Formal Requests for Info
Making an Access Request Under MFIPPA
Step 1:
Complete the Request for Access or Correction of Personal Information Form (PDF file), 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.
1151 Bronte Road (external link)
Oakville, Ontario, L6M 3L1
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 by completing the Request for Access or Correction of Personal Information Form (PDF file).
Step 2:
Once you have obtained your information, write a letter or complete the Request for Access or Correction of Personal Information Form (PDF file), setting out what you would like corrected. No application fee is required.
Step 3:
Mail your application form or letter to the Freedom of Information and Privacy Coordinator in the Clerk’s Office, or drop it off in person to the Clerk’s Office.
1151 Bronte Road (external link)
Oakville, Ontario, L6M 3L1
If the Region chooses not to grant your correction request, you are entitled to attach a statement of disagreement to your records.
Appeals and 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