Formal requests must be made in writing using the Request Form. There is a $5 application fee to process the request. Requests 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. by completing the on-line request form, in person, placed in the overnight drop box, or can be mailed to the following:
Town of Collingwood 97 Hurontario St., P.O. Box 157Collingwood, ON L9Y 3Z5Phone: 705-445-1030 Ext. 3230Email: clerk@collingwood.ca
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.
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
In addition to providing access to Town records, the MFIPPA 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.
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.
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. 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.
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.
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.
