Public Body

Fiscal year

8 results

Workhub Software Use

Privacy Impact Assessment #: EMR-PIA-2025-05
Public Body Name : Energy, Mines and Resources
Date of Approval: Wednesday, June 18, 2025

The Compliance Monitoring and Inspections (CMI) Program within the Department of Energy, Mines and Resources (EMR) uses an Operational Management System (WorkHub) to manage program information. The system supports the tracking and oversight of key data related to employee training, competencies, and operational readiness.

Employee information—such as first and last name, email address, Possession and Acquisition Licence (PAL), phone number, badge number, and Pleasure Craft Operator Card—is collected through FormStack, a previously assessed data collection platform. This information is securely transferred to WorkHub for centralized storage and management.

The collected data is used to manage uniforms, equipment, training, and certifications. It enables the CMI Program to ensure employees maintain the required competencies, supporting a safe and compliant environment for field inspection and monitoring activities.

EMR Envoke

Privacy Impact Assessment #: EMR-PIA-2025-04
Public Body Name : Energy, Mines and Resources
Date of Approval: Wednesday, June 4, 2025

The Yukon Government (YG) is implementing Envoke, a new email communication platform. Envoke is a Canadian owned and operated company that specializes in working with communication professionals. While other email platforms, such as MailChimp or Constant Contact, are designed for marketers to generate commercial revenue, 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. Envoke works with organizations such as government agencies, municipalities, universities, regulatory bodies, healthcare providers, financial institutions and more.

Envoke is very user friendly, and administrators can easily manage their accounts, departments, messages, and subscriptions. It has many privacy and security features in place as well as ensures Canadian Anti-spam Law (CASL) compliance. The application includes tools to automatically collect, track and upgrade to express consent under CASL and all types of implied consent expiry dates are tracked to automatically suppress emails where consent is no longer valid.

EMR Public Library Integrated System

Privacy Impact Assessment #: EMR-PIA-2025-03
Public Body Name : Energy, Mines and Resources
Date of Approval: Tuesday, June 3, 2025

The Yukon Energy, Mines and Resources Library (EMR Library) is moving to a new Integrated Library System, Koha ILS, for management of the library’s database. This system is replacing a legacy system (Virtua) and will allow the library to maintain an online catalogue, patron database and circulation functions. Support and remote hosting for the Koha ILS will be provided by Bywater Solutions.

Yukon Public Libraries is currently also using the Koha ILS with support and hosting provided by Bywater Solutions. They completed a Privacy Impact Assessment (PIA) and Security Threat and Risk Assessment (STRA) for the system’s implementation in 2023. Refer to Appendices B and C for details.

Electric Vehicles Charging Stations

Privacy Impact Assessment #: EMR-PIA-2025-02
Public Body Name : Energy, Mines and Resources
Date of Approval: Wednesday, March 5, 2025

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.

Mining Sector Greenhouse Gas Reduction Targets

Privacy Impact Assessment #: EMR-PIA-2025-01
Public Body Name : Energy, Mines and Resources
Date of Approval: Wednesday, February 26, 2025

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.

Forestry Permitting System for Personal Use Fuel Wood and Commercial Harvest of Morel Mushrooms

Privacy Impact Assessment #: EMR-PIA-2024-01
Public Body Name : Energy, Mines and Resources
Date of Approval: Wednesday, June 19, 2024

This new service provides a framework for members of public to apply for simple permits issued by the Forest Management Branch (FMB). It replaces the Personal Use Fuel Wood (PUFW) system that is currently supported on the POSSE architecture, to a new architecture supported by the ESRI suite (ArcGIS online) and provides a means for members of the public (referred to as clients) to apply for a PUFW permit, or a Morel Mushroom permit for commercial purposes (generally referred to as ‘forest resources permit’). The service will allow clients to log into the system using MyYukon for authentication and will store basic personal information (name, address, and contact information) in order to issue the permit document.
The system will also be utilized by Compliance, Monitoring, and Inspections employees to enter information on behalf of the client. Additionally, it will facilitate contacting the client as needed to verify harvest totals and to ensure adherence to regulations and policies.

Class 3 & 4 Quartz Pre and Post-Season Online Reporting

Privacy Impact Assessment #: EMR-PIA-2022-01
Public Body Name : Energy, Mines and Resources
Date of Approval: Tuesday, October 11, 2022

Class 3 and 4 quartz mines are assessed by the Yukon Environmental and Socio-economic Assessment Board (YESAB). Class 4 quartz mines also require a water license. Both YESAB and the Water Board maintain public registries online (see Waterline and the YESAB Online Registry). In addition, section 5 of the Quartz Mining Act states that "All books of record and documents filed in the office of a mining recorded shall, during office hours, be open to public inspection free of charge." This includes class 3 and 4 pre and post season reports. While personal information may be contained in these registries and reports, it is by no means sensitive.
Mineral Resources branch (MRB) requires authorized class 3 and 4 quartz mining operators (Operators) to complete pre and post-season reports per s.9(2)(d)(ii) of the Quartz Mining Land Use Regulations. These reports help MRB monitor and ensure that Operators are compliant with their authorizations.
Historically, operators have submitted completed forms by email, mail or fax to the branch and information is saved on YG network drives. This process is inefficient because it is difficult for staff to track which Operator has submitted what report and makes it impractical, if not impossible to compile and map ground disturbance by area Furthermore, MRB has no control over the format and the quality of information being submitted.
The new reports, which will be completed by Operators in a Survey123 web app and saved to ArcGIS online as well as to YG's Geospatial warehouse will help MRB to streamline operations, improve data integrity as well as increase operational efficiencies.

eRebates Project

Privacy Impact Assessment #: EMR-PIA-2021-01
Public Body Name : Energy, Mines and Resources
Date of Approval: Monday, October 7, 2019

The Department of Energy, Mines and Resources (EMR), Energy Branch, delivers energy efficiency programming to residential and commercial clients. Due to a 300% increase in program funding, developing a robust data management system will play a critical role in managing program expansion.
The purpose of the e-Rebates project is to enable the public to apply online for rebates and the ability to view energy program information.
The online form submission will improve the client's access and experience of applying for and receiving energy rebates. The initiative will reduce the lead time between client rebate submission and payment, simplify documentation requirements and reduce errors. Additionally, it will reduce administrative burden and data entry errors.
The objective of this initiative is to shorten the rebate payment timeframe from 8 weeks to 4 weeks. The Energy Branch will deploy a software as a Solution (SAAS) application system that will replace the existing developed in-house Access database to support this initiative.