Health Care Benefits and Services (VAC PPU 295)

Description: This bank describes information that is related to the administration and management of health care benefits and services administered for Veterans Affairs Canada (VAC) by a third party service provider. Personal information may include name, contact information, biographical information, gender, date of birth, date of death, educational information, military service number, financial information, language preference, health information, health-related travel information, information on provincial/private health insurance, decision and entitlement information about other VAC programs, guardian and power of attorney information, service provider information, signature, opinions and views about the individual, other identification numbers (CSDN ID, file number, authorization number, client identifier), physical attributes, and assessments of the ability to perform basic activities of daily living.

Note: Revised in 2019. Information may be stored in VAC’s physical and electronic systems including: Client Service Delivery Network (CSDN) and/or 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 Benefit and Health Services On-line (BHSOL) and/or Federal Health Claims Processing System (FHCPS).

Some documents received in Veterans Affairs Canada (VAC) from the Department of National Defence (DND) may reference the social insurance number (SIN) as DND personnel were required to use the SIN as their personal identification number between 1960 and 1990.

Class of Individuals: Persons who served in the armed forces during the First World War, the Second World War or the United Nations operations in Korea, Merchant Navy Veterans, Canadian Armed Forces (CAF) members of the Primary Reserve Force serving for 180 days or less, former regular members of the Royal Canadian Mounted Police in receipt of a disability pension, and all civilian members (active or retired) who are in receipt of a disability pension. Allied Veterans, health care professionals, third party service and equipment providers, eligible civilians, travel escorts, witnesses, guardians, individuals who exercise power of attorney, and/or their representatives.

Purpose: The personal information is used to administer treatment benefits and services as well as supplementary benefits such as travel which includes determining eligibility and disbursing funds. Personal information is collected pursuant to Part I of the Veterans Health Care Regulations and sections 4 and 5 of the Department of Veterans Affairs Act.

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 are 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, assessments, case management, mental health initiatives, and/or commemorative activities, where applicable.

Name, address, identifying number, dates of birth and death, medical pension codes, and eligibility information may be shared with a third party service provider who administers claims adjudication and payments on behalf of Veterans Affairs Canada.

Name, identifying number, contract information, client group and program eligibility codes may be shared with a third party service provider for the purposes of printing client health cards and providing an information package to clients.

Personal information may be obtained by Public Service 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 personal information bank, PWGSC PCU 709 - Document Imaging Solutions). PSPC will not use the personal information for the purposes of making administrative decisions.

Personal information such as name, contact information, service information, health and financial information may be shared with an authorized and approved third party, in accordance with an established Service Level Agreement for the purpose of printing and mailing services. The approved third party 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 where applicable.

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.