FOIP Notification Statement


The Freedom of Information and Protection of Privacy Act of Alberta under Section 33(c) states "No personal information may be collected by or for a public body unless that information relates directly to and is necessary for an operating program or activity of the public body;" and, when collecting personal information Section 34(2) requires that "A public body that collects personal information... must inform the individual of
(a) the purpose for which the information is collected,
(b) the specific legal authority for the collection, and
(c) the title, business address and business telephone number of an officer or employee of the public body who can answer the individual's questions about the collection."

Development Guidelines

  1. Notifications must occur whenever personal information is captured or recorded. All data collected must be needed for each individual from whom it is collected.
  2. A public body may collect personal information only to the extent necessary to enable the public body to carry out its purpose in a reasonable manner.
  3. Notifications may be printed on the collection form itself, on a separate or covering document that is a guide to the completion of the form, or may be given verbally.
  4. Notifications should not be shaded and the type size should allow the notification to be clearly readable with average vision, preferably of the same type size as the rest of the body of the form.
  5. Oral notification is appropriate when information is recorded over the telephone, however if follow-up documentation is transmitted a Notification Statement providing the same information given over the telephone should be included.
  6. If the personal information being collected will be stored outside of Canada, the individual should be notified of this at the time of collection. Generally, it should be stated that the personal information will be transmitted to and stored on servers outside of the university, Alberta and Canada and that the university cannot guarantee protection against disclosures as a consequence of foreign laws.
  7. For further information or assistance contact the Information and Privacy Office at 492-9419.

Example of FOIP Notification Statement (Word 20 KB)

Information and Privacy Office

August 2019