Town Office

Introduction

The Protection of Privacy Act (POPA) is a provincial law that governs how public bodies, such as the Town of Calmar, collect, use, disclose, and protect personal information. Its purpose is to ensure that personal information is only used for appropriate reasons, is kept secure, and that individuals have rights over their own information.

What This Means for Residents

Residents have important rights under the Act, including:

• The right to know why personal information is being collected and how it will be used
• The right to access and correct their personal information held by the Town
• The right to privacy protection, including safeguards against unauthorized access or disclosure
• The ability to file a complaint if they believe their information has been mishandled

The Act also requires that individuals be notified if a privacy breach creates a real risk of significant harm.

What This Means for the Town

The Town of Calmar has legal responsibilities under POPA, including:

• Collecting personal information only when necessary for programs or services
• Using and disclosing information only for authorized purposes
• Protecting personal information through appropriate safeguards
• Responding to access, correction, and complaint requests in accordance with legislation

The Town is also required to investigate and respond to privacy incidents and notify affected individuals when required.

Town of Calmar Privacy Management Framework

To meet these obligations, the Town has adopted a Privacy Management Program supported by:

• Bylaws governing records and information management
• Policies that establish accountability and rules (such as privacy incidents and non-personal data)
• Standard Operating Procedures (SOPs) that guide day-to-day handling of information, including access and correction requests, privacy complaints, and secure system use

This structured approach ensures that privacy protection is built into the Town’s daily operations, with training, oversight, and ongoing review to maintain compliance.

By-Laws

• Bylaw 2023-22 – Records and Information Management(PDF)
  • Establishes government and retention requirements for Town records
• Bylaw 2026-02 – Designated Officers(PDF)
  • Identifies Designated officers responsible for privacy and information management

Policies

• Policy 2026-122 – Privacy Management Program Policy(PDF)
  • Establishes the Town’s Privacy Management Program and accountability framework
• Policy 2026-123 – Non-Personal Data Policy(PDF)
  • Governs the creation, use, and safeguarding of non-personal (aggregated/anonymized) data
• Policy 2026-124 – Privacy Incident Policy(PDF)
  • Establishes procedures for identifying, managing, and reporting privacy incidents

Standard Operating Procedures

• SOP – Access to and Correction of Personal Information(PDF)
  • How residents’ requests to view of correct their personal information are handled
• SOP – Privacy Complaints(PDF)
  • How written privacy complaints are received, investigated, and resolved
• SOP – Automated Systems(PDF)
  • Governs use of automated and electronics systems that collect or process information
• SOP – Mobile Device Management (IT)(PDF)
  • Service management of Town-issued mobile devices throughout their lifecycle

How to Submit a Request or Complaint

Access or Correction Request

If you would like to access personal information the Town holds about you, or request a correction to that information, submit your request in writing to the Chief Administrative Officer (CAO).

The Town will verify your identity and respond within the statutory timelines set out in POPA.

Privacy Complaint

Privacy complaints must be submitted in writing using the Town’s prescribed complaint form. Completed forms should be directed to the CAO.

If you are unsatisfied with the Town’s response, you may request a review by the Office of the Information and Privacy Commissioner of Alberta.

Our Commitment

The Town of Calmar is committed to protecting personal information, supporting transparency, and respecting residents’ privacy rights while delivering municipal services.