your personal information under the Shared Services Canada Act and the Orders in Council 2015-1071 and 2013-0368 for the purpose of providing you with an email account. Your personal information is necessary to issue and manage your email account. SSC will also use your information for operational and security purposes and for updating directories. If required, under limited circumstances, in keeping with the Privacy Act Section 8 (2) SSC may also disclose your personal information without your consent in the event of a lawful investigation to investigative bodies for criminal investigations and policy violations. In addition, network logs and cloud monitoring information will be disclosed to the Communications Security Establishment (CSE) for security purposes.
Public Safety Canada has the authority to collect your personal information under the Department of Public Safety and Emergency Preparedness Act and subsequent related acts for the purpose of providing you with a network account. Your personal information is required to issue and manage your account. Your personal information may be used in a limited capacity to protect departmental resources, used for security and operational purposes.
You have the right to the protection of, access to and correction of your personal information which is described in Personal Information Banks (PIBs): GC Your Email Service, SSC PCU 608 (under revision); Internal Credential Management Services, SSC PCU 606; Directory Services, PIB SSC PCU 707; Disclosure to Investigative Bodies, Standard PIB PSU 913; Electronic Network Monitoring Logs, Standard PIB PSU 905; Cyber Defense, CSE PPU 007; and the Security Incidents and Privacy Breaches, Standard PIB PSU 939; Communications PRN 939 and Disclosure to Investigate Bodies PRN 937
Any questions, comments, concerns or complaints you may have regarding SSC’s handling of your personal information may be directed to the SSC’s Access to Information and Privacy Office by emailing mailto:SSC.atip-aiprp.SPC@canada.ca or by calling 613-670-1654. Any questions, comments, concerns or complaints you may have regarding Public Safety Canada’s handling of your personal information may be directed to directed to the Access to Information and Privacy Coordinator by emailing atip-aiprp@ps-sp.gc.ca, or writing to the ATIP Coordinator, 269 Laurier Avenue West, Ottawa, ON K1A 0P8.
If you are not satisfied with SSC's and/or Public Safety response to your privacy concern, you have the right to file a complaint with the Privacy Commissioner of Canada.
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