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Yukon Land Titles Registry

Privacy Impact Assessment #: JUS-PIA-2022-01
Public Body Name : Justice
Date of Approval: Tuesday, May 17, 2022

History and current state
The Land Titles Office (LTO) of the Department of Justice maintains public documents that are accessible to stakeholders (e.g., lawyers, land surveyors) and the public to conduct land titles-related transactions and searches under Yukon’s Torrens system1 of land registration.
The increase in number and complexity of real estate transactions over the past 20+ years has resulted in strains on the processes and systems, including longer turnaround times for registrations, requests, and queries. These longer turnaround times have a direct and negative economic impact on professional stakeholders, developers, and members of the public. The LTO committed to modernizing and streamlining all aspects of its operations to allow staff to work to their full capacity and to meet the needs of stakeholders and the public more effectively.
The LTO has conducted business using only manual, paper-based processes for over 100 years. The introduction of a database (Land Interest Management System, LIMS) about 20 years ago to record many government land interests across departments resulted in land titles information being entered into the database. LIMS is a centralized land information repository but is not a land-titles-specific system. LIMS did not eliminate manual examination or handling of submitted paper documents. Instead, it created additional work to transfer information from paper into the system. LIMS can compile certificates of title for land titles that are in its database. However, LIMS does not contain many cancelled titles or some active titles. Since the implementation in December 2019 of the Yukon Land Titles Registry (YLTR), ownership of LIMS has transferred to Energy, Mines and Resources, Lands Branch.
In 2012, the Government of Yukon (YG) reviewed and analyzed the present state of the land titles systems in the Yukon and other Canadian jurisdictions: legislation, business processes, supporting computer platform, governance model, and financial/fee structure. This initiative included a full review of existing Yukon legislation, engagement with stakeholders, and business requirements gathering and analysis.
In 2015, legislation review and stakeholder engagement resulted in a new Condominium Act, 2015 and Land Titles Act, 2015, which were passed by the Legislative Assembly. The Land Titles Act, 2015 has been proclaimed but the Condominium Act, 2015 has since been amended and awaits proclamation on October 1, 2022.
Among other things, The Land Titles Act, 2015 enables business process changes that contribute to the LTO modernization. These changes include support for the move from the current paper-based system to an electronic system that can support the growth in complexity and volume of transactions as well as improvements to LTO business processes.
The LTO currently consists of 11 employees including the Registrar, processes approximately 9000-10000 documents per year, and manages approximately 19,000 certificates of title.
The LTO holds records dating from 1897 to present. These include original hand-written and word-processed records for all titles as well as a combination of microfilm, microfiche, and digital (LIMS) formats.
The paper filing system for all original paper records consists of over 240,000 documents, which are filed numerically and stored in a physical vault. This system includes all documentation related to land titles. Document formats vary in size and include paper, survey plans, bound books, cross-reference and index books, and patents.
The LTO has maintained a daybook since 1897 which records every instrument and caveat submitted for registration. From 1997 to 2019, the LTO has registered instruments and caveats manually in both the daybook and LIMS although only the entry in the daybook has legal effect. LTO staff entered a brief description of each instrument or caveat into LIMS and assigned the next sequential number to the instrument.
Since the implementation of the electronic registry on December 2, 2019, the Daybook is maintained by retaining a paper copy of every Document Registration Form and electronic reports that can be run detailing all registrations.
YG started a microfilm program in 1985 to microfilm original certificates of title, instruments, and daybooks. The YG Records Centre, which is in a different location than LTO, holds the master microfilm and master microfiche of land titles records while the LTO holds a microfilm/microfiche copy of the records. Certificates of title are microfiched (jacket system) and instruments are microfilmed (roll).
LTO registration fees are estimated by the system at the time of submission. Clients must provide payment either before services are provided or by way of maintaining a prepaid account with LTO. Fees and account balances are calculated, charged, and maintained electronically in the registry system. The system automatically creates and sends a monthly account balance statement for every account holder if there has been activity during that month or if the account holds a positive balance.
Anyone can request land titles information. Lawyers or surveyors are generally the ones who submit instruments or caveats for registration but members of the public may also do so. Requests for registration currently arrive in person at the LTO, and by mail; LTO also accepts requests for information (but not requests for registration) in person, by phone, and by email. LTO staff members process the paper documents, enter information into the registry system, and then file the registered instruments or caveats in the vault as required by legislation.
Future state
Most interactions require a secure, online solution. LTO staff have eliminated many administrative tasks such as paper handling, filing, and billing, and therefore have time to provide improved customer service to clients who require additional service or have complex questions that are not supported by the online tools. LTO staff have well-defined roles and expectations of service delivery.
The public and customers can access information via secure, online, self-serve tools to complete most tasks. Basic administrative tasks such as status inquiries and document submissions are automated. The LTO communicates changes to procedures broadly and consistently. Customers receive rapid responses to queries from trained staff.
The ongoing Land Titles Modernization project contains plans to formalize the return of paper documents to submitters and recognize the scanned electronic version as the authoritative record.
All LTO registry information is available online and via data interfaces for use by other YG departments.

Eligibility Process for Seniors Supportive Social Housing

Privacy Impact Assessment #: HSS-PIA-2022-01
Public Body Name : Health and Social Services
Date of Approval: Tuesday, May 17, 2022

Yukon Housing Corporation and Health and Social Services (HSS) are working together to implement a new housing service program for
seniors who are eligible for social housing and who would benefit from non-professional supportive services to remain living independently
in the community.

Interactio - Remote Live Language Interpretation Services

Privacy Impact Assessment #: FLS-PIA-2021-01
Public Body Name : French Language Services Directorate
Date of Approval: Tuesday, May 17, 2022

Pursuant to the Yukon Languages Act, Government of Yukon departments and corporations must provide services and information in French to the public.
Public events such as workshops or information sessions are typically delivered in English only. Departments report that offering them in French can be challenging. Currently, this can be done either by enlisting a French-speaking facilitator and delivering a session in French, or flying in professional interpreters from outside the territory.
In the last 3 or 4 years, the market for conference interpretation has transformed as digital solutions became viable options for sustainable and flexible service offering. Interactio is a European company that provides such a service.
Interactio, a Lithuanian company, developed an app that provides live interpretation services for public presentations. The app lets users listen to a live audio translation (provided by interpreters working remotely) of a presentation on their own device. Since the translated
audio feed is cloud-based, attendees can tune in from anywhere in the world.
Interactio is compliant with the Association of International Conference Interpreters, who sets the standards for quality assurance in conference interpretation.
FLSD will establish a contract with Interactio and offer the app as a corporate solution to departments. Interactio can help YG overcome current challenges related to increasing French-language access to public.
Current state
FLSD piloted Interactio in September 2019 when Department of Health and Social Service (HSS) executives gathered for a 3-hour planning session for a healthcare clinic with bilingual services. All 12 users who tried the service were highly satisfied with it. 100% of users found
the service easy to use and would use this service again.
FLSD is currently completing all required assessments and examining procurement options before signing a contract with Interactio.

Yukon 511 Project

Privacy Impact Assessment #: HPW-PIA-2022-04
Public Body Name : Highways and Public Works
Date of Approval: Monday, April 25, 2022

Yukon government's (YG) Transportation Engineering Branch (TEB) leads and supports the Intelligent Transportation Systems (ITS) within YG. Part of this program development is the replacement of 511. TEB have historically been providers of bridge and highway work exclusively across Yukon, however, the branch has expanded with a team for ITS development and deployment. This team supports, leads and implements ITS projects across the Transportation Division and YG.
The Transportation Maintenance Branch (TMB) supports Yukon's multi-modal transportation systems. This is done with YG staff maintaining roads to a level that ensures safe and efficient use. Between TEB and TMB, is the management of highway rights-of-way and other lands and assets required for transportation purposes. Both branches develop and maintain 4,821 kilometers of Yukon roads.
YG currently has 11 highways and Yukon has a population of approximately 40,000, majority of which reside in Whitehorse. Most communities have cell connectivity, however, along most highways there is no cell service. Yukon's highways connect to British Columbia, Northwest Territories and Alaska. Temperatures can vary between -50C and +30C through the year.
Currently, 511Yukon.ca is managed externally using the Telenium 511 system. This system is outdated and not adaptive to the constant technological change, and staff and public expectations of such a system.
YG requires a new Advanced Traveller Information Management System (ATIMS) to replace and improve upon the existing 511 Yukon platform, increase efficiencies on data management and provide a safety-driven, user-friendly interface to the public.
The development and evolution of the new Yukon 511 solution is an integral part of the Territory's future long-term transportation strategy. The new Yukon 511 is a cloud-based software called Travel-iQ provided and developed by IBI Group (IBI). The new Yukon 511 provides a secure, modern and supported system that provides centralized data management and a user-friendly ATIMS.
In replacing this system, the key functionality is focused on:
*road condition and traffic management;
*incident management;
*road and weather information systems;
*traffic control and management;
*work zone safety;
*Weight and bridge management; and
*data collection and management.
This new functionality includes providing detail information collected from various infrastructure elements put in place by the TEB ITS team, such as Mini road weather information systems, a data logger for roadbed temperature senor, radar traffic classifiers and traffic cameras. The information is then laid out on a visual map of the Yukon, allowing the public to see events, alerts, road closures and much more information.
A part of the new Yukon 511 system includes the ability for users to create an account if they wish. A user account is not required to use the Yukon 511 system. if a user signs up for an account, it allows for the user to create and save customized routes, create and save alerts for routes, create and save emergency alerts, set map layer preferences and personalize the camera view function (to display specific camera images).
No personal information is purposefully collected by any of the ITS infrastructure discussed above. however, the traffic cameras may inadvertently collect a person's image or an image of their vehicle. Please see the Traffic Cameras PIA for additional information.
The Yukon 511 system is accessible via website as well as a mobile application. The information in the system is the same between the website and mobile application. If the user chooses to provide the information while using the mobile application, route calculations and geolocation identification are collected. There is also an option to use the system over the phone, via an interactive voice response system (IVR), in which case a telephone number and audio recording of the telephone prompts are recorded for system improvement and audit purposes.
Web and audio analytics are also collected and used for system evaluation and improvements.

One Government Approach to Safety (OGAS) - Safety Dashboard

Privacy Impact Assessment #: PSC-PIA-2022-02
Public Body Name : Public Service Commission
Date of Approval: Friday, April 22, 2022

Yukon Workers Compensation Health and Safety Board (YWCHSB) collects claim information in order to administer and enforce the Worker's Compensation Act. Under the Workers' Compensation Act, employers have the right to information about a worker's work-related injury.
The Public Service Commission (PSC), as the employer of the Yukon Government, and the YWCHSB are entering into an information sharing agreement, in which the purpose of the agreement is to promote worker health and safety by using statistical information to understand the current claim trends and report on the findings. This will be done by developing a safety dashboard with aggregated data and supplying information to departments on aggregated claim information. Furthermore, PSC may use the information to respond to individual departmental information requests related to their overall claims (aggregated numbers only).
PSC will receive a monthly data extract (of Excel entries) containing details of all current claims submitted by YG employees. The data extract includes individual data sets that are anonymized, but, when combined with other information the employer may have or publicly available, could be used to identify an individual. The detailed information is required by the employer in order to provide summary reports based on the various data points provided. Datasets will be converted into diagrams on an Excel file.

Traffic Classifiers

Privacy Impact Assessment #: HPW-PIA-2022-01
Public Body Name : Highways and Public Works
Date of Approval: Friday, April 8, 2022

Yukon's Department of Highways and Public Works, Transportation and Engineering Branch (TEB) is responsible for a variety of activities, including transportation planning, monitoring the condition of transportation infrastructure for planning and management purposes and road infrastructure safety analysis. As a part of carrying out these responsibilities, TEB leads and supports the Intelligent Transportation Systems (ITS) within the Yukon Government (YG).

ITS is implementing a Traffic Classifier system (the" System") for the purpose of traffic safety analysis and improvement. The system consists of a camera ("Camera") that captures live stream video, which is connected to the traffic classifier, the TrafficEmbedded unit. ("Unit"). The Unit contains an Al engine (FLOW) which analyzes the video stream and extracts data. These non-image traffic insights are then sent to a FLOW Insights dashboard for use within TEB. As soon as the image is processed, there is no longer any personal information included in the system, it is only analytics. A System visualization is attached in Appendix E.

The non-image traffic insights, containing no personal information, can also be sent on further and used for smart city platforms, LED signs and as a basis for signal/traffic lights control.

The purpose of the System is to capture how roads, sidewalks, airports, and multiuse trails are used and at what volume allow YG to make informed decisions regarding speeds, safety information and future planning. The System works by classifying the images from the Camera according to specific parameters. The classifications include large mammal, vehicle, plane, bike, person, and others. The System can count the number of each class, track trajectories, near misses and collisions between and among classes, speed, traffic violations, and more. The information can be used by TEB to make changes to traffic lights, automatically activate roadside signs or pedestrian signals and other safety related information. TEB can also use the information to understand the frequency of use of various roads and pathways.

The only personal information collected by the System is the live-stream video captured by the camera and fed into the Unit. This could be video of a person or of their vehicle. There is no storage of the image within the Camera or Unit. Once the video stream reaches the Unit there is no further transmission of the images. There is no ability to go into the System and pull historical video feeds. All analysis occurs in real-time, in milliseconds, within the Unit.
This is not a surveillance system, rather a classification and counting system.

During system set up and maintenance, access can be granted to the live video stream in order to configure conditions for analysis and to train the artificial intelligence in classifying images. There are two options for HPW-TEB staff to access the live feed, either they will need to take a computer to the traffic classifier location, or they can connect the traffic classifier to the internet and can then access the video feed via VPN. Data From Sky, the Unit creator, can also access the live video stream, only when their specific VPN is enabled by TEB staff, and assist in system configuration and troubleshooting. The video feed is not accessed on any sort of regular basis or used for other purposes.


Privacy Impact Assessment #: HPW-PIA-2022-002
Public Body Name : Highways and Public Works
Date of Approval: Wednesday, April 6, 2022

To manage the user authentication and log on to the Yukon Government ("YG") online systems and services, YG has decided to use the Auth0 Authenticator to facilitate a Single Sign on (“SSO”). SSO occurs when a user logs in to one application and is then signed into other applications automatically, regardless of the platform, technology, or domain the user is using. Citizens or other users sign in in a single time and are then logged on to any of the affiliated systems/services they are authorized to utilize.
Auth0 will be used by YG staff (“Staff Users”) to manage the log-on process to multiple government systems, as well as by members of the public (“Public Users”) who require access to various YG government online services. Though the Staff and Public Users will follow largely the same process, they are discussed separately in the Privacy Impact Assessment to ensure that the differences are documented.
The Department of Highways and Public Works (“HPW”) is the department responsible for the management of Auth0 and the collection of the information, however, Auth0 may be used by any YG Department of program area for their systems. As such, this PIA will focus on the broad use of Auth0 throughout YG.

Canto Cumulus System

Privacy Impact Assessment #: TC-PIA-2022-01
Public Body Name : Tourism and Culture
Date of Approval: Monday, April 4, 2022

The Tourism and Culture Department -Visitor Services, Photography Unit (Photo Unit) of the Yukon Government (YG) manages the database for Government of Yukon photography. It supports the Tourism and Culture purpose of supporting, protecting, promoting and enhancing Yukon’s tourism, culture, heritage and arts sectors for the benefit of Yukoners and visitors.
The Photo Unit maintains a significant catalogue of digital media, including photos and videos, for promotional and marketing materials at YG. It has been using an on-premises solution for over 20 years, provided by Cumulus software. Since Cumulus will no longer be supporting this software, the Photo Unit is required to find an alternative software solution for their Digital Asset Management (DAM) needs.
To replace the legacy system, Cumulus is shifting to a cloud-based solution. Canto Cumulus (“Canto”, https://www.canto.com) is a DAM software service that will allow for the collection, storage, organization, filtering, and searching of digital images, videos, and other media. The Photo Unit wishes to use this system to manage their inventory of digital media. Canto is seen as software for the 21st century and will allow for migration of the current digital assets from the on-premises software.
A PIA for this software system has been deemed necessary because it will manage digital media which may display identifiable people. Names and other details of the individual are not included in the photos, or their meta data, unless the image is of an individual in their work capacity, such as a member of the YG cabinet or the name of a business owner whose photo is taken for promotion of that business.
Note: Canto also offers a search feature based on recognizable faces, and thus employs a form of biometric identification. This feature has been disabled within the system at the Administrative user level. Should consideration be given to enabling this ability, this PIA will be amended accordingly.

Sport and Recreation eServices Forms

Privacy Impact Assessment #: CS-PIA-2022-01
Public Body Name : Community Services
Date of Approval: Friday, March 25, 2022

We are updating the reporting and application forms for both YRAC and Yukon Sport for Life (YS4L) grants to move to an online format. The primary reason we are doing this is to make the application and reporting process easier for our clients – the grant recipients. The secondary reason is to make the process easier for the adjudication committee. The tertiary reason is to make the process more efficient for Sport and Recreation Branch (SARB) employees and to reduce the possibility of error.
Grant recipients, the Yukon Recreation Advisory Committee (YRAC) adjudication committee, SARB staff, and the general public (due to increased efficiency of government staff and reduced errors) will all benefit from this. The updated forms will be ready for use by March 1, 2022.

YuDriv Online Services

Privacy Impact Assessment #: HPW-PIA-2022-03
Public Body Name : Highways and Public Works
Date of Approval: Monday, February 28, 2022

The Department of Highways and Public Works (“HPW”) has created a suite of Online Services (“OLS”) for online access to selected services and documents provided by their Transport Services Branch (“TSB”). The OLS will allow for authenticated Online Users to access a suite of services online, without the need to present in-person at a government office. The OLS will facilitate members of the public having online, self-serve, access to several TSB services currently provided in person at TSB locations across the territory.

The OLS system will be integrated within the existing YuDriv system, which is a staff-facing electronic information management system used across TSB to manage workflows, provide individuals with permits and other documentation, and manage any required payments. YuDriv is an application-based solution that is hosted on YG servers, with data residing in Yukon. The YuDriv system will be the ‘source of truth’ for the OLS and all records and requests will be matched against the records held in YuDriv.

Online Users of the OLS will access the e-services through an account they create and managed online. The online account will gain access to OLS by binding the online account to a TSB client. Online accounts are created by the user online by entering basic account information and receiving an activation key. Online users can gain access to OLS only by binding the HPW online account to the HPW TSB YuDriv user. OLS will use an online account process that can easily be converted to use MyYukon when it is available