Compliance & Data Protection
Compliance & Security
Civic CRM is built from the ground up to meet the specific legislative, regulatory, and policy requirements that Canadian and Ontario municipalities must satisfy. Compliance is not an add-on — it is a foundational design principle.
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, legal holds, and PDF/A archival export aligned with Ontario municipal classification schemes.
Ontario
Built-in workflows for processing access-to-information requests within the 30-day legislated timeline. Complete audit trail of all data access, modification, and disclosure events. Privacy impact assessment tooling for new data collection initiatives.
Ontario
WCAG 2.1 AA compliance across all application interfaces and outbound communications. Screen reader compatibility, keyboard navigation, colour contrast ratios, and accessible form labelling verified through third-party VPAT assessment.
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.
Canada (Federal)
Opt-in/opt-out management for all outbound electronic communications. Consent records with timestamp and source documentation. Unsubscribe processing within legislated timelines.
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
- 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
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
- Access request tracking with legislated timeline enforcement (30-day response window)
- Automated identification of records responsive to access requests across all case and interaction data
- Privacy impact assessment support for new data collection initiatives
- Records retention schedules aligned with Ontario municipal records management guidelines
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
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 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 Sovereignty
Canadian Data Residency
All Civic CRM data is stored and processed exclusively within Canadian borders. 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, and action type
Every data modification logged with before and after values
Every record deletion logged with full record snapshot prior to deletion
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)
Real-time alerting on suspicious access patterns (bulk exports, after-hours access, privilege escalation attempts)