Disability Pensions (VAC PPU 601)

Description: This bank describes information that is used in support of determining eligibility, entitlement, and assessment for Disability Pensions, under the Pension Act. The information is about individuals who applied for and/or received a decision for a Disability Pension, which recognizes a service related disability and/or death. For Canadian Armed Forces (CAF) members and Veterans, and Royal Canadian Mounted Police (RCMP) members and former members, the personal information may include identifying numbers, name, contact information, language, date of birth, service information, marital status, family information, health information, financial information, citizenship status, and signature. Other required personal information may include whether the applicant is a VAC employee, spouse/common-law partner’s identifying numbers, dependent children’s schooling and/or health information, information regarding a representative, and other information required for identity validation of the member/Veteran/former member/spouse/common-law partner, and/or dependent child.

When a surviving spouse/common-law partner and/or dependent child make an application for Disability Pension in respect of death, or a lifetime application, or a post-humous application, they must provide the same information as stated above, about the member/Veteran, and other than service and health information, the same about themselves. In addition, they must provide a date of death for the member/Veteran, information establishing proof and/or cause of death.

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). Medical condition, medical code, entitlement, assessment, type of service under which the decision was rendered is stored in the Federal Health Claims Processing System (FHCPS) through a contract with Medavie Blue Cross.

Some documents received at 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: War-service Veterans, Allied Veterans, Merchant Navy Veterans, former and still serving members of the CAF, members and former members of the RCMP, eligible civilians, survivors, dependent children or orphans, and/or representatives.

Note: With the coming into force of the Canadian Forces Members and Veterans Re-establishment and Compensation Act on April 1, 2006, now known as the Veterans Well-being Act (VWA), the Pension Act was amended and limited to individuals with service in the CAF prior to April 2, 1947 or service in the Korean War. For CAF members and Veterans who received a decision under the Pension Act prior to April 1, 2006, the Pension Act continues to be applicable in limited circumstances in respect of all service in the CAF as outlined in section 3.1 of the Pension Act and section 56 of the VWA.

Purpose: The personal information is used to administer the program, determine eligibility (entitlement and assessment), disburse funds, and provide services under the Disability Pension program. Personal information is collected pursuant to Part III, sections 21 to 36, 45 to 57, 82, 84, 109, 109.1, and 109.2 of the Pension Act and associated Award Regulations.

For RCMP members and former members, benefits are provided under the Royal Canadian Mounted Police Superannuation Act, and personal information is collected pursuant to Part II, sections 31.1 to 34 of that Act, or the section 5 of the Royal Canadian Mounted Police Pension Continuation 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 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.

Name, client identifier and member/Veteran’s health information, including relevant service information of the member/Veteran and assessment details, required to determine eligibility for the orphan, may be shared with the Educational Assistance Program (VAC PPU 605).

Name, identifying numbers, service information, health information and any relevant information in support of the claim, may be shared with the Veterans Review and Appeal Board (VRAB) in support of the Reviews and Appeals process (VRAB - Reviews and Appeals - VRAB PPU 080) and Pension Advocate Services (VAC PPU 365).

Personal information may be shared with the Department of National Defence (DND) to obtain health and service records in support of program administration. Refer to DND Personal Information Banks – Dental Records (DND PPE 811), Medical Records (DND PPE 810), Psychosocial Services (DND PPE 812), Canadian Forces Casualty Database (DND PPE 817), Administrative Review Case Files (DND PPE 814), Canadian Forces Member Personal Information File (DND PPE 818), Human Resources Management Information System (HRMS) (DND PPE 805), Unit Military Personnel Bank (DND PPE 836), and Personnel Files – Training (DND PPE 842).

In accordance with an established Memorandum of Understanding, personal information obtained by VAC may be shared with Public Services and Procurement Canada (PSPC) to obtain Service Records and/or Service Health Records from Library and Archives Canada (LAC) and/or the Royal Canadian Mounted Police (RCMP).

 In accordance with an established Memorandum of Understanding, personal information may be shared with LAC to obtain Service Records and/or Service Health Records. Refer to LAC Personal Information Banks – Army Reserve Force Pay Sheets (LAC PPU 715), Collective Medical Records (LAC PPU 017), Dental Records (LAC PPU 721), Medical Records (LAC PPU 018), Microfiche Personal File (LAC PPU 023), Military Personnel Bank (LAC PPU 024), and Performance Evaluation Records (LAC PPU 028).

Name, regimental number, home province, medical disability description, and effective date may be shared with the RCMP for the purpose of enabling RCMP medical authorities to respond to still-serving member’s health needs. Refer to RCMP Personal Information Banks - RCMP Member Service Records (RCMP PPE 802) and Medical Records of RCMP Members and Other Persons Applying to Serve in Foreign Policing Responsibilities (RCMP PPE 808). Service-related death information may also be shared with the RCMP for the purpose of enabling the RCMP to initiate payment under their Survivor Income Plan.

Canadian Armed Forces member/Veteran’s name, health information, and service information, may be shared with the Last Post Fund to determine eligibility for benefits under the Veterans Burial Regulations (Funeral and Burial Program - VAC PPU 260). 

By Order in Council 2011-1348, Employment and Social Development Canada (ESDC) may provide services on behalf of VAC. Personal information may be collected by Service Canada Centres, acting as a receiving agent on behalf of VAC (Refer to Veterans Affairs Canada Program Delivery ESDC PPU 701).

Name, contact information, client identifier, entitlement amounts and direct deposit instructions may be shared with Public Services and Procurement Canada (PSPC) for the purposes of issuing payments (refer to Receiver General Payments – PWGSC PCU 712).

Personal information may be obtained by 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). Public Services and Procurement Canada 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.

Veterans Affairs Canada 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.