Privacy Statement for the Provincial Judges Pension Plan

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    The Provincial Judges Pension Board (PJPB) is committed to respecting your privacy and protecting your personal information. This privacy statement explains the current information management practices associated with administering the Provincial Judges Pension Plan (PJPP).

    Personal information means recorded information about an identifiable individual, including name, date of birth, spousal status, home address and personal telephone number, pension amounts, and correspondence of a confidential nature.

    Lawful authority for collection of personal information

    PJPB collects personal information for the proper administration of the PJPP, established in O. Reg. 290/13: Pensions and Survivor Allowances for Provincial Judges under the Courts of Justice Act, 1990.

    Collection of personal information

    The personal information used by the PJPB to administer the plan is typically collected from one of two sources — you or your pay and benefits administrator.

    1. Information from you. Most of the information that we gather from you is collected using forms. At various points in your plan membership, you will have to fill out forms that provides personal information we need to administer the PJPP.
    2. Information from your pay and benefits administrator. Your pay and benefits administrator will generally enroll you in the pension plan and provide us with the information we need to establish your pension file including your name, address, Social Insurance Number, WIN ID, date of birth, gender, and appointment date. Your pay and benefits administrator will also regularly provide the Plan Manager with information about your salary, contributions, and service. Typically, this information is provided electronically when your pay and benefits administrator processes payroll information. However, in certain situations, your pay and benefits administrator will use forms to provide personal information.

    Disclosure of personal information

    From time-to-time, the PJPB and the Plan Manager needs (or is asked) to share your information with a “third party.”

    Third parties include:

    Actuarial advisors – External actuaries are hired by the PJPB to determine the funded status of the PJPP. Actuaries use the personal data of plan members to assess the PJPP’s financial status. We only provide actuarial advisors with the minimum amount of information needed to perform this task.

    Auditors – External and internal auditors may require access to personal information in order to complete comprehensive audits.

    Legal advisors – External legal advisors may be engaged to assist with a variety of legal issues. It may be necessary to provide these legal advisors with personal information to protect your interests and those of the PJPB and the Plan Manager.

    Medical advisor – When necessary, an external medical advisor will be engaged to review the health information of a judge to determine eligibility for benefits. Before releasing personal information to a medical advisor, you will be provided with a form explaining what information we need to disclose and why and asking for your express consent. Information will not be disclosed until we receive your signed authorization.

    Your pay and benefits administrator – Information will need to be provided between the PJPB, the Plan Manager and your pay and benefits administrator as necessary to administer the PJPP and your pension benefit. “Aggregate data” may also be provided, as long as it does not identify a specific PJPP member.

    Financial institutions and payment processors – In order to deliver pension-related payment to your designated account.

    Canada Revenue Agency (CRA) – Under tax law, PJPB is required to report certain personal information to the CRA, such as your pension adjustment and Social Insurance Number.

    Locator firms – Should we lose contact with you, we may provide your information to a third-party firm to help us locate you.

    IT providers – The PJPB relies on third-party service providers to help maintain, develop, assess, and secure our business processes, systems and applications, store data and conduct processing activities on our behalf.

    Under no circumstances will your personal information be shared with any charities or direct marketing groups.

    Accessing your personal information

    Members and retired members may request to review their client file or obtain copies of specific records from their file at any time.

    If the request is being made by a legal representative, we require signed authorization by the member allowing for the legal representative to request information on the member’s behalf.

    You can request your own information by contacting one of our Client Care Associates at 416-601-4037 or toll-free at 1-844-432-9024 (Canada and USA), or pjpp.inquiry@opb.ca.

    There is no charge for obtaining access to your client file under this procedure.

    Freedom of Information

    A freedom of information (FOI) request is an official written request for information from an organization covered by the Freedom of Information and Protection of Privacy Act (FIPPA).

    Under FIPPA, an FOI request must be in writing and must provide sufficient detail to allow staff to identify the information you are seeking. You may use the Access or Correction Form(opens in a new tab) or simply write a letter indicating you are requesting information under FIPPA.

    Requests must be accompanied with a $5 application fee, in cheque or money order, payable to the Provincial Judges Pension Board.

    Please submit your FOI request to:

    Privacy Officer
    Provincial Judges Pension Board (c/o Ontario Pension Board)
    200 King St. W., Suite 2200
    Toronto, ON M5H 3X6

    Government organizations that receive requests under FIPPA must respond within 30 days of receipt of the request and the mandatory $5 application fee, unless the request requires clarification. Under some circumstances, we may need to extend this time frame. In such cases, we will notify you of any time extensions.

    If you have questions or concerns

    If you have any questions or concerns about the handling or accuracy of your personal information, please contact one of our Client Service Associates.

    You can reach us Monday to Friday from 8:00 am to 5:00 pm (EST) at 416-601-4037 or toll-free at 1-844-432-9024 (Canada and USA)

    While you can get answers to general questions without providing your client number, please have it ready in case we need to access your personal information. If you are not satisfied with the response, or if you have further questions, you can write to us:

    Privacy Officer
    Ontario Pension Board
    200 King St. W., Suite 2200
    Toronto ON M5H 3X6

    Fax: 416-364-7578

    Email: privacy@opb.ca