War Veterans Allowance (VAC PPU 040)

Description: This bank describes information that is used in support of determining eligibility and entitlement for the War Veterans Allowance (WVA), under the War Veterans Allowance Act. The information is about individuals who applied for, and/or received a decision regarding a War Veterans Allowance which provides eligible individuals with regular monthly income to meet basic needs, in recognition of war service.

The personal information may include identifying numbers. Name, contact information, language, gender, date of birth, date of death, service information, marital status, family information, health information, financial information, citizenship status, and signature. Other required personal information may include whether the applicant has already received or applied for WVA, pension awarded from other countries, proof of schooling of dependent children, information required for identity validation, information regarding a representative, and personal opinions/views of or about individuals. Other required personal information may include whether the applicant is a VAC employee or not.

Note: Revised in 2019. Information may be stored in Veterans Affairs Canada’s (VAC’s) physical and electronic systems which may include: Client Service Delivery Network (CSDN) and/or GCCase, 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). To support Health Care Benefits and Services which may be received after a WVA decision is rendered, effective date of coverage and the source (which is income qualified) is stored in the Federal Health Claims Processing System (FHCPS) through a contract with Medavie Blue Cross.

Some documents received in VAC from the Department of National Defence (DND) may reference the Social Insurance Information Number (SIN) as DND personnel were required to use the SIN as their personal identification number between1960-1990.

Class of Individuals: Canadian Armed Forces Veterans, Merchant Navy Veterans, Allied Veterans, civilians who served in close support of the Canadian Armed Forces during wartime, surviving spouses, surviving common-law partners, orphans, dependents, and/or representatives.

Purpose: The personal information is used to administer the program, determine eligibility, entitlement, disperse funds, and provide services. Personal information is collected under the authority of section 4 of the War Veterans Allowance Act, sections 3 and 4 of the Veterans Allowance Regulations, and sections 9, 9.1 and 12 of the Civilian War-Related Benefits Act.

The SIN is collected pursuant to subsection 30(3) of the War Veterans Allowance Act and subsection 57(1) of the Civilian War-Related Benefits Act, and is used for data matching purposes, including income verification. Subsections 104(1) and 105(1) under Part 6 of the Economic Action Plan 2014 Act provide authority for one-time payments to compensate for deductions in certain benefits and allowances that are payable under the War Veterans Allowance Act and the Civilian War-related Benefits 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, for the purpose of determining eligibility for additional benefits, assessments, case management, mental health initiatives, and/or commemorative activities, where applicable.

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 Appeals process (VRAB - Reviews and Appeals - VRAB PPU 080) and Pension Advocate Services (VAC PPU 365).

In accordance with an established Memorandum of Understanding, personal information may be shared with Library and Archives Canada (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), 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, 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).

Information in this bank may be shared with Canada Revenue Agency to assist in the collection of War Veterans Allowance overpayments; refer to institution-specific personal information bank: Collections - CRA PPU 050.

In accordance with an established Memorandum of Understanding the SIN or Old Age Security (OAS) Account Number, and other personal information may be shared with Employment and Social Development Canada (ESDC) to facilitate income verification. In exchange, ESDC will provide information related to Guaranteed Income Supplement (GIS) eligibility, OAS and CPP Entitlement information, income data used for GIS or Allowance purposes and other personal information to assess eligibility and provide accurate and timely payments. Refer to the ESDC Personal Information Banks - Old Age Security, Guaranteed Income Supplement Allowance (ESDC PPU 116), and Canada Pension Plan – Retirement, Disability, Survivors and Death Benefits Individual (ESDC PPU 146).

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.