Compliance & Data Protection
Compliance & Security
Civic CRM is built from the ground up to meet the specific legislative, regulatory, and policy requirements that Canadian municipalities must satisfy. Compliance is not an add-on — it is a foundational design principle. Delivered as a full source code licence, your municipality retains complete control over the deployment, data, and security posture.
Canadian Municipal Compliance
Municipal & Provincial Regulations
Purpose-built for Canadian municipalities, with full alignment to federal, provincial, and municipal legislation governing public-sector data management.
Ontario
Full compliance with records management, retention, and public inspection requirements under Sections 228 and 254. Civic CRM enforces retention schedules per entity type and case type, legal holds, and PDF/A archival export aligned with Ontario municipal classification schemes. Data Retention & Disposal Engine runs nightly to identify expired records, exclude legal holds, and queue for Clerk/Records Manager approval.
Ontario
Built-in MFIPPA Access Request Search tool (spec 5.4) for FIPPA coordinators — searches all CRM data (residents, interactions, cases, notes, messages, attachments, audit logs) with 'include in response' checkboxes, redaction tools (s.6–15), and export as PDF/A with 30-day deadline tracker. Complete audit trail of all data access, modification, and disclosure events. Privacy impact assessment tooling for new data collection initiatives. Target: ≤3 hours preparation per MFIPPA request.
Ontario
WCAG 2.1 AA compliance across all application interfaces and outbound communications. Screen reader compatibility, keyboard navigation, colour contrast ratios (4.5:1 normal text, 3:1 large text), and accessible form labelling verified through third-party VPAT assessment. AODA accommodation preferences (large print, screen reader, plain text, braille) stored per resident profile.
Canada (Federal)
Consent management, data minimization, breach notification workflows, and data retention enforcement aligned with federal privacy requirements. Right of access and correction workflows for resident data requests built into the platform. Consent & Privacy Manager tracks what personal information was collected, the legal authority (MFIPPA s.28(2)), the purpose, and who has accessed it.
Canada (Federal)
Express and implied consent tracking with 2-year implied consent expiry per CASL. Templates tagged as transactional (CASL-exempt) or commercial (requires consent). Unsubscribe processing within 10 business days. 30-day advance warning for re-consent outreach before implied consent expires. Immutable consent ledger for audit trail.
Ontario
Alignment with the Ontario government's cybersecurity standards for public sector organizations including risk assessment, incident response, and continuous monitoring requirements.
Canada (Federal)
Infrastructure and operational controls aligned with the Government of Canada's cloud adoption guardrails for Protected B data classification, including Canadian data residency and encryption requirements.
“Compliance is not a feature we bolted on after launch — it is the architectural foundation every line of code is written against. Canadian municipalities deserve a platform that treats their legislative obligations as first-class requirements.”
Civic Engineering
· Platform Architecture TeamRegulatory Compliance
Industry Frameworks
Beyond municipal legislation, satisfies internationally recognized compliance frameworks.
Federal privacy legislation governing the collection, use, and disclosure of personal information in the course of commercial activities.
- Consent management for data collection and use purposes with express/implied tracking
- Data minimization — only required fields collected per interaction type
- Right of access and correction workflows for resident data requests
- Breach notification workflows with configurable escalation timelines
- Data retention and disposal policies enforced at the system level with nightly disposal engine
Ontario legislation governing access to municipal records and protection of personal privacy. Establishes obligations for records management, access requests, and privacy breach response.
- Complete audit trail of all data access, modification, and disclosure events with before/after snapshots
- MFIPPA Access Request Search tool (spec 5.4) with 30-day deadline tracking and redaction tools (s.6–15)
- Automated identification of records responsive to access requests across all case and interaction data
- Consent & Privacy Manager tracking collection authority (s.28(2)), purpose, and access history
- Records retention schedules aligned with Ontario municipal records management guidelines with legal hold capability
International standard for web accessibility, mandated for Ontario public sector organizations under the Accessibility for Ontarians with Disabilities Act (AODA).
- Full keyboard navigation for all application functions
- Screen reader compatibility tested with JAWS, NVDA, and VoiceOver
- Colour contrast ratios meeting AA minimums (4.5:1 for normal text, 3:1 for large text)
- Semantic HTML structure with proper heading hierarchy and ARIA landmarks
- Focus management for dynamic content, modals, and navigation patterns
- Accessible form labels, error messages, and validation feedback
- AODA alternative format generation: large print (18pt min), plain text, screen-reader-optimized, braille-flagged
Provincial legislation establishing requirements for municipal records management, retention, and disposition. Section 228 requires municipalities to maintain specific records and make them available for inspection.
- Records classification aligned with municipal functional classification schemes
- Retention period enforcement per entity type and case type — preventing premature deletion of legislated records
- Legal hold capability to prevent disposition of records subject to litigation or investigation
- PDF/A export for long-term archival of interaction records and case files
- Integration with municipal records management systems (EDRMS) where deployed
- Data Retention & Disposal Engine — nightly identification of expired records with Clerk/Records Manager approval queue
Data Sovereignty
Canadian Data Residency
All Civic CRM data is stored and processed exclusively within Canadian borders. With a full source code licence, municipalities can deploy on their own infrastructure or approved Canadian cloud providers — ensuring no resident personal information is transferred to, stored in, or accessible from infrastructure located outside of Canada.
Hosting
Canadian Only
Centres
3 Redundant
Encryption
AES-256
Sovereignty
PIPEDA / MFIPPA
Platform Security
Security Capabilities
Click any capability to explore the technical details behind each security layer.
Auditability
Audit Trail Features
Every action is logged, timestamped, and immutable — providing the complete audit trail required by provincial legislation and municipal accountability standards.
Every record access logged with user, timestamp, IP address, user agent, session ID, and action type (create/read/update/delete/export/login/logout/search)
Every data modification logged with before and after values (full snapshot)
Every PII view logged — tracking who viewed which resident's personal information and when
Every record deletion logged with full record snapshot prior to deletion (soft-delete only for constituent records)
Exportable audit reports filtered by user, date range, record type, and action
Immutable audit log — entries cannot be modified or deleted by any user role including system administrators
Configurable audit data retention periods meeting provincial requirements (minimum 7 years, default 10 years)
Real-time anomaly alerting: bulk PII export, after-hours PII access, repeated failed logins, privilege escalation attempts