Mental Health (VAC PPU 320)

Description: This bank describes information used to support the administration and management of benefits and services provided by Veterans Affairs Canada (VAC) through the Department's mental health initiatives. Personal information may include name, contact information, biographical information, biometric information, criminal history, date of birth, date of death, educational information, employee personnel information, employment equity information, financial information, gender, lifestyle, personal identification numbers (VAC file number, CSDN ID, military service number, client identifier, provincial health insurance number), preferred official language, health information, opinions and views about the individual, physical attributes, signature, contact person, guardian and power of attorney information, military service information, referral details, hospital admission, discharge date, validation of identity and VAC employee.

Note: Revised in 2019. Information may be stored electronically in VAC’s physical and electronic systems including: Client Service Delivery Network (CSDN) and 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 Benefits and Health Services On-line (BHSOL). Denominalized information may be stored in the Client-Reported Outcomes Monitoring Information System (CROMIS).

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

Class of Individuals: War service Veterans, Canadian Armed Forces (CAF) Veterans and still-serving members; released and still-serving members of the Royal Canadian Mounted Police; spouses, common-law partners and dependents of war service and CAF Veterans and still-serving members; health care providers; mental health professionals; next of kin, caregivers, guardians, and/or representatives.

Purpose: Personal information is used for the management and administration of services and benefits provided to support clients living with mental health conditions. Information is collected pursuant to the Veterans Well-being Act (sections 7 to 10); the Pension Act (definitions section a to h); and the Veterans Health Care Regulations (sections 3 to 5).

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 is 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.

Information may be used or disclosed for: continuity of care, safety or security purposes.

Information such as name, contact information and health information may be shared with provincially regulated mental health professionals for the purpose of service delivery.

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.