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Records and Information Requests

 
The public has a right to access records held by the Region as well as privacy rights for personal information and personal health information.Learn more.

The public has a right to access records held by Halton Region, as well as privacy rights for personal information and personal health information.

Requesting Information and Privacy Rights

Requesting Information and Privacy Rights

Under one of two Ontario laws, you have the formal right to request access to information in the custody or control of Halton Region. These two laws also contain rules for how your personal information or personal health information may be collected, used and disclosed.

Routine Disclosure of Information

You may not need to submit a formal request to obtain the information you are seeking.

Complete a search of our website to see if the information is already available.

Contact the relevant Halton Region program to see if the information can be disclosed directly to you. Some information, such as environmental information, is made publicly available by various programs upon payment of an application fee.

Access to Information and Privacy Law

A formal right to request general records or personal information exists through the Municipal Freedom of Information and Protection of Privacy Act (external link) (MFIPPA).

A formal right to request access to personal health information maintained by the Region’s Health Information Custodians exists through the Personal Health Information Protection Act (external link) (PHIPA).

Under both laws you also have the right to request a correction of your personal information or personal health information and to make complaints if you think your access to information and/or privacy rights have been violated.

Formally Requesting Information

If the information you are looking for is not on our website or could not be disclosed directly to you through the relevant program, submit a written request.

Requests for environmental information should be made directly to one of a few Regional programs, depending on what you are seeking. You will need to submit a written request or completed application form as well as pay the program’s application fee. Contact one or all of the following programs for details on obtaining environmental information:

  • Healthy Environments and Communicable Diseases, Health Department
  • Industrial Waste Services, Public Works Department
  • Planning Services, Legislative and Planning Services Department

For personal health information, a written request or completed generic form (external link) or program specific request form should be submitted directly to relevant Health Information Custodian. Halton Region’s Health Information Custodians include:

  • Health Department
  • Paramedic Services
  • Services for Seniors, which includes our three Long-term Care Homes (i.e Allendale Village, Post-Inn Village, Creek Way Village) and the Supports for Daily Living/Adult Day programs.

For all other requests for information, including environmental information that is not directly available by our Regional programs submit a formal request under MFIPPA.

Requesting a Correction of Your Information

You should contact the relevant Regional program to see if your personal information or personal health information can be corrected without a written request.

To formally request a correction of personal health information, you will need request access your health information from the relevant Health Information Custodian and then submit a separate written request or completed form (external link) that specifies the personal health information you want corrected.

For details on formally requesting a correction of personal information, click here.

Privacy Complaints

If you have concerns with the collection, use or disclosure of personal health information by a Regional Health Information Custodian (HIC), contact the Manager of the relevant program or the HIC’s privacy contact as outlined on the program’s web page.

All other privacy concerns can be directed to the Freedom of Information and Privacy Coordinator in the Regional Clerk’s Office.

Privacy complaints under MFIPPA and PHIPA can also be made externally to the Information and Privacy Commissioner of Ontario (external link).

MFIPPA

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)

Making an Access Request under MFIPPA

Step 1:

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 that you want to access.
  • 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.

Step 2:

Provide a $5.00 application fee by cash, cheque or money order made payable to the "Regional Municipality of Halton".

Step 3:

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.

Response time

Halton Region has 30 calendar days from the day the Region receives both your written request and $5.00 application fee to process your request.

The 30 day limit may be extended if:

  • the Region cannot reasonably search for the volume of records requested within 30 days
  • notice is required to a third party about disclosure of their information
  • consultations are required with persons outside of the Region about the requested records

You will be notified when a time extension is required.

Possible Responses

Halton Region must provide you with a written decision on access that identifies whether full, partial or no access is granted, or if no records matching your request were found.

When access is denied to any information or no matching records are found, Halton Region must:

  • explain its reason for refusing your request, or provide you with a statement indicating that no records were located;
  • provide you with the contact information for the Halton employee who made the decision on access; and
  • provide you with the contact information of the Information and Privacy Commissioner/Ontario.

Fees

Halton Region may incur some costs for processing an access request. Under Regulation 823 of MFIPPA, the following fees may be charged for processing your access request:

Application Fee:

$5 on submission of access 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 per disk

Computer Programming:

$15 per each ¼ hour spent developing a program to retrieve information

Shipping Costs:

At cost

Invoiced costs:

As incurred in response to your request

Requesting a correction of personal information

If you feel records of your personal information contain errors or omissions you may ask for a correction of that information. To formally request a correction, you must:

Step 1:

Request access to your records under MFIPPA.

Step 2:

Once you have obtained your information, write a letter or complete the Request for Correction of Personal Information form, setting out what you would like corrected. No application fee is required.

Step 3:

Mail or drop off your letter to the Freedom of Information and Privacy Coordinator in the Clerk's Office.

If the Region chooses not to grant your correction request, you are entitled to attach a statement of disagreement to your records.

Appeals & Complaints

You may ask for a review of an access or correction request decision by the Information and Privacy Commissioner of Ontario (IPC).

Appeals must be launched within 30 days from receiving our decision letter and your appeal must be made in writing. An appeal fee of $10.00 applies for personal information requests or $25.00 for general records requests.

You can appeal any aspect of your FOI request:

  • if we do not reply to you within 30 days (called a deemed refusal)
  • if you are unhappy with our decision on disclosure
  • if you disagree with a fee estimate or a notice of extension, etc.

The IPC can be reached at:

2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
416-326-3333 or toll free 1-800-387-0073
www.ipc.on.ca

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