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Data collection: Cultural safety and preventing community harm

Last updated on January 29, 2026

Indigenous and racial identity data can be collected in digital and non-digital ways from multiple sources, for example: 

  • Government service counters and phone calls
  • Demographic surveys (for example, Canada Census, BC Demographic Survey)
  • Registration forms or applications
  • Research projects 

Collecting and using Indigenous and/or racial identity data can cause harm to communities. It’s important for everyone who is involved in data collection to be aware of the best practices that ensure cultural safety and prevent community harm.

On this page

Examples of data collection

Hypothetical example 1: Voluntary Indigenous identity data collection in a health outreach program (collection at service intake)

A provincial mental wellness initiative for people across B.C. wants to better serve Indigenous communities through more inclusive culturally safe programming. Program staff want to collect Indigenous identity data during intake to achieve this goal, but need to ensure that the process is accessible, transparent and voluntary.

What was done to ensure cultural safety

Staff clearly explained that answering identity questions was voluntary, not required for services, and if they decline to answer this won’t impact their services

The intake form included a plain language explanation of the purpose: to improve equitable access and inform service design

A local Indigenous advisory council helped co-design the collection approach

Staff were well informed about the purpose of collection, received training in cultural safety, trauma-informed approaches to data collection and respectful communication

Clients could complete the form online, on paper or in person

Indigenous identity questions were distinctions-based

Staff did not rely solely on internal decisions or generic forms and reflected on their own biases before starting

What was avoided to prevent community harm

Clients were given time to decide whether they wanted to participate and not pressured or misled into thinking responses were mandatory

Indigenous identity data was not collected without communicating a clear rationale for how it will be used and who will have access

Staff did not collect data without guidance from the people and communities providing the data

Staff were not left without guidance on how to ask or respond to concerns

Participants were not asked to provide proof of their Indigenous identity

Staff avoided imposing a single collection method on all clients

Staff did not ask for more information than needed to support culturally safe programming (for example, no questions about language when there is no ability to offer language-specific services)

Result informed by an anti-racist approach

The program gathered higher-quality data with increased participation and trust. Data was used to identify gaps in service access and guide improvements aligned with community need. 

Hypothetical example 2: Voluntary racial identity data collection in a skills training program (collection via survey)

A provincial skills training program wants to conduct research on the experiences of racialized participants to improve service delivery to these communities. The research team develops a voluntary survey that includes racial identity questions and asks about participants’ experiences with the program. The goal is to ensure the process is transparent, culturally safe and respectful of participants' choices.

What was done to ensure cultural safety

Survey invitation emails clearly explain the purpose of the survey, that answering identity questions was voluntary and that services would not be impacted if they decline the survey

The invitation and survey included plain language about how the data would be used

Survey questions were informed by the unique perspectives of racialized participants, focusing on areas of experience important to different communities

The survey was offered online and by telephone

The research findings, outlining next steps the program would take, were published for participants to see

What was avoided to prevent community harm

Participants were not pressured or misled into thinking responses were mandatory or tied to benefits

Racial identity data was not collected without clearly communicating the purpose and how the information would be used

The research team avoided relying solely on internal staff perspectives or standard forms. They engaged with racialized participants or available literature to shape the survey content

The research team did not impose a single survey method, recognizing the need for different options

The research team avoided collecting data without providing transparency about results and actions

Participants were not asked to provide proof of their racial identity

Result informed by an anti-racist approach

The research team gathered higher-quality data with increased trust and participation from racialized communities. The research findings were used to identify barriers, improve services and guide changes aligned with the needs and priorities of racialized participants.

Below are some lessons from the above examples and a review of how to apply these principles more widely.

Voluntary collection

Unless it’s required to provide a service, individuals must be given a choice about whether they provide information about their identity. In the examples above, providing identity data was voluntary and no one was asked to prove or verify how they self-identify. This was communicated to individuals, along with how their data will be used. Some other best practices include: 

  • Understand how and when to share data, methodologies and findings, and how and when to act on feedback: 
    • Please see the section on collection, use and notice requirements section for more information and other requirements 
    • Where possible give people notice that they may update or withdraw their identity information after it is collected
  • Always protect Indigenous and racial identity data, treat it with respect and adhere to privacy and security obligations
  • Appreciate that this is sensitive information and recognize the power imbalance government staff hold as an authority asking for that information
  • Be understanding and respectful if someone declines to provide the information or does not know how to answer as this is their choice and should not impact their services
  • Trust people to self-identify. Do not attempt to verify, ask for proof or make assumptions about their Indigenous and/or racial identity

Accessible data collection 

It’s important to make the data collection process accessible so that people understand what’s being asked and how to respond. This means using plain language and accessible design. In the above examples, teams offered several options for people to provide their information. Some other best practices include:

  • When other data collection methods (such as paper, verbal, phone, survey) are used for accessibility or cultural safety, ensure questions and response options are identical to the digital form as much as possible to maintain data integrity 
  • Use tools like the Accessibility and Inclusion Toolkit for accessible design
  • When collecting data and designing solutions, use plain language so that content is easy to understand and consider translations if possible. Learn more about writing in plain language in the BC Government web style guide
  • Ensure you are developing and/or contracting for collection systems and technology that are aligned to both the Indigenous and racial identity data standards
  • To reduce harm, it should be understood and agreed upon that the categories being measured are socially constructed rather than biologically defined. This understanding should be applied to the development and design of data collection and any research questions and analysis

Purpose-driven collection

The Anti-Racism Data Act (ARDA) authorizes the collection of personal information by a ministry for the purposes of identifying and eliminating systemic racism and advancing racial equity. It’s important to be clear about why you’re collecting information and how you’ll use it.

In example 1, staff only collected the Indigenous identity data necessary to identify gaps in accessing the service and guide improvements aligned with community need. Some other best practices include: 

  • Before collecting data, consider the purpose of collecting it. For example, is the information needed to deliver a culturally appropriate program or carry out anti-racism research 
  • Only collect the minimum information needed for that purpose

Hypothetical example of unnecessary collection

When trying to understand whether systemic racism exists in employment training programs delivered in group settings, the program area wants to consider religion and/or spirituality as a factor. This is because religious or spiritual practices may impact an individual's ability to participate in training at certain times of day or year. 

It may be useful to collect this information to understand barriers to this program if you are looking into systemic racism, but it’s not necessary to include questions on religion and/or spirituality in routine collection and reporting.

To avoid unnecessary collection, consider:

  • What type of information is relevant to assessing this program?
  • What data should be collected continuously? 
  • What data is best suited for periodic collection?
  • What can be accessed through existing data instead of new collection?
  • How could community perspectives be included in decision-making?

How to ensure cultural safety in this example

  • Plan the program around religious or spiritual holidays and observances such as days of rest and prayer times
  • Use voluntary, time-limited data collection (for example, a one-time survey) with a clear explanation about the purpose of collecting this information and how it will be used 

How to prevent community harm in this example

  • Avoid unnecessary collection of data that could feel intrusive 
  • Act on findings and keep commitments to the racial equity goal
  • Be transparent about any limitations of the data 
  • Provide information about where people can go if they have feedback or complaints, and what response processes look like 

Staff training and continuous learning to support collection 

To collect data in a culturally safe way, it’s important that program staff and those in charge of creating forms, surveys and systems are aware of the cultures of the communities they serve.

In the above examples, staff had knowledge and training in cultural safety, humility and interpersonal communication. Some other best practices include:

  • Staff should be trained on the reasons they are being asked to collect Indigenous and racial identity data
  • Staff should also be trained on how to collect data respectfully in a way that makes people feel safe, regardless of the collection method
  • Staff should also be equipped to provide referrals or resources if needed and should familiarize themselves with trauma-informed approaches 
  • Familiarize staff with real-life scenarios and tips on how to answer questions and address difficult situations during data collection 
  • Staff should reflect on their own position, biases and assumptions

For guidance about self-reflecting on position, bias and assumptions, visit Guiding Questions for Cultural Safety in Research (PDF).

Community involvement and collaboration in collection 

In the past and today, some government programs and services have been designed without the input of the communities they’re intended for. This has led to systemic racism and ongoing harms. To help avoid this, communities should be properly consulted on, actively involved in and/or consent to data collection about them.

In example 1, an Indigenous advisory council informed the design of data collection and in example 2, the research team engaged with racialized participants to shape the survey content. Some other best practices include:

  • Seek community input on what data is collected, the purpose for which it is being collected, and how it is used
  • Use community knowledge and expertise to inform your data collection approach 
  • Involve community to help shape decisions about their data and the data process, and to better understand their expectations and values 
  • Connect with implicated communities before your work begins to ensure the right questions are being asked to achieve the purpose of the data collection 
  • If appropriate, plan for disclosing data to Indigenous Governing Entities at the time of collection
  • Collected data must not be repurposed for surveillance or enforcement activities
  • Focus on how systemic issues create inequitable patterns rather than attributing inequity to individual or community attributes or actions

Hypothetical example of community involvement in data collection

If collecting information about the South Asian arts sector in British Columbia to inform B.C. government funding policies, community input on the data collection approach could include long standing community arts-focused organizations in the province, South Asian leaders, activists and creatives involved in key initiatives central to the sector. 

Other best practices for communication and collaboration with community 

  • Be mindful of community time and resources. Consider how you might use existing data or research to support your project before collection
  • Make sure you’re not asking communities for information that is publicly available or that they’ve already provided. For example, what you are looking for may be on the community organization’s website or contained in their online archival information and/or resources
  • If possible, coordinate the timing and number of requests with other ministries to avoid overwhelming communities with multiple requests at the same time 
  • Explore whether it is an option to provide remuneration for individuals and communities participating in anti-racism research if appropriate
  • Some general questions to ask when planning work that are also relevant to cultural safety: 
    • How will collecting identity information help answer the community’s questions and support their goals?
    • How will collecting identity information help improve the community’s access to programs and services?
    • How can collecting identity information be more respectful for everyone involved, including colleagues, partners and the public?

Feedback and accountability in data collection 

Ensure mechanisms for feedback and accountability are built into collection processes to build and maintain trust with those who are providing their identity information.

In example 2 the research team provided participants transparency about results and actions. Some other best practices include:

  • Establish program-level policy and process instruments for data collection that build on corporate policies, standards and processes so everyone involved is prepared and clear about what to do and how to do it
  • Include an accountability mechanism in the governance for the data collection process to ensure concerns are addressed and shared within the team 
  • Build accountability by communicating regular project updates with involved community 
  • Provide mechanisms for respondents to provide ongoing feedback on the data collection process 
  • Conduct, record and update risk assessments regularly across all stages of the data cycle

Any feedback related to the identity data standards should be communicated back to the Ministry of Citizens’ Services at data-act@gov.bc.ca 

Practise trauma-informed data collection

Asking someone to provide their identity information could produce a trauma-response depending on their life experiences. Indigenous and racialized communities may feel unsafe or hesitant to share identity data because data has been used to monitor or harm them. For this reason, it’s important that data collection processes account for this risk and have trauma-informed mitigation approaches in place. 

Staff in example 1 were trained on trauma-informed data approaches and offered participants ample time and space to decide whether they wanted to provide their information. Some other trauma-informed approaches include:

  • Avoid collecting Indigenous and racial identify information in high-stakes or emotional service encounters (for example, victim services intake and emergency rooms), consider alternative methods or timing for collection
  • Ensure people are informed about the purpose of data collection and know that it’s voluntary 
  • Focus on safety, informed consent and transparency
  • Recognize the impact of historical and ongoing trauma on people (particularly harm related to government’s collection and use of Indigenous and racialized people’s data)
  • Understand that building trust takes time, care, intention and clear respectful communication
  • Be sensitive to emotional responses and provide appropriate referrals when needed 
  • Shift power back to communities where they are actively involved in the data cycle

To learn more about trauma-informed approaches see the Trauma-Informed Community Based Language Guide (PDF) developed by Pacific Immigrant Resources Society.