Access to Information
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) came into effect on January 1, 1991. It applies to municipalities and local boards. The Act not only provides rights to the public to gain access to Municipal records but also protects the privacy of individuals. MFIPPA provides individuals the right of access to general information and the right to request correction of personal information as collected by the Town of Collingwood, subject to certain exemptions. A Freedom of Information (FOI) request, also referred to as an Access or Correction Request, refers to requests for information made under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). The public can request information under MFIPPA by contacting Clerk Services at clerk@collingwood.ca.
The purpose of the legislation is to provide a right of access to information. The Act allows access to records held by the municipality by the following principles:
- Information should be made available to the public;
- Individuals should have access to their own personal information;
- Exceptions to access should be limited and specific;
- The privacy of individuals with respect to the personal information the municipality collects and maintains shall be protected; and
- Decisions on the disclosure of government information may be reviewed by the Information and Privacy Commissioner.
The Town of Collingwood is committed to the protection of privacy. It manages the collection, use, and retention of personal and non-personal information, in compliance with the requirements set out by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
In fostering a culture of openness and transparency the Town of Collingwood is also committed to providing as much information as possible to the public without the need to make a formal Freedom of Information (FOI) request. However, requests for information containing personal information or third-party information may require a formal request.
There are two ways individuals can gain access to information or internal records:
1. Formal Requests – individuals can make a formal request by filling out the FOI/Access Correction Request Form and sending it to the Clerk’s Office.
2. Open Town Data – individuals can search for information already posted and available for free on our website.
The administration of the Municipal Freedom of Information and Protection of Privacy Act falls under the responsibility of the Town of Collingwood, Clerk in the Clerk's Division.
Formal requests must be made in writing using the Request Form. There is a $5 application fee to process the request. The Form and fee can be delivered in person, and payment can be made by cash, debit, or cheque during regular business hours Mon-Fri 8:30 a.m. to 4:30 p.m. Requests may be dropped off in person, placed in the overnight drop box, or can be mailed to the following:
Town of Collingwood
97 Hurontario St., P.O. Box 157
Collingwood, ON L9Y 3Z5
Freedom of Information (FOI) Access/Correction Request Form
Please note, that many records can be obtained directly from their respective departments, bypassing the need for a formal Freedom of Information request. This streamlined process can save time and effort, especially for frequently requested documents.
Examples of records that are routinely disclosed include architectural drawings and building plans, land surveys, septic permits, compliance letters, Committee of Adjustment records, and tax certificates. These documents often contain crucial information for property owners, developers, and regulatory bodies. Access to these records can aid in construction projects, land development, property assessments, regulatory compliance, and public transparency. Find the directory of the department you are looking for or call 705-445-1030 and customer service will direct you.
Phone: 705-445-1030 Ext. 3230
Email: clerk@collingwood.ca
The Town of Collingwood has information available to the public that provides free access to information without any restrictions. This transparency fosters community engagement and empowers residents to make informed decisions. By eliminating barriers such as applications or fees, the town encourages collaboration and innovation among its citizens. Accessible data promotes accountability and enhances public trust in the local government. Use the search below to look for documents and reports relating to topics that interest you.
The most commonly searched information resource links are below:
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) came into effect on January 1, 1991. It applies to municipalities and local boards. The Act not only provides rights to the public to gain access to Municipal records, but also protects the privacy of individuals. MFIPPA provides individuals the right of access to general information and right to request correction of personal information as collected by the Town of Collingwood, subject to certain exemptions.
The administration of the Municipal Freedom of Information and Protection of Privacy Act falls under the responsibility of the Town of Collingwood, Clerk in the Clerk's Division.
All FOI requests require a $5.00 application fee payable to the Town of Collingwood. Additional costs for searching, preparing, printing, and shipping may apply.
Fees are set out in MFIPPA:
$7.50 per 15 minutes of search time;
$7.50 per 15 minutes of time taken to prepare the records;
$0.20 per page for printed copies;
$10.00 per CD-ROM or USB key, if requested;
$15 per 15 minutes if a computer program needs to be created to retrieve information.
The MFIPPA Act is founded on the premise that requestors should bear at least a portion of the costs associated with responding to their request. As a result, requestors are required to pay the fees mandated by the Act.
When the cost is expected to be more than $25.00, requestors will be provided with a Notice of Fee Estimate that will provide a line-by-line breakdown of the anticipated fees.
When the cost is expected to be more than $100.00, a deposit equal to 50% of the anticipated cost will be required before any work associated with the request begins.
If the anticipated fees are deemed excessive or unaffordable, requestors are invited to modify the scope of the request. A Notice of Fee will be provided when the process is complete. The cost outlined in the Notice of Fee must be paid before accessing records.
There are two types of exemptions in FIPPA and MFIPPA.
Mandatory Exemptions require the head of an institution to refuse to disclose the record. Mandatory exemptions begin with “a head shall refuse to disclose…”
Discretionary Exemptions allow the head to disclose a record, despite the existence of the exemption. Discretionary exemptions begin with “(A) head may refuse to disclose…”
Examples of exclusions and exemptions include:
- Cabinet records;
- Court records;
- Records containing certain law enforcement information;
- Records that could prejudice intergovernmental relations;
- Personal information that could invade the privacy of an individual;
- Certain records supplied in confidence by a third party; or
- Most labour relations records.
Requesters may appeal institutions’ decisions by writing or by filling out an appeal form and sending it to the IPC Registrar at the address on the form.
When to Expect a Response
MFIPPA requires the Town to respond within 30 calendar days of receiving your request. The response will either provide the requested information or explain why the information is not being disclosed. In the case of a request for correction of personal information, the response will either state that the correction has been made or advise that the record has not been corrected but it has been annotated. The 30-day deadline may be extended if, for example, large volumes of records are involved or if third parties need to be consulted.
Appealing an Access Decision
If you are not satisfied with the decision by the Town, you may appeal that decision with the Information Privacy Commissioner’s Office, within 30 days of receipt of the decision letter and request a review. The appeal fee is $10 for personal information requests and $25 for all other requests. The appeal fee must be sent to:
Information and Privacy Commissioner of Ontario
80 Bloor Street West
Suite 1700
Toronto, ON M5S 2V1
Website: www.ipc.on.ca
In addition to providing access to Town records, the MFIPPA Act also requires the Town to protect your privacy.
Personal information is collected and used by the Town for very specific purposes that are identified at the time of collection. Personal information will not be used for any other reason than identified at the time of collection, nor disclosed in any circumstance, except as permitted by the Act.
If there is concern that personal information has been misused or disclosed in a manner that is inconsistent with the Act, please contact the Town Clerk or the Information and Privacy Commissioner of Ontario.
The Town often needs to collect and use your personal information in order to provide the programs and services you depend on.
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) establishes that the Town must give notice each time there is a collection of personal information. The notice of collection must state:
- The legal authority for the collection of personal information;
- The reason for the collection of personal information and how the personal information will be used; and,
- Who to contact for more information on the collection and use of the personal information.
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) establishes that the Town may only disclose your personal information in the following circumstances:
- You have consented to the disclosure;
- For the purpose for which the personal information was obtained or compiled or for a consistent purpose;
- Where the disclosure is necessary and proper in the discharge of the Town’s functions;
- For the purpose of complying with legislation;
- For law enforcement purposes;
- In compelling circumstances affecting the health or safety of an individual;
- In compassionate circumstances, to facilitate contact with the next of kin or a friend of an individual who is injured, ill or deceased;
- To the Information and Privacy Commissioner of Ontario; and,
- To the Government of Canada in order to facilitate the auditing of shared cost programs.
If an individual is of the opinion that an institution has improperly collected, used, disclosed, retained, or disposed of their personal information, that individual has a right to request an investigation into the matter by the Information and Privacy Commissioner of Ontario.
It is considered a breach of the Municipal Freedom of Information and Protection of Privacy Act to violate any of the privacy provisions outlined in Part II of the legislation. Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56.
If you feel the security of your personal information under the custody and control of the Town of Collingwood has been violated, we encourage you to contact the Clerks department.
Phone: 705-445-1030 Ext. 3230
Email: clerk@collingwood.ca
Every attempt is made to resolve a privacy complaint informally through a resolution that is mutually satisfactory to both the complainant and to the Town. Sometimes a simple explanation may help to alleviate the concerns that an individual may have. However, the individual still holds the right to contact the Information and Privacy Commissioner of Ontario if they choose to submit a formal complaint.
The (IPC) Information and Privacy Commissioner of Ontario defines “personal information” as recorded information about an identifiable individual, including,
- Information relating to race, national or ethnic origin, colour, religion, age, sex, sexual orientation, or marital or family status;
- Information relating to the education or the medical, psychiatric, psychological, criminal, or employment history of an individual or information relating to financial transactions in which the individual has been involved;
- Any identifying number, symbol, or other particular assigned to the individual;
- The address, telephone number, fingerprints, or blood type of the individual;
- The personal opinions or views of the individual except if they relate to another individual;
- Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature and replies to that correspondence that would reveal the contents of the original correspondence;
- The views or opinions of another individual about the individual;
- The individual's name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.
Questions regarding Personal Information can be addressed to the Clerk's department.
Phone: 705-445-1030 Ext. 3230 Email: clerk@collingwood.ca
The Corporation of the Town of Collingwood
Clerk’s Office
Town of Collingwood
P.O. Box 157, 97 Hurontario St.
Collingwood, ON L9Y 3Z5
Email: clerk@collingwood.ca
Information Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Toronto Area: 416-326-3333
Toll Free: 1-800-387-0073
TDD/TTY: 416-325-7539
http://www.ipc.on.ca
Resources:
Municipal Freedom of Information and Protection of Privacy Act. (link to MFIPPA legislation)
https://www.ontario.ca/laws/statute/90m56
Information and Privacy Commissioner of Ontario (IPC)
https://www.ipc.on.ca/