Correction of Personal Information

Alberta’s Protection of Privacy Act (POPA) provides a legal right for individuals to request a correction of personal information held by public bodies, like the University of Alberta (U of A), not a right to have a correction made. If an individual believes that their personal information, in the custody or control of the U of A, contains an error or omission, they may request the U of A to correct the personal information.

Requests for corrections of personal information can be made for factual information, not opinions about the individual. In accordance with POPA, the U of A must not correct an opinion, including a professional or expert opinion.

The Information, Privacy and Records Management Office (IPRMO) manages formal requests for correction of personal information on behalf of the U of A. To request a correction to personal information, please complete the Request to Correct Personal Information Form and submit it to our office at privacy@ualberta.ca or by mail to: Information, Privacy and Records Management Office, University of Alberta, 7-20 University Terrace, 8303 - 112 Street NW, Edmonton, Alberta, T6G 1K4. 

Facts and Frameworks

• There are no fees associated with processing a request to correct personal information.
• Factual Information: Individuals must provide proof in support of their request for correction of personal information. 
• Opinions: While POPA does not allow for opinions to be corrected, individuals may have their views about the opinion added to the record if relevant and material.
• When an error is corrected or an omission is added, an annotation of the date of the correction must be added to all records containing the personal information. 
• When a correction is refused or cannot be made (e.g. opinion or not personal information), an annotation must be made or linking the personal information with the part of the requested correction that is relevant and material.
• Individuals will be notified within 30 business days of receiving the request that either the correction has been made or an annotation or linkage has been made.
• On correcting, annotating or linking personal information, the U of A must notify any other public body or any third party the information has been disclosed during the one year before the correction request was made, unless:
  • (1) the correction annotation or linkage is not material, and 
  • (2) the individual who requested the correction is advised and agrees in writing that notification is not necessary. 
• If a request for correction is received and the personal information was either collected or created by another public body, within 15 business days, the U of A may transfer the request to that originating body and the individual will be notified of that transfer.

Definitions

• Personal Information means recorded information about an identifiable individual, including but not limited to: name, home address, personal email address, age, and an identifying number assigned to the individual.
• An error is mistaken or wrong information or information that does not reflect the true state of affairs. 
• An omission is information that is incomplete or missing or that has been overlooked.
• Control
• Having custody of a record, that relates to University operations, means having physical possession of it.
• Having control of a record means having the power or authority to manage, restrict, regulate or administer the use or disclosure of the record.
• Examples of public bodies include post-secondary institutions, Government departments, municipalities, and health authorities.
• A third party is a person, group of persons or organization other than the individual making the request for correction of personal information or a public body.