Transition Services and Casualty Management (VAC PPU 703)

Description: This bank describes information that is used in support of Transition and Casualty Management Services. The information is about individuals including CAF members and their families, serving and releasing/retiring Royal Canadian Mounted Policy (RCMP) members and Veterans who received Transition Services designed to ensure a seamless transition into civilian life, or who were injured, became ill and/or died while serving in the CAF or the RCMP. The personal information may include biographical information, contact information, criminal checks/history, date of birth, employee personnel information, gender, identifying numbers [CSDN ID, File Number, Service Number, RCMP Regimental Number, and Federal Policing Service (FPS)], language of preference, health information, educational information, name, opinion or views of, or about, individuals, Next of Kin, signature, and information about the client’s needs.  Other required personal information may include whether the applicant is a VAC employee, other information required for identity validation, and information regarding a representative.

Note: Revised in 2019.  Information may be stored in VAC’s physical and electronic systems, including: Client Service Delivery Network (CSDN) and GCCase, which may include client initiated actions and responses made through My VAC Account, and/or VAC staff/contracted resource initiated actions and responses made through Benefits and Health Services On-line (BHSOL).

Some documents received at VAC from Department of National Defence (DND) may reference the SIN as DND personnel were required to use the SIN as their personal identification number between 1960-1990.

Class of Individuals: CAF (Regular and Reserve) members, serving and releasing/retiring RCMP members, Veterans and their spouses, common-law partners, orphans or dependents,  representatives, and/or other adults in a care giving role with the Veteran.

Purpose: The personal information is used to administer Transition and Casualty Management Services designed to ensure a seamless transition into life after service and to ensure that CAF and RCMP personnel and their families receive immediate help when serious illnesses, injuries or deaths occur. Personal information is collected pursuant to subsections 75.1, 75.2 and 80 of the Veterans Well-being Act, the Department of Veterans Affairs Act, section 4 and subsection 6.6 and the Pension Act, section 109.

Consistent Uses: Information may be used and disclosed for planning, research, development, evaluation and/or reporting of programs, policies and services. The use and disclosure is limited to VAC areas that are involved in the identified program, service and policy, and may also be shared with senior management.

Personal information may be shared with other VAC programs, including programs covered by the application waiver provision under sections 80.1 of the Pension Act and/or 78.1 of the Veterans Well-being Act, for the purpose of determining eligibility for additional benefits, screening/assessments, case management, mental health initiatives, and/or commemorative activities, where applicable.

Information may also be shared to support the provision of case management services to the client, if applicable, and with knowledge and consent to service providers and medical practitioners.

By Order in Council 2011-1348, Employment and Social Development Canada (ESDC) may provide services on behalf of VAC. Personal information may be collected by Service Canada Centres, acting as a receiving agent on behalf of VAC.  Refer to ESDC Personal Information Bank  - Veterans Affairs Canada Program Delivery (ESDC PPU 701). Information may include name, contact information, dates of birth and death, identifying numbers, language, signature, service information, health information, financial information, marital status, and family information.

Information may also be shared with CSC Case Management Bank, (CSC PPU 042), Case Management - Institution "A" Bank (CSC PPU 035), Case Management - Institution "B" Bank (CSC PPU 040), and Case Management - Community Bank (CSC PPU 030).

Personal information may be obtained by Public Services and Procurement Canada (PSPC), in accordance with an established Memorandum of Agreement, for the purpose of creating a digital image of the record for use by VAC (refer to PSPC institution specific PIB, PWGSC PCU 709 – Digital Imaging Solutions); PSPC will not use the personal information for the purposes of making administrative decisions.

VAC has contracted an authorized and approved third party, located in Canada, to provide transportation, storage, maintenance retrieval, delivery and destruction services of VAC records.

Personal information, such as name, contact information, service information, health and financial information obtained by VAC may be shared with Shared Services Canada in accordance with an established Service Level Agreement for the purpose of printing and mailing services (Utility Computing Services – SSC POCS 169).

Retention and Disposal Standards: Regardless of the format, as part of the client record, the retention period is 7 years after the date of death of the applicant. If the date is not known, the retention period is 110 years after the date of birth provided there are no known dependents, no outstanding claims against the crown, no actions involving the estate, no indication on file of the legal status of a dependent, and no activity of any kind.