This summary explains how the Alberta Energy Regulator (AER) manages personal information under the Protection of Privacy Act (POPA). It is intended for members of the public, employees, applicants, contractors, and others whose personal information the AER may handle. We are committed to protecting your privacy. We handle your personal information in accordance with POPA and its regulations.
Personal Information
Depending on the program or service, we may handle personal information about employees, applicants, complainants, stakeholders, contractors, licensees, members of the public, and other individuals connected to AER activities or legal responsibilities.
Purposes for Collection, Use, and Disclosure
We handle personal information only for authorized purposes connected to our programs, operations, administration, and legal obligations.
Nature of Collection
We usually collect personal information directly from the individual. In some situations, we may receive it from another source where authorized or necessary, such as for evidence gathering, professional services, or other lawful program needs.
Consent
Where the AER relies on consent to collect, use, or disclose personal information, we follow documented rules that set out when electronic, oral, or written consent is appropriate, consistent with POPA and its regulations. The AER does not seek consent where it already has legal authority to handle the information, as doing so could be misleading.
Data Protections
We use a combination of policies, procedures, access controls, training, technical security measures, and physical safeguards that are appropriate to the sensitivity of the information.
Sharing of Personal Information
We may disclose personal information where authorized, including to service providers, law enforcement, or legal counsel when needed for an authorized purpose.
Retention and Disposal
We keep personal information according to approved retention schedules and legal requirements and dispose of it securely when no longer required.
Automated Tools
We may use approved automated tools, including artificial intelligence, to assist in processing or reviewing information as part of its programs and services. These tools do not make final decisions about individuals without human review. If your personal information may be used in this way, we will include this in the collection notice provided to you.
AER Privacy Management Program
We maintain a formal Privacy Management Program approved by, and accountable to, the head of the public body. The Privacy Officer is responsible for oversight and administration of the program.
The program establishes and maintains the following elements:
- Defined governance structure with assigned roles and responsibilities
- Documented policies and procedures for handling personal information
- Privacy impact assessment processes for new or changed programs
- Privacy training and awareness programs for employees and contractors
- Monitoring, auditing, and compliance verification activities to assess program effectiveness
- Privacy breach detection, response, and notification processes
- Policies and oversight for automated systems involving personal information, including appropriate human oversight
We regularly review and update our Privacy Management Program.
Access, Correction, Inquiries, and Complaints
You have the right to
- request correction of your personal information held by AER;
- make a privacy complaint if you believe the AER has collected, used, or disclosed your personal information contrary to POPA; and
- request access to your own personal information held by AER under the Access to Information Act.
If you have concerns about how we have collected, used, disclosed, or protected your personal information, you may make a privacy complaint.
How to correct personal information held by the AER
To request that personal information held by the AER be corrected, please use our Correction of Personal Information form.
How to submit a privacy complaint
You may submit a complaint in any of the following ways:
- By email to privacy@aer.ca
- By mail or other written form
Please include as much detail as possible about your concern, including the program or service involved and relevant dates.
We will then do the following:
- Acknowledge your complaint.
- Review the issues raised.
- Assess whether we complied with privacy requirements.
- Respond to you in writing with findings and any actions taken or planned.
If you are not satisfied with AER's response, you may request a review by the Office of the Information and Privacy Commissioner of Alberta in accordance with the Protection of Privacy Act. You may also make a complaint directly to the Commissioner at https://oipc.ab.ca.
Contact
Questions or concerns about privacy practices may be directed to the AER Privacy Officer at privacy@aer.ca.
