Freedom of Information

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Freedom of Information

Access to records held by the Town of Whitby is governed under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). MFIPPA promotes transparency of government by facilitating access to records by the public while balancing the right to access with the need for privacy where applicable.

MFIPPA governs all records in the custody and control of the Town regardless of when they were created. MFIPPA requires that the Town protect the privacy of an individual's personal information contained in government records. It also gives individuals the right to request access to information under the custody and control of the Town, including most general records and records containing their own personal information. Any exemptions to right of access will be applied only to specific information.

Requests

If you wish to access any records held by the Town of Whitby, we suggest that you first contact the department that is primarily responsible for those records. The staff in that department will decide if a formal Freedom of Information (FOI) request is needed. The Town tries to provide as much information as possible to the public without the need to make a formal FOI request under MFIPPA. However, requests for information containing personal information or third party information may require a formal FOI request.

How to Make a formal FOI Request?

  1. Complete a FOI Request Form or write a letter stating that you are requesting information under MFIPPA. Include as much detail about the information being requested as possible.
  2. Submit the request along with the required $5 application fee to the:

    Office of the Town Clerk
    575 Rossland Rd. E.
    Whitby, ON L1N 2M8 

Requests will be completed within 30 calendar days in accordance with the MFIPPA.

Fees

The following fees may be charged in response to requests for information

Application Fee

$5.00 paid when request is submitted

Search Time

$7.50 per 15 minutes required to search and retrieve records per person

Record Preparation

$7.50 per 15 minutes required to prepare records for release per person

Photocopying

$0.20 per page

 

Computer Programming

$15.00 per 15 minutes to develop program to retrieve info.

CDs/DVDs

$10.00 per disk

If it is estimated that the fees to be paid will be $100 or more, you may be required to pay a 50 percent deposit. Fees may be paid by cash, money order, cheque, or debit.

Appeals

If you are not satisfied with the Town's response to your request, you may appeal the Town's decision to the Information and Privacy Commissioner. This Commissioner is appointed by the Provincial Legislature and is independent of any government or public institution. The Commissioner may be contacted at:

Information and Privacy Commissioner/Ontario
2 Bloor Street East
Suite 1400
Toronto, Ontario M4W 1A8
Phone: 1-800-387-0073

There is a $10 appeal fee for requests related to accessing or correcting your personal information. There is a $25 appeal fee for requests related to accessing general records. Appeal fees may be paid by cheque or money order payable to the Minister of Finance.

For more information, please visit the Information and Privacy Commissioner website.