Veterans Emergency Fund (VAC PPU 711)

Description: This bank describes information that is used in support of determining eligibility and entitlement for assistance under the Veterans Emergency Fund (VEF). The information is about individuals who apply for emergency monetary assistance and who are facing financial crisis/emergency. The information is collected with the intent of mitigating the immediate financial need. Personal information collected may include applicants name; Veteran’s name and relationship to Veteran (if applicable); contact information; marital status; biographical information, residency; applicant date of birth; educational information; direct deposit information; opinions of, or about, individuals; signature of the applicant; language of choice; financial information; validation of identity documentation (e.g. driver’s license); other name(s) (e.g. maiden name) (if applicable); Veteran date of birth, date of death (if applicable), death certificate, military service number, Member Personnel Record Résumé (MPRR) and identifying numbers, applicant representative name; and guardian or power of attorney documentation and contact information. Other required personal information may include whether the applicant is a VAC employee or not.

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;

Some documents received in 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: Veterans, current spouses/common-law partners of Veterans, survivors of Veterans or deceased Canadian Armed Forces (CAF) members; and orphans of Veterans or CAF members, and/or representatives.

Purpose: The personal information is used to administer the VEF, determine eligibility and process payments(s), where required. Personal information is collected pursuant to the Order in Council 2017-1696.

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.

Military service information provided may be verified via DND (refer to Personnel Files – Training – DND PPE 842, Canadian Forces Member Personnel Information File – DND PPE 818, Human Resources Management Information System (HRMS) – DND PPE 805, Unit Military Personnel Bank - DND PPE 836).

Name, contact information, identifying number, 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.