Freedom of Information

 

 

Freedom of Information Requests

 

 

 

For information on making a freedom of information request, please visit:

https://www.ontario.ca/page/how-make-freedom-information-request#section-5

 https://www.attorneygeneral.jus.gov.on.ca/english/about/foi

 

How do I submit an FOI request under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)?

 

• Complete the Request for Access to Record application form, or write a letter setting out which "records" you are seeking
• If you decide to write a letter, make sure to include:
  1. Your full mailing address.
  2. Your telephone number where you can be reached during the day.
  3. The names of the specific files or types of records you would like access to
  4. A photocopy of a piece of identification with your signature on it, such as driver’s license, but only if you are requesting access to your own personal information.
  5. A signed and dated letter of consent if you are acting as an agent for someone else.
• Pay the $5.00 application fee - cash, or cheque or money order made payable to the "Town of Bancroft" are acceptable.
• Mail your application form or letter and $5.00 application fee to the Freedom of Information and Privacy Coordinator in the Clerk’s Office, or drop it off in person to the Clerk’s Office.

 

 

 

Do I need to submit an official FOI request if I want to access Town records?

 

• Not necessarily; the Town will often routinely disclosed records and information to the public.
• Contact the program you believe has custody or control of the records you are seeking to see if the information can be disclosed informally to you.
• A formal FOI request may be required when:
  • You are requesting access to records to which a mandatory exemption to disclosure may apply, such records containing another individual’s personal information or confidential information provided by other businesses or government agencies.
  • You are requesting access to records where a discretionary exemption under MFIPPA is applicable, such as records subject to solicitor-client privilege, records relating to law enforcement investigations, etc. 
  • You are requesting access to a voluminous amount of information.

 

 

 

What is the Town's time limit for processing an FOI request?

 

• 30 calendar days from the day the Town receives both your written request and $5.00 application fee.
• Where voluminous records are requested an extension of the 30 day limit may be issued and you will be advised accordingly.
• If a third party notice is required, the 30 day time limit starts from the day the notice is sent to the third party.
• If consultations are required with persons outside of the Town, a notice of extension to the 30 days may be issued for the amount of time needed for the consultations to take place; you will be advised accordingly.

 

 

 

How must the Town respond to an official FOI request?

 

• A decision on access must be issued in writing and must contain the following:
  • Whether full, partial or no access is granted, or if no responsive records were located.
  • If access is denied, or where no records are located:
    • The reason for the refusal or a statement setting out that no records were located.
    • The contact information for the person that made the decision on access.
    • The contact information of the Information and Privacy Commissioner/Ontario.

 

 

 

What if another government institution has the records I am seeking?

 

• The Town will forward your request to the local or provincial institution we feel has the records you are seeking.
• If the Town has custody of the records you are seeking but the records were created by another government institution or where the other institution has a greater interest in the records, your request and the records will be transferred to the other institution for a decision on access.
• A request cannot be forwarded or transferred to Federal government institutions;  in this case, your request and application fee will be returned to so that you can submit the request directly to that institution.

 

 

 

Do fees apply to FOI requests?

 

• Yes.  Since the Regional will incur certain costs for processing an FOI request, Regulation 823 under MFIPPA allows us to charge the following:
  • Application Fee: $5 must be paid when you submit your FOI request (this fee cannot be waived)
  • Manual Record Search: $7.50 per each ¼ hour spent searching (only applicable to general information requests)
  • Record Preparation: $7.50 per each ¼ hour required to prepare records for disclosure (only applicable to general information requests)
  • Photocopies or Computer printouts: 20¢ per page
  • CD-ROMs: $10 for each disk
  • Computer Programming: $15 per each ¼ hour spent developing a program to retrieve information
  • Shipping Costs
  • Any other costs incurred in responding to a request for access to a record

 

 

 

Am I allowed to request a correction of my personal information?

 

• Yes, if you feel your records contain errors or omissions.
• You may informally ask for a correction by contacting the staff person that you believe can make the correction you are seeking.
• To submit a formal correction request, you must first obtain access your records under FOI.
• Once you have obtained your information, you can write a letter to the Freedom of Information and Privacy Coordinator or you can complete the Request for Correction of Personal Information form, setting out what you would like corrected.
• No application fee is required.
• If the Region chooses not to grant your correction request, you are entitled to attach a statement of disagreement to your records.

 

 

Please contact the Town of Bancroft’s Information and Privacy Officer for more information:

Hazel Lambe, CAO/Clerk

This email address is being protected from spambots. You need JavaScript enabled to view it.

613 332 3331 x 208

8 Hastings Heritage Way, Bancroft, Ontario K0L 1CO