This PIA has been initiated as an outcome of a Privacy Compliance Audit report completed by the Information and Privacy Commissioner (“IPC”) on the Yukon Department of Education’s use of student personal information on internet platforms.
Internet platforms means any medium whereby content (including, but not limited to images, videos, messages and sound files) is broadcast to, or capable of being broadcast to, the general public or a significant section of the general public. For clarity, and by way of example, internet platforms include but are not limited to school webpages, YouTube, Facebook, Instagram, X (formerly known as Twitter) and also any ‘blog’ or other type of web journal.
The Department of Education (“DOE”) of the Yukon Government (“YG”) permits Yukon schools to utilize internet platforms (namely, school websites and social media platforms) for connecting and communicating with parents, students, and school staff. The DOE has established guidelines to ensure that these websites and social media platforms have been approved by the DOE and established appropriately. As will be discussed throughout this PIA, the DOE’s guidelines direct schools to ensure that:
• All content, links and graphics published on a school website are appropriate for the school community and directly related to the goals of the school’s website.
• Schools have obtained a written agreement from students’ parents before taking photos and videos of students that are published on a school website or social media.
The internet platforms for Yukon schools that exist, at the time of writing this PIA, have been summarized in Appendix A of this PIA. Schools that have since moved to the First Nation School Board (FNSB) are using different internet platforms than presented.
Social Media and Internet Platforms
Adult Protection (APS) case type
The Adult Protection Services (APS) project is intended to create an electronic case management system capable of responding to the requirement to better track the safety, service and developmental needs of adults involved with the adult protection system. Moving away from intense paper-based tracking systems through the creation of an electronic case management system allows social workers more time to focus on client services. This in turn helps support people’s lives by helping families experience better security, safety, well-being and positive outcomes. An increased ability to demonstrate enhanced security and privacy of program data is also expected as an outcome given the increase in the amount of client data stored within a secure system.
Envoke - Email Communication Distribution
The Department of Health and Social Services (HSS) is modernizing its health care cards and all eligible Yukoners will receive a new health care card over the next year. To ensure all contact information is up to date prior to new cards being mailed out, HSS is notifying all eligible Yukoners to ensure contact information is reviewed and updated if necessary. To update their information, Yukoners are required to either phone or visit the Insured Health Services (IHS) office in Whitehorse or the territorial agents in rural communities. In order for the Yukoners to receive timely notice, UHS plans to use Envoke to notify all eligible individuals and provide Yukoners with information on how to update their contact information prior to the new health care cards being mailed.
Electric Vehicles Charging Stations
The Electric Vehicle (“EV”) charging station initiative intends to increase access to EV charging stations within Yukon, as well as implement user fees for all existing and future public EV charging stations installed and operated by the Yukon Government (“YG”) Energy, Mines and
Resources - Energy Branch (“EMR”). There are currently no fees for individuals to use EV charging infrastructure within Yukon. Although the fee implementation date has not yet been determined, it is currently proposed for April 2025.
Smartsheet Project Management Platform
The Supply Services Branch (SSB) will be using Smartsheet to collect, manage, and update pilot data sheets and aircraft information submitted by aircraft companies. The PIA will review and ensure appropriate privacy measures will be implemented to avoid risks especially when using Smartsheet account to collect and review the pilot information, the use of the "assigned to" feature with business contact information, the use of forms and templates to streamline workflows and data management for aircrafts, pilots, and public documents, and sending electronic communications through Smartsheet features.
Mining Sector Greenhouse Gas Reduction Targets
The Department of Energy, Mines, and Resources now requires access to fuel usage data from mining entities operating in the Yukon. The Department of Energy, Mines and Resources and the Department of Finance will enter into an Information Sharing Agreement which will enable the Department of Finance to use a Secure File Transfer to electronically transfer the data to the designated Senior Energy Planner and the Manager of the Low Carbon Transition Unit of the Energy Branch of the Department of Energy, Mines and Resources. This data has been identified as necessary to fulfill legal requirements, of monitoring the mining sector's progress toward achieving the legislated greenhouse gas (GHG) reduction target, as directed by the Clean Energy Act section 5.01.
Plexia 2.0
The Department of Health and Social Services has implemented Plexia Electronic Medical Systems Inc., software development that offers an electronic medical record (EMR) solution. Plexia EMRs are digital records that primarily serve healthcare providers or organizations in managing patient interactions and encounters. Clinicians, along with their agents (e.g., Medical Office Assistants “MOA”) maintain the computer-based patient record, which encompasses various patient details such as demographics, medical and drug history, existing health conditions, risk factors, diagnostic information from lab results, and findings from diagnostic medical imaging. Additionally, the EMR includes clinical notes and consultation requests to provide a comprehensive patient profile. Other EMR functions and features may include billing, scheduling, order entry for medications and tests, alerts, reminders, and clinical decision support.
Wildlife Viewing Newsletter
The Yukon Government (YG) eServices is implementing Envoke, a new email communication platform. Wildlife Viewing (WV) will have a subaccount on Envoke through eServices, which will be used to distribute newsletters to interested members of the public.
Envoke is a Canadian owned and operated company that specializes in working with communication professionals. Envoke focuses on facilitating effective and compliant communication. All client data is maintained on servers in Canada and service support is provided from within Canada as well. The WV will have a subaccount with Envoke for the purpose of sharing information about the WV program through an electronic newsletter. It will distribute the newsletter on a monthly or bi-monthly basis, depending on the season (the higher frequency will be during the busy programming season, April-August). The newsletter may be used to promote upcoming events, recap past events, provide educational content through fun an informative trivia and/or articles and share wildlife news from the Department of Environment.
Radon Data Management
The purpose of this initiative is to collect and analyze radon data in order to provide Yukoners with an updated Radon Map and to bring evidence to inform policy and program decision and action. The map will display a summary of radon levels recorded in homes across the territory. This map allows Yukoners to see the proportion of tested homes in their community that are estimated to have high levels of radon, and what these levels of radon mean for their risk of lung cancer.
Yukon Health Care Insurance Plan Card - Vendor for Central Issuance
This initiative is for the production of Yukon Health Care Insurance Plan (“YHCIP”) cards issued by the Yukon Government Department of Health and Social Services (“HSS”). The YHCIP Cards will be produced at a third-party contractor facility named Giesecke+Devrient (“G+D”), operating as Veridos, (“the Vendor”) located in Markham, Ontario, Canada. The Vendor is the service provider contracted to print the YHCIP Cards on behalf of HSS. The Vendor will only take over the physical printing (production) of the YHCIP Cards. The authority and processes by which HSS approves the issuance of YHCIP Cards to individuals will remain unchanged. The Vendor will replace the paper-based card printing technology currently used by HSS. Current security standards across North America are for laser-engraved polycarbonate YHCIP Cards, which the Vendor was contracted to produce. By partnering with the Vendor, the Yukon government aims to establish a reliable, high-security card printing service with the aim to improve the security, integrity, and overall quality of Yukon government-issued credentials.