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:
- Your full mailing address.
- Your telephone number where you can be reached during the day.
- The names of the specific files or types of records you would like access to
- 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.
- 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