Freedom of Information

 Routine Disclosure of Records

Some records can be requested directly from their departments, without submitting a formal Freedom of Information request.

Examples of records that are routinely disclosed include:

• Architectural drawings or building plans

• Land surveys or site plans

• Septic permits or site drawings

• Compliance letters

• Committee of Adjustment records

• Tax Certificates

Access a complete list of what records may be disclosed, including who can request those records.

To make a request, complete the Routine Disclosure Application Form and send it to the relevant department.

Making a Freedom of Information Request

A Freedom of Information (FOI) request must be made in writing. You will need to fill out an FOI request form: chose either the printable form or download the fillable PDF form.

Please note: You cannot sign or send the fillable PDF request form unless it has first been downloaded to your device/computer.

To complete the request, you will need to include:

• Your name, address, and a telephone number and/or email address where you can be contacted if there are any questions about the request.

• A description of the records. Please be as specific as possible, and include date ranges if applicable.

• A $5.00 application fee.

Completed request forms can be emailed or delivered to the Town Administration Centre at 10 Wellington St E, Alliston.

The application fee can be paid over the phone by VISA or MasterCard, or in person at 10 Wellington St E, Alliston.

Additional Fees

All FOI requests require a $5.00 application fee payable to the Town of New Tecumseth. 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.

Additional fees that may apply include:

• Shipping costs to retrieve records from storage, in accordance with the most recent Fees & Charges By-law (as amended);

• Courier costs

If the fee will be in excess of $100, an estimate letter will be provided. If you wish to continue with your request, a 50% deposit will be required for the Town to proceed.

Timelines

Under MFIPPA, the Town has 30 days to respond to your request. The response will either provide the requested information or explain why that information cannot be disclosed. The 30 day deadline may be extended if, for example, large volumes of records are involved or if third parties need to be consulted. 

Exemptions

Some records or parts of the records may not be publicly accessed based on requirements set out by MFIPPA. These exemptions are limited, specific, and protect the rights of another person or organization. If the Town is unable to disclose a record, or part of a record, we will specifically state within our decision letter which exemption(s) apply and provide the relevant section(s) of MFIPPA for your information.

Completing Your Request

Once your FOI request has been completed and all outstanding balances paid, staff will provide a decision letter. The decision letter will advise if any records have been found, whether access has been granted or denied, and explain any exemptions that may apply.

If records have been found and access has been granted, they may be released to you in one of three ways:

1. You may pick up your records in person at 10 Wellington St East, Alliston.

2. You may request to have your records mailed to you via Canada Post.

3. You may request to have your records delivered electronically via email or OneDrive.

Please note: Electronic delivery of records must be requested when the application is submitted. Method of delivery (email or OneDrive) is subject to the size of the request.

For records mailed to you via Canada Post that exceed Canada Post's weight allowances, a courier may be arranged for pick up at your expense.

Correcting Your Personal Information

Personal information is defined by the Municipal Freedom of Information and Protection of Privacy Act as:

"Recorded information about an identifiable individual, including but not limited to,

1. Information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status of the individual,

2. Information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved,

3. Any identifying number, symbol or other particular assigned to the individual,

4. The address, telephone number, fingerprints or blood type of the individual,

5. The personal opinions or views of the individual except if they relate to another individual,

6. 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,

7. The views or opinions of another individual about the individual, and

8. 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." 

If you believe there is an error or omission in your personal information, you can complete a Freedom of Information request form to:

• Correct the personal information;

• Submit a statement of disagreement, which is attached to the record;

• Have correction notifications sent to those whom personal information was disclosed within the previous year.

The right of correction applies only to personal information to which an individual has been provided access. 

Right to Appeal

If you are not satisfied with the decision by the Town, you may appeal the decision to the Information Privacy Commissioner of Ontario (IPC) within 30 days of receipt of the decision letter and request a review.  The appeal fee is $25 and must be sent to: 

Information and Privacy Commissioner of Ontario
80 Bloor Street West
Suite 1700
Toronto, ON M5S 2V1

If you have any questions regarding the appeal process, please contact the IPC.