Stay informed: What the New Alberta ID Means for Volunteer Screening
by Erin Navarro
On July 2nd, 2026, the Government of Alberta enacted a new update that combines Alberta driver’s licenses and identification (ID) cards with personal health care numbers and introduces a new Canadian citizenship marker. As non-profits adapt to this change, it's a great opportunity to review how your organization collects and protects volunteers' personal information during screening. A thoughtful approach to collecting a volunteer’s information helps reduce privacy risks and remove barriers for people to get involved as volunteers. Below, we've outlined the key things to keep in mind so your screening practices stay compliant and volunteer-friendly.
While Volunteer Alberta does not provide legal advice, we can provide some additional information and context to help organizations understand potential implications for volunteer screening practices. We always recommend seeking professional legal advice in matters of legislative compliance. When it comes to volunteer screening, most non-profits are technically not subject to the Privacy and Information Protection Act of Alberta (PIPA) or the federal Personal Information Protection and Electronic Documents Act (PIPEDA). Rather, these laws can serve as useful guides to privacy best practices when collecting, using, storing, and disposing of personal information for screening. Depending on the organization and the legislation under which it is incorporated or regulated, there may be exceptions which will require them to follow these pieces of legislation.
Access to personal health records, including the Public Health Number (PHN), is regulated under the Health Information Act , which limits their collection exclusively for healthcare-related reasons. To adapt to the new ID’s, the provincial government has updated the legislation to allow for incidental collection if the identification is voluntarily given under section 21.1(2)(b). This would mean that individuals have the right to refuse to provide their Alberta identification because it will now contain their PHN unless the collection of their ID is authorized under different legislation.
So, what does this mean for organizations that collect government ID from volunteers as part of the screening process?
The first step would be to understand the why. Why does your organization need a volunteer’s identification? For example, if the volunteer is responsible for operating a vehicle while completing their volunteer tasks, and you require a copy on record for your own insurance purposes, then it may be reasonable to ask for a driver’s license. However, if you cannot find a clear answer as to why your organization requires ID, then it might be time to update your policies and processes so you aren’t collecting extraneous information.
Something to be aware of is that every step introduced to the screening process has the potential to create barriers to engagement for a volunteer. Adding unnecessary ID collection to your screening introduces another point in which volunteers might disengage, and it also creates added work for your organization to appropriately store and manage this information.
If you do need someone’s ID so they can complete their volunteer tasks, but they feel uncomfortable or they rightfully refuse to provide their ID, you have options on how to proceed. Be aware of alternative forms of identification that may meet your screening needs, (including passports, Indigenous Status cards, or permanent residency cards). Also consider whether other screening steps have already confirmed the required information. [GD5] Using a volunteer application form to collect information such as an address or birthdate could provide the same details, but this information should only be requested if it is necessary for the individual to volunteer. If no alternative ID is available, you will need to ensure your storage process includes securely redacting or masking their PHN in your files. Your organization may want to include policies that keep processes transparent including informing volunteers[FW8] on who has access to their personal information and why, how long their information will be stored, and how to request access to those files. All personal information should be shared on a need-to-know basis and protected through appropriate physical and digital safeguards, such as secure electronic systems or locked filing cabinets. If a volunteer still doesn’t feel comfortable sharing their Alberta ID, the organization can collaborate to find another role that would be a good match for them with fewer requirements.
Volunteers are essential to operating a non-profit, and their safety and dignity are paramount in creating safe, meaningful and sustainable volunteer programs. Understanding your own processes and why you do what you do can help volunteers know that their efforts are necessary to accomplish community impact together.
For more about volunteer screening, check out the Volunteer Screening Program at Volunteer Alberta

![[untitled]](_uploads/69b0944dcd6a3.jpg)
![[untitled]](_uploads/69b095219ecb8.jpg)
![[untitled]](_uploads/69b0958e0f532.jpg)
![[untitled]](_uploads/69b0968e6a438.jpg)
![[untitled]](_uploads/69b0971e9e733.png)
