Death Benefit (VAC PPU 718)

Description: This bank describes information that is used in support of determining eligibility and entitlement for the Death Benefit, under the Veterans Well-being Act. The information is about individuals who applied for, and/or received a decision for the Death Benefit, which recognizes the loss of a Canadian Armed Forces (CAF) member’s life, the resulting loss of guidance, care and companionship, and the impact of the member’s death on the functioning of the household.

When a surviving spouse/common-law partner and/or dependent child makes an application for the Death Benefit, personal information collected about the CAF member may include identifying numbers, name, date of birth, date of death, service information, health information, and information establishing proof and/or cause of death.

From the surviving spouse/common-law partner and/or dependent child, personal information collected may include identifying numbers, name, contact information, language, date of birth, family information, financial information, and signature. In addition, marital status at the time of death, schooling and/or health information of dependent children to establish both survivor and dependent child eligibility may be required. Other required personal information may include whether the applicant is a VAC employee, other information required for identity validation, and information regarding a representative. 

Note: Created 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 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: Survivors and/or dependent children of CAF members and Veterans, and/or representatives.

Purpose: The personal information is used to administer the program, determine eligibility (entitlement), and disburse funds under the Death Benefit program. Personal information is collected pursuant to Part 3, sections 57 to 59, and sections 78.1, 78.2, 79 to 81, 84, and 85 of the Veterans Well-being 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 – , Medical Records (DND PPE 810), , 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).

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). 

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.