Freedom of Information

Requesting Records Outside of Freedom of Information

The Town make some records available without having to do a Freedom of Information request, under Routine Disclosure of Records.

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

Information on accessing building plans, property surveys or structural / engineering / architectural drawings can be found on the the building plans and property surveys page.

Before submitting your request, look at the complete list of what records may be disclosed, including who can request those records.

To complete your request, fill out the Routine Disclosure Application Form and submit it by email to either the Building, Planning, or Engineering departments as an attachment. If you are unsure which department to send it to, email Records.

Making a Freedom of Information (FOI) Request

Before submitting your FOI application, it's helpful to identify the specific records you're seeking. The more precise your request, the easier it will be for the Town to process it. Be as specific as possible about dates, names, or any other relevant details that can help locate the records.

Prepare Your FOI Application

FOI requests must be made in writing. Download either the printable FOI request form or the fillable FOI request form to complete your application.

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

Your FOI application must include:

• Your full name and contact information (address, phone number, email).
• Your signature.
• A clear description of the records you are requesting. Provide as much detail as possible to help locate the records quickly.
• Specify if you want to receive copies of the records (either in print or digitally) or if you prefer to view them in person.

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;
• $15.00 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.

Submit Your FOI Application

Once you have completed your FOI application and gathered all necessary information, submit it to the Coordinator, Records & Information. Double-check that you have included all required details to avoid delays in processing. Be sure to include the $5.00 application fee with your application, or call Customer Service at 705-435-3900 to pay over the phone by credit card.

Completing Your Request

Response Time: According to MFIPPA, municipalities must respond to your FOI request within 30 calendar days. This timeframe may be extended under certain circumstances, such as a large volume of records or third-party consultations.

Communication: During the processing period, the Town of New Tecumseth may contact you for clarification or to provide updates on the status of your request. Keep communication lines open and respond promptly to any inquiries.

Once your FOI request is approved and any applicable fees are paid, you will receive the requested records. Depending on your preference stated in the application, you may receive copies of the records or be able to view them in person.

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.