30 results

Bell Portal - MyServe

Privacy Impact Assessment #: HPW-PIA-2025-02
Public Body Name : Highways and Public Works
Date of Approval: Friday, June 6, 2025

This initiative involves implementing a new management portal (MyServe) provided by Bell, aimed at improving the management of cellphone lines and related usage information for Government of Yukon. This portal, which is managed by a third-party provider (Simplex Mobility Inc, operating as DMI Managed Services), will integrate with existing systems such as Active Directory (AD) and Intune, ensuring adherence to best practices. The new portal offers enhanced features, like improved user interface, integration with Active Directory (AD)
& Intune, enabling more user-friendly access to relevant information compared to the existing system. It will support the administration of cellphone lines, provide

Smartsheet Project Management Platform

Privacy Impact Assessment #: HPW-PIA-2025-01
Public Body Name : Highways and Public Works
Date of Approval: Tuesday, March 4, 2025

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.

DocuPhase

Privacy Impact Assessment #: HPW-PIA-2024-08
Public Body Name : Highways and Public Works
Date of Approval: Thursday, October 3, 2024

Highway and Public Works (“HPW”) eServices is leading a strategic effort to modernize, standardize, and digitize services by increasing their capabilities in terms of the complexity of and the range of services offered to Yukon Government (“YG”) Departments. The implementation of DocuPhase will help expedite the building and conversion of online forms with complex business logic and dynamic workflows, as well as minimizing the effort required by Departments to complete required privacy impact assessments.
HPW eServices Branch will offer the use of DocuPhase to other YG Departments. DocuPhase allows for Departments to create online forms and their required workflows. While the overall DocuPhase system will be managed and supported by eServices, the Personal Information (“PI”), or Personal Health Information (“PHI”) that may be collected via the forms will be determined and approved by the Department. This includes other considerations such as consent for the collection, limiting collection, and any use or onward disclosure of the information. As will be detailed below, these considerations are not within the scope of this PIA but will be included within the privacy assessments conducted by each Department.

EmerCom Technologies Video Surveillance Elevators

Privacy Impact Assessment #: HPW-PIA-2024-07
Public Body Name : Highways and Public Works
Date of Approval: Tuesday, September 10, 2024

The Department of Highways and Public Works (HPW) must abide by legislation, including the new Safety Code for Elevators and Escalators (CSA B44-19) elevator code implemented in (2020). The new elevator standard requires verbal communication when the phone button is activated. The CSA B44-19 also requires a one-way video portal as the discretion of the receiving operator to view the floor surface of the elevator cab while communicating with the elevator occupant that requested the communication. ASME A17.1/B44:19 Safety code includes a requirement for visual monitoring from the answering centre.

HPW installed an elevator at the Jim Smith Building with the EmerCom system operator that enables the safety team to have the ability of seeing individuals inside the elevator in case of emergency. This ability is activated by depressing the emergency call button and an automated email with the snapshot of the inside cabin floor and link to the live video stream is sent to the Emercom at 121-3989 Henning Drive, Burnaby BC V5C6P8. When this has been prompted, the Venture and Future Today Contact Centre will provide support to the individuals stuck in the elevator including those non-responsive individuals to verbal commands. The elevator is not recording video to adhere to privacy rules and the live stream will only get activated upon making a call from the occupant of the elevators.

Envoke - Email Communication Platform

Privacy Impact Assessment #: HPW-PIA-2024-06
Public Body Name : Highways and Public Works
Date of Approval: Monday, July 15, 2024

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.

Remote Travel Program (Garmin in Reach Device)

Privacy Impact Assessment #: HPW-PIA-2024-05
Public Body Name : Highways and Public Works
Date of Approval: Thursday, March 28, 2024

The Capital Development and Major Projects branch of the Department of Highways and Public Works (HPW) identified a gap in the health and safety system of the branch for employees travelling outside of areas with cellular reception for the purpose of work. As a result of this gap analysis, a Remote Travel program was created to address these issues using framework and existing programs found within other YG departments. The project involves the use of Garmin in Reach Messenger devices with Global positioning systems (GPS) capabilities that allow staff to communicate in areas of the Yukon that lack cellular coverage for the purpose of work travel. This PIA ensures that the collection, use, disclosure, and retention of personal information necessary for the implementation of this program will be identified and that any potential privacy risks can be addressed by providing applicable privacy mitigating measures.

Yukon Government Spatial Data Information Platform (Update)

Privacy Impact Assessment #: HPW-PIA-2024-04
Public Body Name : Highways and Public Works
Date of Approval: Wednesday, March 27, 2024

This PIA is an update to the existing HPW-PIA-2023-10 covering the spatial data and the two distribution platforms currently on offer by the Geomatics Yukon unit in the eServices for citizens branch of the Yukon Government. The GeoYukon is an interactive mapping application containing the Government of Yukon's authoritative and current mapping data, provided as a free public service. With the current update, it will include the ArcGIS Online cloud hosting platform for sharing web maps and web mapping applications using this link: https://yukon.maps.arcgis.com/.

M365 - Universal Print

Privacy Impact Assessment #: HPW-PIA-2024-03
Public Body Name : Highways and Public Works
Date of Approval: Thursday, March 21, 2024

This is an addendum PIA of the M365 Cloud Services PIA which is to expand its coverage to Universal Print. The Universal print by Microsoft is a cloud-based print solution that simplifies print management for organizations. It enables printing from anywhere, eliminates the need for on-premises print servers, and offers centralized management through the M365 admin center. The scope of this PIA involves assessing how personal data will be handled within the system, including the evaluation of security measures, access controls, and data protection mechanisms to ensure compliance with privacy regulations and YG policies.

TSB Central Issuance (Veridos)

Privacy Impact Assessment #: HPW-PIA-2024-02
Public Body Name : Highways and Public Works
Date of Approval: Thursday, March 14, 2024

This pertains to the production of Yukon government identification cards, specifically the driver's licenses and the general identification cards (GICs), issued by the Department of Highways and Public Works (HPW), Transit Services, Motor Vehicles Branch. GICs are issued if the individual does not have authorization for a Drivers License.

Veridos will replace the outdated card printing technology currently used by HPW as it no longer meets the updates security standards required for government identification. The outdated process includes in-house printing and laminated-based security. Current security standards across North America are for a laser engraved polycarbonate ID card, which is not producible by HPW independently. By partnering with Veridos, the Yukon Government aims to establish a reliable, high-security card printing service and improve the security, integrity, and overall quality of Yukon government-issued credentials.

Jira Service Management

Privacy Impact Assessment #: HPW-PIA-2024-01
Public Body Name : Highways and Public Works
Date of Approval: Wednesday, January 24, 2024

The Yukon Government (YG) is revamping its public service and forms management, as well as reporting capabilities with Highway and Public Works (HPW) eServices leading a strategic effort to modernize, standardize, and digitize services by increasing their capabilities in terms of the complexity of and the range of services offered to departments. Highway Three Solutions (contractor) was provided with an extensive requirements list that incorporated the details of the forms management solution being sought to embed with eServices service delivery lifecycle and determined that leveraging Atlassian’s Jira Service Management (JSM) cloud solution met the requirements that IT, operations, and business teams can use to quickly respond to, resolve, and report on service requests and incidents. JSM is integrated with Jira and other Atlassian software already in use by YG and configured to YG's teams and services to enable easier collaboration, faster issue resolution, and instant access to real-time analytics to measure performance and workload. The solution’s self-service portal will be configured for both internal and external users, with the intent that it will be utilized primarily for internal YG departments/programs using the forms for approvals, processing requests, and similar workflow.