The Edmonton Police Commission is committed to protecting the privacy and confidentiality of the information that it holds. The Edmonton Police Commission is a public body and therefore responsible for the information within its custody as set out in the Freedom of Information and Protection of Privacy Act.
Commissioners and staff are responsible for maintaining the confidentiality of Commission information. As part of their duties Commissioners and staff will acquire knowledge of, or have access to and be in possession of information, including personal information. Commissioners and staff will keep confidential and not disclose any information of any nature or kind that comes to their knowledge by virtue of their position, except in accordance with their duties with the Commission.
Commissioners and staff are required to sign a confidentiality agreement binding them to their responsibility even after their appointment ends.
Commissioners and staff are required to maintain adequate security so as to prevent unauthorized access, use, or disclosure of Commission information.
Commission materials are made available to Commissioners electronically on Commission issued devices. All Commissioners will be issued an electronic device in order to access Commission materials. Commissioners may request hard copies of Commission materials as required. Hard copies shall picked up at the Commission office or couriered to Commission members. Couriered packages will only be released to the Commission member or their designate. Couriers shall not be given instructions to leave materials unattended outside a location. Paper materials shall be returned to Commission staff at the end of the Commission meeting. While in their custody, Commission members are responsible for ensuring that they have adequate security over the materials. This includes restricting access through locked storage. Not leaving materials in a vehicle unattended.
Councillor Commissioners receive electronic copies of Committee and meeting materials on encrypted USB. USBs shall be returned at the end of the meeting.
Electronic copies of Commission materials shall not be copied to personal devices.
All Commissioners (with the exception of Councillors) will be issued a secure email address.
Commission related confidential email communications shall only be through the secure email address provided to the Commission members for Commission business.
All Commission related work shall be done on Commission issued devices. Devices shall be secured from unauthorized access with a password.
The Chair and Vice Chair will be issued a cell phone at the beginning of their term to facilitate real time response to Commission related phone calls and email. Other Commissioners may be issued a cell phone, if required.
In the event of a lost or stolen Commission issued device (e.g. cell phone or tablet), Commissioners are required to immediately notify the Edmonton Police Service IT Helpdesk.
Commissioners are required to return Commission issued devices at the end of their term; failure to do so will result in financial liability.
October 27, 2016
September 17, 2015