Freedom of Information

Cenotaph

Freedom of Information and Protection of Privacy

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) establishes a general right of access to records held by municipal government and local agencies, boards and commissions.

MFIPPA also requires the City to protect the personal privacy of the people whose information we have. It tells us how to collect, store, and use your personal information, and who we can give it to. It also lets you correct your own personal information if you think we have it wrong in our records.

Making a Freedom of Information Request

Requests may be submitted electronically or by mail.

 

You can make a request for information held by the City of Peterborough by filling out a Freedom of Information Request Form and paying a mandatory $5 application fee.

How to submit a Freedom of Information Request

Requests may be submitted in person or by mail.

You can submit the completed Freedom of Information Request form by email to the Freedom of Information Coordinator at egoodman@peterborough.ca, and we can take payment of the $5.00 application fee by Visa or Mastercard over the phone at 705-742-7777 x1820. Alternatively, you can drop the completed form together with a $5.00 cheque, payable to the City of Peterborough in the mailbox outside of City Hall or mail them to: 

Freedom of Information and Privacy Coordinator

City Clerk's Office, City Hall

500 George Street North

Peterborough, ON

K9H 3R9

When we receive your request, we begin to process the request on the date it is received by our office. We have 30 days to respond. For requests that involve a large number of records, an extensive search, or consultation with an external third party, the time may be extended. Requesters will be advised of a time extension.

Additional fees

We may charge additional fees under section 45 of the Municipal Freedom of Information and Protection of Privacy Act if your request involves a great deal of staff time in order to complete, or yields a large number of documents.

Ontario Regulation 823 sets out the specific fees to be charged for processing a Freedom of Information Request:

Fees for processing a Freedom of Information Request.
Type of feeCost Description

Application fee

$5

Payable when you submit your request.

Photocopies

$.20 per page

Payable before records are released.

Computer disks

$10 per disk

Payable before records are released.

Search time

$7.50 per ¼ hour

Time spent searching for and retrieving records.

Preparation time

$7.50 per ¼ hour

Time spent preparing records for release (removing confidential information).

Computer Programming

$15 per ¼ hour

If a program needs to be developed to retrieve information.

Costs for external services

As invoiced

 

Shipping costs

As invoiced

 

Completed FOI Requests

Once your FOI request has been completed we will advise you.

Our normal practice is to mail the information directly to you. If you need the information immediately you are able to pick up your information by making an appointment.

Appeals to the Information and Privacy Commissioner

If you are not satisfied with the decision made by the City, you can file an appeal with the Information and Privacy Commissioner of Ontario (IPC).

To make an appeal to the IPC you must, within 30 calendar days of receiving the decision, complete the IPC's appeal form and also send:

  • a copy of your original request for information;
  • a copy of our decision letter; and
  • a fee payable to the “Minister of Finance”. The appeal fee is $10 for personal information and $25 for any other kind of information.

These materials should be sent to:

Registrar ,Information and Privacy Commissioner of Ontario

2 Bloor Street East, Suite 1400

Toronto, ON M4W 1A8

1-800-387-0073

Public records

Public records are available to anyone and can be released without a formal request.

Examples of public records include:

  • Council and General Committee minutes
  • By-laws
  • Policies and procedures
  • City budget documents

Many reports and other City records are freely available. Search our website or contact the department responsible for the document first to see if you can have it without making a formal request.

Personal privacy

Protecting your personal information and privacy is very important to the City of Peterborough.

The City collects your personal information for many activities, services, and programs. Under MFIPPA, we cannot collect your personal information unless we are legally authorized to do so. With few exceptions, personal information must be collected directly from you and we must give you advance notice in writing of:

  • our authority to collect your information
  • why it's being collected and how it's going to be used
  • who to contact if have questions about the collection of your personal information

The City cannot use your personal information except as permitted under MFIPPA. Without your permission, personal information can only be used for the purpose for which it was collected or a consistent purpose.

Please contact us if you have any questions or concerns about access to municipal records and the protection of your privacy.

Correcting personal information

If you think that personal information the City has about you is wrong or some information is missing, you have the right to make a correction. Depending what the information is, you may be able to make the correction by contacting the department directly.

If you cannot make a correction with the department, or the information is wrong in many departments, you can request a correction by filling out the Access/Correction Request form, and submitting it with the $5 application fee to the City Clerk's Office.

When the City decides whether the correction will be made, the City Clerk's Office will notify you.

Decisions can be appealed to the Information and Privacy Commissioner of Ontario.

Privacy complaint

If you think that your personal information was collected, used or revealed improperly by the City of Peterborough, you have the right to question our actions and to file a complaint.

You can make your complaint directly by contacting the City Clerk's Office and we can work with you to resolve the issue:

Freedom of Information and Privacy Coordinator

City Clerk's Office, City Hall

500 George Street North

Peterborough, ON K9H 3R9

705-742-7777, ext. 1797

Email the Freedom of Information and Privacy Coordinator.

Or you can make your complaint directly to the Information and Privacy Commissioner of Ontario. You will need to fill out their privacy complaint form and send it to:

Registrar, Information and Privacy Commissioner of Ontario

2 Bloor Street East, Suite 1400

Toronto, ON M4W 1A8

1-800-387-0073

 Personal Information Bank listing

About the Personal Information Bank Register

 

Section 34(1) of the Municipal Freedom of Information and Protection of Privacy Act states that institutions must make available for inspection by the public, an index or register of all personal information banks in the custody or control of the City. The register must be revised as required to ensure accuracy. The Personal Information Bank Register is arranged for each department of the City of Peterborough as follows:

  • Office of the Chief Administrative Officer
  • Community Services
  • Corporate and Legislative Services
  • Infrastructure and Planning Services

 

The Register includes a description of the Personal Information Banks (collections of personal information about identifiable individuals) maintained to support each division's programs and activities. For each Personal Information Bank, the following information is provided:

  • Location - this listing is organized by department/division. All PIB banks are listed under the department/division where the information is kept, this includes paper and electronic information
  • Authority - the legal authority for the establishment of the bank
  • Information - the type(s) of personal information maintained
  • Use - how the personal information is used
  • Access - to whom the personal information is disclosed on a regular basis
  • Individuals - the categories of individuals about whom personal information is maintained
  • Retention Classification - the policies and practices applicable to the retention and disposal of personal information. For the City this is regulated by the Records Retention By-law #12-156. The retention classification will be listed in the PIB where applicable.
 Office of the Chief Administrative Officer

 

 Communication Services

Accessibility Advisory Committee and Sub Committees Contacts

Authority: Municipal Act

Information: Name, phone number, email, information about committee members' disability

Use: To contact committee members

Access: Accessibility Services staff

Individuals: Members of the Accessibility Advisory Committee and Sub Committees

Retention Classification: Retained until superseded

 

Accessibility Complaints

Authority: Municipal Act

Information: Name, address, information about complainant's disability, email, phone number

Use: To respond to complaints

Access: Accessibility Services staff, in some cases Division/Facility Managers where appropriate

Individuals: Members of the public who submit an accessibility complaint

Retention Classification: A22

 

Photo, Video, and Audio Consent Release

Authority: Municipal Act

Information: Name, address, phone number

Use: Consent for the use of photo, video, and audio by the City for promotional purposes

Access: On request to the individual who provided the consent and release and Communication Services staff

Individuals: Members of the public who consent to their photo, video, or audio being used by the City

Retention Classification: M07 & M10

 

Public Surveys

Authority: Municipal Act

Information: May contain personal opinions or views, IP address, name, address, occupation, and other personal information

Use: By project managers to collect community input

Access: Communication Services staff and project managers where applicable

Individuals: Members of the public who complete an online City survey through SurveyMonkey

Retention Classification: Deleted when project completed or statistical reporting for survey results is completed

 

Staff Compliments

Authority: Municipal Act

Information: Name, email, IP address

Use: To respond to compliments and complaints

Access: Communication Services staff

Individuals: Members of the public who submit a complaint or compliment through the City of Peterborough's website

Retention Classification: M04

 

Website Feedback Forms

Authority: Municipal Act

Information: Name, address, personal opinions or views, IP address

Use: By Communication Services to assist with locating and correcting content and design issues on the website

Access: Communication Services

Individuals: Members of the public who submit content through a feedback form

Retention Classification: M04

 

Website Form Builder

Authority: Municipal Act

Information: May contain name, address, occupation, personal opinions or views and other personal information

Use: Communications Services staff, City Division managers and project managers where applicable

Access: Communication Services staff, City Division managers, and project managers where applicable

Individuals: Members of the public who respond to surveys or questions posted on the City website

Retention Classification: Retained until project related to survey is complete

 Emergency and Risk Management Division and Network
Animal Response Plan Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, address, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City and County staff, other agencies

Retention Classification: P03

 

Annex A, B, C, & D - Emergency Response Plans Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, address, phone number, email, BB PIN numbers (1st and 2nd line response individuals)

Use: Emergency contact only

Access: Emergency Control Group members, Police/Fire Dispatch staff

Individuals: First Line Response - City staff, County staff; Second Line Response - County staff, Provincial and Federal staff, community partners

Retention Classification: P03

 

Annex B - Airport Response Plan Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: Airport tenants, Airport staff

Retention Classification: P03

 

Annex E - Attachment A - Emergency Response Plan, Attachment B - Emergency Response Plan & Annex F - Mutual Aid and Assistance Agreements

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email, address (for Attachment A only)

Use: Emergency contact only

Access: Emergency Control Group members, Public Inquiry Coordinators (for Attachment A only)

Individuals: County PIO's, community partners, City staff, County staff

Retention Classification: P03

 

Annex G - Flood Response Plan Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: Emergency Management staff, Provincial staff, Federal community partners, City staff, County staff

Retention Classification: P03

 

ARES Response Plan Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City/County staff, community partners

Retention Classification: P03

 

Business Continuity Plan Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City staff

Retention Classification: P03

 

City Council Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City Council members

Retention Classification: P03

 

Community Emergency Management Coordinator Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email, pager number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City / County Emergency Control Coordinators

Retention Classification: P03

 

Control Group Photo I.D.

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, address

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City and County staff

Retention Classification: P03

 

County Emergency Response Plan Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, address, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: County staff

Retention Classification: P03

 

Emergency Response Plans Contacts - Peterborough County City Health Unit (Administrative, Appendix A, Family & Child Health, Chronic Diseases & Injury, Environmental Health, Health Promotion, Healthy Babies, Infectious Diseases, Management)

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: Health Unit staff

Retention Classification: P03

 

Emergency Response Plan - Division Phone List, Cell Phone List, and Staff Badge/Platoon List

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, vehicle number, badge number, area

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City Police staff

Retention Classification: P03

 

Emergency Response Plan - Information Technology Services Staff Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: Information Technology Servies staff

Retention Classification: P03

 

Emergency Response Plan - Third Party Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, address, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: Suppliers

Retention Classification: P03

 

Emergency Services Staff Resource Directory Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City staff, community partners

Retention Classification: P03

 

Environmental Protection Contingency Plan Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City staff

Retention Classification: P03

 

ESS Staff Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, address, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City and County staff

Retention Classification: P03

 

Ministry, MP and MPP Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: Ministry staff, Peterborough MP and MPP

Retention Classification: P03

 

Mutual Aid Plan - Emergency Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City and County staff

Retention Classification: P03

 

Needs Assessment Forms

Authority: Emergency Management and Civil Protection Act

Information: Name, address, phone number, insurance and financial information (e.g. Ontario Works client information)

Use: To contact and manage housing and financial requirements

Access: Emergency Responders (City Emergency Social Services staff)

Individuals: Residents impacted by an emergency or disaster

Retention Classification: P03

 

Ontario CISM Team Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, address, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: Ontario Team members

Retention Classification: P03

 

Peterborough City County Disaster Trust Fund Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City and County staff, residents

Retention Classification: P03

 

Peterborough County-City Paramedics Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: County staff

Retention Classification: P03

 

Peterborough Fire Services Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, rank, employee number, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City staff

Retention Classification: P03

 

Peterborough Technology Services Emergency Call Out List

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City staff

Retention Classification: P03

 

Priority List for Social Housing

Authority: Emergency Management and Civil Protection Act

Information: Name, unit number, priority sequence

Use: To manage housing requirements

Access: Emergency Responders (City Emergency Social Services staff)

Individuals: Residents impacted by an emergency or disaster

Retention Classification: P03

 

Public Inquiry Database

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, address

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City and County staff, residents

Retention Classification: P03

 

Public Inquiry Office Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals:  City and County staff

Retention Classification: P03

 

Peterborough Utilities Group - Emergency Response Plan

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City staff and Suppliers/Resources

Retention Classification: P03

 

Red Cross Emergency Response Plan Contacts

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City and County Red Cross staff

Retention Classification: P03

 

Resource Contacts 

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City and County Resources

Retention Classification: P03

 

Risk Management Database

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, address, incident information, claim information

Use: Emergency contact only

Access: Emergency Control Group members

Individuals: City staff, residents

Retention Classification: P03

 

Tenant Information

Authority: Emergency Management and Civil Protection Act

Information: Name, address, income source, insurance information, email

Use: To manage housing requirements

Access: Emergency Responders (City Emergency Social Services staff)

Individuals: Residents impacted by an emergency or disaster

Retention Classification: P03

 Fire

Administrative Contacts

Authority: Municipal Act

Information: Name, home phone number

Use: To contact Fire Department staff

Access: Fire Department staff

Individuals: Fire Department staff

Retention Classification: Updated annually or as information changes

 

Alarm Response Reports

Authority: Fire Protection and Prevention Act

Information: Name, address, personal details in responses, drivers' licenses, staff names, emergency contacts

Use: To track and process alarm reports

Access: Fire Department staff

Individuals: Clients, accident victims, homeowners, suppression staff

Retention Classification: P05

 

Call Back System

Authority: Fire Protection and Prevention Act

Information: Name, phone number

Use: To schedule staff

Access: Platoon Chief

Individuals: Fire Suppression staff

Retention Classification: Updated as needed

 

Peterborough Fire Services Employee Platoon Contacts

Authority: Municipal Act

Information: Name, employee number, phone number (home or cell), rank, speed dial number

Use: To contact Fire employees

Access: Fire Department staff

Individuals: Current Fire Department staff

Retention Classification: Updated annually or as information changes

 

Scheduling

Authority: Fire Protection and Prevention Act

Information: Name, address, employee number, primary phone number, secondary phone number

Use: To schedule staff, track overtime, sick time, lieu time, banked time

Access: Manager of Staffing and Logistics, Fire Administrative Assistant, Platoon Chiefs, Captains

Individuals: Current and retired Fire Department staff

Retention Classification: H03b

 

Training Records

Authority: Fire Protection and Prevention Act

Information: Staff names, platoons, ranks

Use: To provide training and track training

Access: Chief Training Officer

Individuals: Current retired staff

Retention Classification: H12

 Community Services
 
 Arenas

Facility Rentals

Authority: Municipal Act

Information: Name, address, phone number, company name, booking history, payment information

Use: To book facilities and process payments

Access: Arena Administrator staff

Individuals: Program customers

Retention Classification: A21 & L14

 

Incident Reports

Authority: Municipal Act

Information: Name, contact information, description of incident

Use: To track and record incidents in Arena facilities

Access: Staff involved, Arena Management

Individuals: Program customers, Arena staff

Retention Classification: P05a

 

User Groups Files

Authority: Municipal Act

Information: Name, address, phone number, company name, order history, payment information

Use: To track bookings and payments

Access: Arena Administrative staff

Individuals: Program customers

Retention Classification: A21

 Art Gallery of Peterborough

Artists Information

Authority: Cultural Act; Art Gallery of Ontario Act

Information: Address, birth date, death date, exhibit histories, collections, donations

Use: Provenance of art, artist payments, contracts for exhibitions

Access: Art Gallery Director, Curator, and staff assisting in exhibits

Individuals: Artists of works displayed in the Peterborough Art Gallery

Retention Classification: R03

 

Board Information

Authority: Cultural Act; Art Gallery of Ontario Act

Information: Name, email, phone number

Use: Manage meeting notices

Access: Art Gallery of Peterborough Director

Individuals: Art Gallery of Peterborough Board Members

Retention Classification: H03

 

Fundraising

Authority: Cultural Act; Art Gallery of Ontario Act

Information: Name, email, phone number, address

Use: For composing invitations to events

Access: Art Gallery staff

Individuals: Invitees to events and Art Gallery of Peterborough media

Retention Classification: M03

 

Program Registrants

Authority: Municipal Act

Information: Age, name, parents' contact information (for minors), address, email, medical concerns

Use: To confirm registration and payment, and for contacts and information in an emergency

Access: Program instructor

Individuals: Children registered in Art Gallery of Peterborough programs

Retention Classification: R06

 

Volunteers

Authority: Municipal Act

Information: Name, contact information, police check

Use: To schedule volunteers

Access: Volunteer Coordinator

Individuals: Art Gallery of Peterborough volunteers

Retention Classification: H03

 Peterborough Museum and Archives

Collections Management Records - Donors

Authority: Municipal Act

Information: Name, address, contact information

Use: Museum collection records ensure clear title and ownership

Access: Museum staff

Individuals: Public and private donors

Retention Classification: R03

 

Public Programs - Registrations

Authority: Municipal Act

Information: Name, address, contact information, age of participant, parent/guardian, health form (medical information)

Use: Programs are age-specific; Contact and health information are for emergency only

Access: Program instructor / educator only

Individuals: Children, youth who register for Museum and Archives programs

Retention Classification: R06

 

Volunteer Program - Personnel Files

Authority: Municipal Act

Information: Name, address, contact information, criminal record check

Use: To contact volunteers, and perform due diligence checks for those volunteering with a vulnerable population

Access: Museum staff

Individuals: Museum volunteers

Retention Classification: H03 & H16

 Peterborough Public Library

Complaints, Compliments and Inquiries

Authority: Public Libraries Act; Municipal Act

Information: Name, email, phone number, library card number (if applicable), inquiry information - often genealogy related which includes names, date of birth, address, etc

Use: To contact individual with requested information

Access: Library staff

Individuals: Library patrons, members of the community, general public who make requests, complaints or inquiries to the Library

Retention Classification: M04

 

Consent Forms

Authority: Public Libraries Act; Municipal Act

Information: Name, address, date of birth, phone number, email, gender, library card number

Use: Membership database for library card holders

Access: Library staff, the individual, a consented party (if applicable)

Individuals: Library cardholders

Retention Classification: R02

 

Consultant Submissions

Authority: Public Libraries Act; Municipal Act

Information: Name, address, phone number, email, resume

Use: Submissions for Requests for Proposals or Tenders

Access: Library staff

Individuals: Third party consultants

Retention Classification: F18

 

Facility Bookings

Authority: Public Libraries Act; Municipal Act

Information: Name, address, phone number, email, payment method (credit card), insurance certificate

Use: For booking rooms, to complete insurance requirements

Access: Library staff

Individuals: Community members, general public who book Library rooms

Retention Classification: A21

 

Friends of the Library

Authority: Public Libraries Act; Municipal Act

Information: Name, address, phone number, email

Use: For CRA charitable status reporting, within group for contact purposes

Access: Friends of the Library (FOL) members, Library staff (FOL liaison), Library CEO

Individuals: Friends of the Library members

Retention Classification: R04

 

Incident Reports

Authority: Public Libraries Act; Municipal Act

Information: Name, address, phone number, email, employee number

Use: Reporting purposes

Access: Risk Management staff, Library staff, Police on request

Individuals: Library staff, general public

Retention Classification: P05 & P05a

 

Library Board

Authority: Public Libraries Act; Municipal Act

Information: Name, phone number, address, date of birth

Use: For annual CRA Charitable status reporting, and contacting board members

Access: CRA for Charitable Status reporting, Library CEO

Individuals: Library Board members, past and present

Retention Classification: R04

 

Library Foundation

Authority: Public Libraries Act; Municipal Act

Information:

  • Board of Directors: name, address, phone number, email, date of birth;
  • Donor: name, address, phone number, payment information

Use: CRA Charitable Status reporting, issuing of tax receipts, donor recognition, within group for contact purposes

Access: Foundation Board members, CRA, Library CEO

Individuals: Foundation Board members, general public

Retention Classification: R04

 

Library Membership Database

Authority: Public Libraries Act; Municipal Act

Information: Cardholder's name, address, date of birth, phone number, email, gender, library card number; Consent: name of another responsible person (includes parent/guardian); List of items currently checked out from Library

Use: Membership database for library card holders

Access: Library staff, the individual, a consented party (if applicable)

Individuals: Library cardholders

Retention Classification: R02

 

Program Registration Forms

Authority: Public Libraries Act; Municipal Act

Information: Name, phone number, email, age of participant, library card number

Use: To contact regarding cancellation of a program, to collect statistics

Access: Library staff

Individuals: Library cardholders

Retention Classification: R06

 

Volunteers

Authority: Public Libraries Act; Municipal Act

Information: Name, address, phone number, email, schedules, criminal record check

Use: To contact volunteers

Access: Library staff

Individuals: Library volunteers

Retention Classification: H03 & H16

 Recreation

Arenas, Parks and Recreation Advisory Committee Contacts

Authority: Municipal Act

Information: Name, address, phone number, email

Use: Correspondence, distribution of meeting minutes and agendas

Access: Recreation staff and committee members

Individuals: Committee members

Retention Classification: Retained until superseded

 

Canada Day Parade Entries and Applications

Authority: Municipal Act

Information:

  • Parade Entry Form: name, address, phone number, email, certificate of insurance, release/waiver, payment details (if applicable), entry details (history of event, etc.);
  • Bike Contest Entry Form: name, date of birth, age, name of parent/guardian, phone number, release/waiver;
  • Volunteer Application: name, address, phone number, email, age, name of parent/guardian, release/waiver, police and vulnerable sector screening, volunteer opportunity preferences

Use: To organize the Canada Day Parada

Access: Recreation staff

Individuals: Canada Day Parade participants

Retention Classification: P11, R06 & H03

 

Downtown Youth Space (DYS)

Authority: Municipal Act

Information: 

  • DYS staff: copies of resumes, evaluations, police check and certifications
  • DYS staff contact list: name, address, phone number, email, photo/video release (signed by staff, participant, and parent if participant is a minor)
  • Daily sign-in sheet: participant's name, age, grade
  • Registration form: name, age, email, parent name, phone number for emergency contacts and medical/allergy information

Use: Operation of Downtown Youth Space and circulation of monthly program calendar

Access: Youth Recreationist and DYS staff

Individuals: Participants of DYS program and Program staff

Retention Classification: H11, H16 & R06

 

Food Vendor Application - Little Lake MusicFest

Authority: Municipal Act

Information: Name, address, phone number, email, details of what vendor is selling

Use: To process food vendor permits

Access: Marina Coordinator

Individuals: Food vendors

Retention Classification: P11

 

Junior Parks Program

Authority: Municipal Act

Information: 

  • Junior Parks staff: copies of resumes, evaluations, police checks and certifications
  • Staff contact list: name, address, phone number and email

Use: Operation of Junior Parks Program

Access: Youth Recreationist and Junior Parks Coordinator

Individuals: Program staff

Retention Classification: H11 & H16

 

Key Deposit

Authority: Municipal Act

Information: Name, phone number, location of facility rented, amount of deposit

Use: To track keys borrowed by facility users

Access: Recreation staff

Individuals: Facility user

Retention Classification: A24

 

Mayor's Youth Award

Authority: Municipal Act

Information: 

  • Nominee information: name, address, phone number, email, date of birth, accomplishments, biography, photo
  • Nominator information: name, address, phone number, email

Use: Review of nominations and presentation of award at Council

Access: Youth Recreationist

Individuals: Nominees

Retention Classification: M02

 

Mooring Contracts

Authority: Municipal Act

Information: Name, address, phone number, email, size of boat (length, width, draw)

Use: To reserve seasonal and occasional boat slips

Access: Marina staff

Individuals: Boaters

Retention Classification: L14

 

Program Registration

Authority: Municipal Act

Information: 

  • Registrant information: name, age, gender, date of birth, address, phone number, email, parent/guardian name, information on the program the child is registered for, payment information
  • Health and Information Forms: name, age, gender, date of birth, address, phone number email, parent/guardian name, information on the program the child is registered for, emergency contact information / individuals authorized for pick-up (name, phone number, relationship to child, special instructions), medical information, if assistive support is required, phone/image release
  • Waivers: name of participant, program information, name of parent/guardian
  • Class Lists: name of participant, medical information, parent/guardian name, phone number

Use: Participant in program

Access: Recreation staff and program providers (for the duration of camp or program - returned and shredded once camp or program ends)

Individuals: Program registrant

Retention Classification: R06

 

Recreation Subsidy

Authority: Municipal Act

Information: Applicant name, address, phone number, email, dependent child's/children's name, age, date of birth, program information, absent parent information, address, and reason absent parent is not involved, financial information

Use: To determine eligibility for subsidy, track subsidy and register for program

Access: Recreation staff, Finance staff, Program Provider (they receive a letter stating the City will pay the registration fee on the applicant's behalf and provides: name of parent and child, address, phone number, program details and cost)

Individuals: Subsidy applicants

Retention Classification: F01

 

Rugby Donations

Authority: Municipal Act

Information: Name of donor, address, phone number, email, amount of donation, payment information

Use: To process a donation

Access: Recreation staff, Rugby Club Executive

Individuals: Donors

Retention Classification: F19

 

Special Event Application

Authority: Municipal Act

Information: Name, address, phone number, email, event details, certificate of insurance (contains policy and event details), payment information

Use: To permit an event

Access: Recreation staff, Public Works staff and other City divisions as required

Individuals: Special Event applicants

Retention Classification: P11

 

Sport Field and Tournament Request

Authority: Municipal Act

Information: Name, address, phone number, email, league and tournament details, payment information

Use: To permit rental of sport field facilities for league play and tournaments

Access: Recreation staff and Public Works staff

Individuals: Sport field users

Retention Classification: P11

 

Youth Commission

Authority: Municipal Act

Information: Name, address, phone numbers, email

Use: Sharing information from community partners, meeting minutes and agendas

Access: Recreation staff and Youth Commission members

Individuals: Youth Commission members

Retention Classification: Updated annually

 

Youth Council

Authority: Municipal Act

Information: Name, address, phone number, email, date of birth, emergency contact, volunteer experience, contact information for references

Use: To review applications and for correspondence among the Council

Access: Youth Recreationist and Youth Council members

Individuals: Individuals applying for and participating on the Youth Council

Retention Classification: Updated annually

 

2020 Ontario 55+ Summer Games Organizing Committee Contacts

Authority: Municipal Act

Information: Name, address, phone number, email

Use: Correspondence, distribution of meeting minutes and agendas

Access: Recreation staff and committee members

Individuals: Committee members

Retention Classification: Retained until superseded

 Social Services

Affordable Home Ownership

Authority: Municipal Act; Provincial/Federal program with authority from Council report PLHD12-001

Information: Identifying number, name, address, phone number, financial information, marital/family status, age, employment information, tax information

Use: Application process, annual compliance, review upon home sale (if applicable)

Access: Housing Division staff, Mayor, City Clerk

Individuals: Program clients

Retention Classification: F27

 

Affordable Housing Action Committee

Authority: Municipal Act; Housing Services Act

Information: Name, address, phone number, email

Use: Annual mail outs of Housing Is Fundamental publication

Access: Social Services Housing staff

Individuals: City Councillors and community members, City staff, agency staff

Retention Classification: C06

 

Board of Directors Contact List

Authority: Housing Services Act

Information: Name, address, phone number

Use: For program administration

Access: Social Services Housing staff

Individuals: Social Housing Providers' Board of Directors board members

Retention Classification: Updated as needed

 

Children's Services Client Files

Authority: General Regulation, under the Child Care and Early Years Act; Record Management Operational Practice S00-ADM-233

Information: Client names, spouses and dependents, address, phone number, Social Insurance Number, health card information, assets, school attendance, bank information

Use: Reference, administration of social assistance programs, and Freedom of Information Requests

Access: Social Services staff

Individuals: Social Services clients

Retention Classification: S10

 

Children's Services Outstanding Overpayment

Authority: Ontario Works Policy Directives # 11.1; Ministry of Education

Information: Name, status, source of income, reason for overpayment, the month and year of the overpayment, and original and current amount owing

Use: Determine current status, payments received and if the overpayment is active. Where the client may be living, if they are currently active on Ontario Works or Children’s Services Programs

Access: Social Services Financial Clerk, City Legal Division

Individuals: Ontario Works and Children's Services clients

Retention Classification: S06

 

Client Tracking System

Authority: Ontario Works Policy Directives # 11.1; Peterborough Employment Resource Centre Operational Practice S04-OW-0239

Information: Information obtained to register and track use of resource centre services including name, address, age, and some employment information

Use: Verify person is registered to access the servies and record information on accessing the resource centre

Access: Resource Centre staff use the application with aggregate information accessed by managers

Individuals: Ontario Works and Ontario Disability Support Program clients

Retention Classification: S04

 

Emergency Preparedness - Housing staff

Authority: Municipal Act

Information: Name, address, phone number, email, emergency contact

Use: Emergency contact only

Access: Social Services Housing staff

Individuals: Social Services Housing staff

Retention Classification: P03

 

Emergency Preparedness - Social Housing Providers

Authority: Municipal Act

Information: Name, address, phone number, email

Use: Emergency contact only

Access: Social Services Housing staff

Individuals: Social Housing Providers

Retention Classification: P03

 

Government of Ontario Public Key Infrastructure (GO-PKI) Registration Authorities

Authority: Ontario Works Act

Information: Employee name, drivers license number or health card number

Use: Requirement to gaining authorization to use Social Assistance Management System database (SAMS)

Access: Social Services managers, supervisors, Systems Network Support Specialist

Individuals: Social Services staff

Retention Classification: A24

 

Homemaker Files

Authority: Homemaking Services Operational Practice S04-HN-0064; Homemaker and Nursing Services Act

Information: Name, address, phone number, assist level, spouses, dependent children or adult 

Use: Following approval, files are accessed regularly to address issues occurring. Every summer a new application is updated by the case manager

Access: Social Services staff

Individuals: Low income residents of the City and County of Peterborough. May include Ontario Works or Ontario Disability Support applicants

Retention Classification: S07

 

I-Book Client Appointments

Authority: Ontario Works Act

Information: Name, address, phone number of Ontario Works and Children's Services clients who have scheduled an appointment with their case manager

Use: To make client appointments with division staff

Access: Social Services staff

Individuals: Ontario Works and Children's Services clients

Retention Classification: S05 & S10

 

Ontario Child Care Management System

Authority: Child Care and Early Years Act

Information: Name, address, financial information, phone number, Social Insurance Number, date of birth, day care provided

Use: To manage the fee subsidy for child care

Access: Social Services Case Managers, Program Managers, Administration staff

Individuals: Social Services clients, staff and homeowners

Retention Classification: S01 & S10

 

Ontario Works Case Files

Authority: Ontario Works Policy Directives # 11.1; Record Management Operational Practice S00-ADM-233

Information: Client names, spouses and dependents, address, phone number, Social Insurance Number, health card information, assets, school attendance, application, bank information

Use: Reference, administration of social assistance programs, and Freedom of Information requests

Access: Social Services staff

Individuals: Social Services clients

Retention Classification: S05

 

Peterborough Renovates Program

Authority: Municipal Act; Provincial/Federal program with authority from Council report PLHD12-001

Information: Identifying number, name, address, phone number, financial information, marital/family status, age, employment information, tax information, medical information (physician notes)

Use: To manage application process, for review upon home sale (if applicable), and annual compliance checks

Access: Social Services Housing staff, Habitat for Humanity Peterborough and District staff, Wigwamen staff

Individuals: Peterborough Renovates Program clients

Retention Classification: F27

 

Rent Rolls

Authority: Housing Services Act

Information: Name, address, phone number, rent amounts of some Social Housing Providers

Use: To ensure program compliance and for financial analysis

Access: Social Services Housing staff

Individuals: Program clients

Retention Classification: F27

 

Rent Supplement Programs (copies of invoices)

Authority: Municipal Act; Housing Services Act; Council Authority

Information: Name, address, phone number, identifying number

Use: To ensure program compliance

Access: Housing Resource Centre staff, Peterborough Housing Corporation staff, Social Services Housing staff

Individuals:Program clients

Retention Classification: F27

 

Social Housing Complaints and Resolutions

Authority: Housing Services Act

Information: Name, address, phone number, complaints, replies to complaints

Use: Program compliance

Access: Social Services Housing staff, Social Housing Provider (as appropriate), Mayor's Office

Individuals: Social Housing tenants, general public who submit complaints

Retention Classification: S11

 

Trespass Notices

Authority: Safety and Service Operational Practice

Information: Name, member identification number

Use: Reviewed by Administration Assistants and/or Program Managers to manage trespass orders for Social Services

Access: Social Services staff

Individuals: Social Services clients

Retention Classification: Retained until expiry of trespass order

 Corporate and Legislative Services
 
 Clerk's Office

Advisory Committee Applications

Authority: Municipal Act

Information: Name, address, email, phone number, resume

Use: To select qualified applicants for Council Advisory Committees

Access: Clerk's Office staff, Advisory Committee Selection Committee

Individuals: Members of the public who apply for positions on Advisory Committees

Retention Classification: Information disposed of once successful applicants are selected

 

Business Licenses

Authority: Municipal Act

Information: Name, address, email, phone number

Use: To register and regulate certain categories of businesses

Access: Clerk's Office staff, Building staff, Fire Services staff, Health Unit staff

Individuals: Members of the public registering a business in certain regulated categories

Retention Classification: P09

 

Civic Awards Applications

Authority: Municipal Act

Information: 

  • Nominator: name, address, email;
  • Nominee: name, address, phone number, details of volunteer or athletic experience relating to award

Use: To determine qualification for City of Peterborough Civic Awards, to prepare presentation speeches for award ceremony

Access: Civic Award Selection Committee, presentation speeches containing nominee name and volunteer/athletic achievements are made public

Individuals: Civic award nominees and those who have nominated them

Retention Classification: M02

 

Claims Against the Municipality

Authority: Municipal Act; Limitations Act

Information: Name, address, incident information

Use: To process claims against the City

Access: Clerk's Office staff, Risk Management staff, Legal staff, City Division managers where applicable

Individuals: Anyone who submits a claim against the City

Retention Classification: L02 & L02a

 

Election Candidates' Financial Statements and Auditor's Reports

Authority: Municipal Elections Act

Information: Name, address, email, campaign contributions, donor information

Use: Available to the public to review campaign spending

Access: City Elections staff, available to the public on the City's website after documents are filed

Individuals: City of Peterborough Municipal Election Candidates

Retention Classification: C07

 

Election Nomination Papers

Authority: Municipal Elections Act

Information: Name, address, email, qualifying address, mailing address

Use: Form is completed to become an election candidate in a municipal election

Access: City Elections staff, available to the public on request

Individuals: Election candidate nominees

Retention Classification: C07

 

Emergency Contact List

Authority: Municipal Act

Information: Name, address, phone numbers, emergency contact and phone number, family doctor’s name, allergy information, home email, and date of birth

Use: To contact Clerk's Office staff in an emergency

Access: Clerk's Office staff

Individuals: Clerk's Office staff

Retention Classification: Information disposed of once individual no longer works in the Clerk's Office

 

Freedom of Information Appeals Files

Authority: Municipal Freedom of Information and Protection of Privacy Act

Information:

  • Appeals pertaining to General Requests: name, contact information, substance of request, representations from appelant;
  • Personal Information Requests: varies depending on substance of request, e.g. information contained in Social Services Ontario Works file

Use: To work with the Information and Privacy Commissioner of Ontario to seek resolution of Appeals

Access: Clerk’s Office staff, appellant or persons authorized to act on their behalf, Mediators/Adjudicators of Information and Privacy Commissioner of Ontario

Individuals: Individuals who appeal decisions relating to Freedom of Information Requests that they have submitted

Retention Classification: A17

 

Freedom of Information Request Files

Authority: Municipal Freedom of Information and Protection of Privacy Act

Information: 

  • General Requests: name, contact information, substance of request;

  • Personal Information Requests: varies depending on substance of request, e.g. information contained in Social Services Ontario Works file

Use: To fulfill Freedom of Information requests

Access: Clerk's Office staff

Individuals: Individuals who submit a Freedom of Information request

Retention Classification: A17

 

Marriage Ceremony Schedule

Authority: Marriage Act

Information: Name, address, phone number, date and time of wedding

Use: To schedule wedding ceremonies performed by the Clerk’s Office

Access: Clerk's Office staff

Individuals: Applicants who have scheduled City Hall marriage ceremonies or requested to be on the waiting list

Retention Classification: L12a

 

Marriage Licenses

Authority: Marriage Act

Information: Name, age, address and religion of applicants, proposed place and date of marriage, applicants’ province/country of birth; applicants’ parents’ names and province/country of birth

Use: To prepare marriage licenses for applicants

Access: Clerk's Office staff

Individuals: Marriage license applicants and their parents

Retention Classification: L12 & L12a

 

Marriage Register

Authority: Marriage Act

Information: Names, address, occupations, religion, parents’ names, province or country of birth and witnesses’ names addresses

Use: To record details of wedding ceremony as per the regulations of the Marriage Act

Access: On request, available to the Office of the Registrar General

Individuals: Individuals married by the City Clerk or designates

Retention Classification: L12

 

Pending Freedom of Information Request Files

Authority: Municipal Freedom of Information and Protection of Privacy Act

Information: 

  • General Requests: name, contact information, substance of request;
  • Personal Information Requests: varies, depending on substance of request, as these requests have yet to be initiated, generally the files contain the name and contact information of the would-be requester, as well as the substance of their request

Use: To assist would-be requesters in getting their requests to a point where they can be initiated

Access: Clerk's Office staff

Individuals: Individuals who seek to submit Freedom of Information Requests

Retention Classification: A17

 

Privacy Breach Files

Authority: Municipal Freedom of Information and Protection of Privacy Act

Information: Information pertaining to incidences wherein personal information is improperly disclosed, as provided to us by the Department/Division in which the breach occurred. This generally includes name and contact information of individual whose personal information has been improperly disclosed

Use: To respond to the breach and to notify the Information and Privacy Commissioner of Ontario about the breach

Access: Clerk's Office staff

Individuals: Individuals whose personal information has been improperly disclosed by City Staff

Retention Classification: A17

 

Vital Statistics Registers

Authority: Vital Statistics Act

Information: 

  • Deaths: name, date of death, place of death, age, sex, informant to funeral home, cause of death is recorded for deaths prior to Jan 1/2012

  • Births: name and sex of child, date of birth, place of birth, name and address of mother, name of father

  • Stillbirths: name and sex of deceased, date of stillbirth, place of stillbirth, name and address of mother, name of father, cause of stillbirth if prior to Jan 1/2012

Use: Data from deaths is used to clean the voters’ list (authority Municipal Elections Act)

Access: Clerk’s Office staff; deaths occurring out of City boundaries are sent to the appropriate Municipality’s Division Registrar

Individuals: Deceased individuals whose arrangements have been made by local funeral homes, and individuals born within City boundaries

Retention Classification: L12

 

Voters' List

Authority: Municipal Elections Act

Information: Name, age, birth date, citizenship status, residency (owner, tenant), school support, if elector is Roman Catholic

Use: To conduct Municipal and School Board elections

Access: Available for residents to search their own name, and on written request copies are provided to:

  • An excerpt is provided to candidates with the part of the list that contains names of electors entitled to vote for that office;
  • The secretary of a local board, any of whose members are required to be elected at an election conducted by the Clerk, or that has submitted a question to electors;
  • The Clerk of the local municipality responsible for conducting the elections in any combined area for school board purposes;
  • The Minister, if he or she has submitted a question to the electors;
  • An individual, corporation or trade union that is registered under section 39.1. 1996, c. 32, Sched., s. 23(3); 2009, c. 33, Sched. 21, s. 8(12).

On the written request of a member of the House of Commons or the Assembly who represents any part of the Clerk’s municipality.

Individuals: Qualified municipal electors in the City of Peterborough

Retention Classification: C07

 

Voting Location Staff Contact List and Employment Applications

Authority: Municipal Elections Act

Information: Name, address, phone number, email, related work experience, exam results

Use: To determine eligibility to work in a municipal election and to coordinate election day staff

Access: Clerk's Office staff; Election Day staff

Individuals: Election Day employees

Retention Classification: C07

 Financial Services

Collections

Authority: Municipal Act

Information: Name, address; May contain drivers’ license number, banking information, workplace

Use: To process payment collections on behalf of City divisions

Access: Tax Division staff

Individuals: Members of the public who owe payments to City Divisions that have been sent to collection through Tax

Retention Classification: F02

 

Employee Payroll

Authority: Municipal Act; Income Tax Act; Workplace Safety and Insurance Act; Canada Pension Plan; Unemployment Insurance Act 

Information: Name, Social Insurance Number, address, phone number, banking information, T4, employee number

Use: To process payroll for City employees

Access: Payroll staff, Human Resources staff, Chief Accountant, City Division managers

Individuals: City staff

Retention Classification: F16

 

Income Tax Receipts

Authority: Income Tax Act; Canada Revenue Agency

Information: Name, address, phone number

Use: For forwarding income tax receipts to recipients

Access: Financial Services Division staff, Charity List, Canada Revenue Agency upon request

Individuals: Donors to the City of Peterborough

Retention Classification: F19

 

Property Tax Records

Authority: Municipal Act

Information: Name, address, pre-authorized payment information, phone number(s), email, tax bills. In some cases, power of attorney, wills, and copy of death certificates

Use: To process tax payments

Access: Tax Division staff, In some cases (refunds) Accounts Payable Finance staff

Individuals: Residents who pay taxes to the City

Retention Classification: F11, F12, and F22b

 

Provincial Offences Refunds

Authority: Municipal Act

Information: Name, address

Use: To process and pay refunds for overpayments or payments in error to the Provincial Offences Office

Access: Accounts Payable Finance staff, POA staff

Individuals: Members of the public who have paid ticket fees to Provincial Offences

Retention Classification: F01

 

Seniors' Tax Rebate

Authority: Municipal Act

Information: Name, address, phone number, email, date of birth

Use: To process the seniors tax rebate

Access: Tax Division staff

Individuals: Seniors who are eligible for the seniors tax rebate

Retention Classification: F23

 Human Resources

Electronic Correspondence

Authority: Employment Standards Act

Information: Name, address, medical information, personal details

Use: Updates and communications with staff

Access: Human Resources staff

Individuals: Current and past employees

Retention Classification: H03

 

Employee Benefit Coverage Information for Nexus Actuarial Review

Authority: Municipal Act

Information: Employee name, Social Insurance Number, sex, benefit and salary information

Use: Used for actuarial audit

Access: Human Resources staff and Actuary

Individuals: Current employees and retirees receiving benefits

Retention Classification: H02

 

Employee Issue Files

Authority: Employment Standards Act; Labour Relations Act

Information: Details pertaining to an investigation or negotiation regarding an employee issue

Use: Reference as needed and to manage issues

Access: May be disclosed to legal counsel, arbitrators, etc.

Individuals: Current and past employees, 3rd parties involved in an issue/dispute

Retention Classification: H03

 

Employee Medical / Attendance Awareness Files

Authority: Employment Standards Act

Information: Employee name, contact information, attendance records, medical information

Use: To manage excessive absenteeism, store employee health information and recognize employees with perfect attendance

Access: Human Resources staff, Legal counsel, City Division Managers

Individuals: Current and past employees with medical or attendance issues

Retention Classification: H18

 

Employee Personnel Files

Authority: Employment Standards Act

Information: Name, contact information, employee history, wage and benefit information

Use: To maintain employee information, accessed for OMERS processing, payroll processing

Access: Human Resources staff

Individuals:City staff

Retention Classification: H03

 

Grievances

Authority: Labour Relations Act

Information: Employee name, employee number, notice and replies, grievance decisions and supporting documentation

Use: Reference for current grievances

Access: Human Resources staff, City Division Managers, Legal Counsel

Individuals: Current and past employees with grievances

Retention Classification: H14

 

LMS - Training Database

Authority: Employment Standards Act

Information: Name, employee number, licenses, training scores

Use: To track training, and renewal deadline for training and licenses

Access: Human Resources staff, City Division managers and employees

Individuals: Current and past employees

Retention Classification: H03

 

Long Term Disability Files

Authority: Employment Standards Act

Information: Employee name, contact information, earnings information, employment information, confidential health information

Use: Used to manage long term disability claims, coordinate Return to Work program

Access: Human Resources staff, City Division Managers

Individuals: Current and past employees involved with the Return to Work Program or long term disability claims

Retention Classification: H13a

 

Ontario Municipal Employees Retirement System 119 Spreadsheets

Authority: Municipal Act

Information: Employee name, employee number, earnings information, Social Insurance Number, contributions

Use: History of information for annual OMERS 119 reconciliation

Access: Human Resources staff

Individuals: Current and past employees

Retention Classification: H07

 

Public Works Test Records

Authority: Occupational Health and Safety Act

Information: Name, employee number, contact information, employment information, test results, some health information where applicable

Use: Ensure proper training has been completed, Hearing tests used as a preventative measure to manage work related hearing loss

Access: Human Resources staff and City Division managers

Individuals: Current and past employees

Retention Classification: H17

 

Recruitment Competition Files

Authority: Employment Standards Act; Municipal Act

Information: Education, employment history, address, phone number, views/opinions of interviewing staff

Use: To select candidates for vacant positions. Archived files used for historical purposes

Access: Human Resources staff, hiring managers, interview panel members

Individuals: City staff, unsuccessful applicants for employment positions

Retention Classification: H11 & H11a

 

Retiree Files

Authority: Employment Standards Act

Information: Retiree name, address, salary, benefits information

Use: Confirm information, process death claims

Access: Human Resources staff, City Division managers

Individuals: Past employees

Retention Classification: H03a & H03b

 

Termination Files

Authority: Employment Standards Act

Information: Employee name, Social Insurance Number, sex, benefit and salary information

Use: Processing terminations

Access: Human Resources staff

Individuals: Past employees

Retention Classification: H01 & H03

 

WSIB Files

Authority: Workplace Safety and Insurance Act

Information: Employee name, contact information, earnings and employment information, confidential health information

Use: To manage WSIB claims, monitor costs, appeals, coordinate Return to Work program

Access: Human Resources staff, City Division managers, legal counsel

Individuals: Current and past employees

Retention Classification: H13

 Legal Services

Court Services - Complaints

Authority: Municipal Act

Information: Name, email, complaint

Use: Submitted to Ministry of Attorney General, kept in office for reference if needed

Access: Legal staff, Ministry of Attorney General

Individuals: Members of the public submitting complaints

Retention Classification: M04

 

Court Services - Disaster Response Plan

Authority: Municipal Act

Information: Names, home addresses, phone numbers of POA staff

Use: To contact staff in case of an emergency or disaster

Access: Manager of Court Services

Individuals: Court Services staff

Retention Classification: P03

 

Legal Services Files and Index System

Authority: Municipal Act

Information: 

  • General - Individuals’ names, address, phone number, fax number, email
  • Employee – name, address, phone number, email, employee history, resume, credit card number, performance appraisals, vacation requests;
  • Agreements – Individuals’ name and address, phone number, fax number, email; lawyer contact information; signed and executed legal agreements and related information
  • General Complaints/Prosecutions/Litigation – inquiry and complaint information, incident reports, individuals’ names and address, phone number, fax number, email; lawyer contact information, licence plate number, vehicle make and model, police and witness information, medical information, lawyer information
  • Lease/Licence Agreements – name, address, phone number, fax number, email, legal property information, rental agreement terms, insurance, lawyer contact information
  • Land related files – name, address, phone number, fax number, email, marital status, date of birth, legal property information, lawyer contact information, invoices from lawyer and real estate commission, Agreements of Purchase and Sale, letters of credit, developers information, development plans, insurance particulars, mortgage details, tax sale documents and correspondence, roll number, corporate, bankruptcy and PPSA searches, environmental reports, appraisal reports

Use: Proper administration of legal activities for the municipality

Access: Legal Services Staff and/or client departments, outside lawyers, opposing counsel, Court staff, MPAC, etc.

Individuals: Individuals having dealings with the municipality including, for example, purchasers; vendors; mortgagees or mortgagors; lessees or lessors; developers; homeowners; complainants; developers; litigants; City employees; etc.

Retention Classification: L04, L07 & L13

 

The Conveyancer Computer Program

Authority: Municipal Act

Information: Name and address; phone and fax number and email, legal descriptions, property information, lawyer contact information, executed Agreements of Purchase and Sale, Roll number, legal documents and correspondence

Use: To prepare real estate documentation for real estate closings (purchases and sales)

Access: Legal Services Staff and/or client departments, lawyers acting for vendor or purchaser, MPAC

Individuals: Purchasers, vendors

Retention Classification: L07

 Infrastructure and Planning Services
 
 Airport

Gala Tickets

Authority: Municipal Act

Information: Name, payment information, email

Use: To process to payments for gala tickets

Access: City Airport staff

Individuals: Anyone who buys a gala ticket

Retention Classification: R06; Payment information is immediately disposed of once payment is processed

 

General Aviation Tenants

Authority: Municipal Act

Information: Name, address, phone number, email

Use: To manage rentals of space

Access: City Airport staff

Individuals: Anyone renting space in the general aviation area

Retention Classification: Disposed of when no longer a tenant

 

Loomex Employee Background Checks

Authority: Municipal Act

Information: Name, criminal record check

Use: Requirement for contractor to provide to the City as part of the contractor’s agreement

Access: City Airport Administrator

Individuals: Loomex employees

Retention Classification: H16

 Building Services

Enforcement

Authority: Municipal Act; Provincial Offences Act; Criminal Code; City Property Standards By-laws

Information: Name, address, phone number, violation, officer notes, photographs, order to comply, complainant’s name, in some cases legal information related to a duty to report legal infractions (family or custody information, etc.)

Use: Investigate complaints, enforce municipal by-laws and legislation

Access: Building Division staff, occasionally information sent to Police

Individuals: Members of the public who are involved with Enforcement Services 

Retention Classification: P01

 

Building Permits and Inspections

Authority: Municipal Act; Building Code Act

Information: Name, address, phone number, plans, letter of authorization from owner, power of attorney (in some cases), occasionally legal information regarding power of sale, foreclosure, etc.

Use: To ensure compliance with the Building Code, and proper authorization for all applicable new builds and renovations 

Access: Building Division staff, Heritage Preservation staff, Facilities Management staff

Individuals: Anyone who applies for a building permit

Retention Classification: P10

 

Call Logs

Authority: Municipal Act

Information: In some cases, name, address, phone number, complaint

Use: To manage complaints, building permits and other activities of the Building Division

Access: Building Division staff

Individuals: Anyone who leaves a voicemail message for a Building Division staff member

Retention Classification: P02

 

External Resumes

Authority: Municipal Act; Employment Standards Act

Information: Resumes, contact information, name, address, professional background information

Use: To source potential staff for Building Division positions

Access: Chief Building Official, Deputy Chief Building Official, Manager of Enforcement Services

Individuals: Anyone who submits a resume directly to the Building Division

Retention Classification: H11

 Engineering and Infrastructure Services

General Complaints

Authority: Municipal Act

Information: Name, possible address and phone number

Use: To solve issues from residents

Access: Engineering and Infrastructure staff

Individuals: Residents who submit complaints

Retention Classification: M04

 

Low-Flow Toilet Rebate Applications

Authority: Municipal Act; Council Report CSD12-007

Information: Name, address, phone number, number of people living at that address, Peterborough Utilities Account number

Use: Name and address used to mail out the Low-flow Toilet Rebate cheques to their home address

Access: Infrastructure Staff, Accounts Payable Clerk

Individuals: Homeowners in the City of Peterborough who apply for rebate

Retention Classification: E20

 

Permits - Wide load, Trees

Authority: Municipal Act; Consumer Protection Act

Information: Name, address, insurance coverage

Use: Approve permit of Use of Municipal Property, determine if a tree can be pruned or removed, replanting if necessary

Access: Urban Forestry, Engineering, and Traffic staff

Individuals: Applicant for permit

Retention Classification: P11

 Parking Services

Drivers' Abstracts

Authority: Municipal Act

Information: Name, license plate information, driver information

Use: To manage contract Parking Division staff

Access: Risk Management Division staff, Parking Division staff

Individuals: Contract Parking Division staff

Retention Classification: Destroyed once it is superseded

 

Emergency Contacts

Authority: Municipal Act

Information: Name of employee, name, phone number(s) and email of emergency contact person

Use: For use in emergency situations only

Access: Parking Division management

Individuals: Parking Division staff and contract staff

Retention Classification: Destroyed when employee no longer works with the Parking Division

 

Parking Permits

Authority: Municipal Act

Information: License plate number, vehicle make/model

Use: To process parking permits

Access: Parking Division staff and contract staff

Individuals: Public who apply for City of Peterborough parking permits

Retention Classification: P11

 

Ticket Tracker System

Authority: Municipal Act

Information: License plate number, vehicle ownership information

Use: To ensure parking tickets are paid

Access: Parking Office staff, Ministry of Transportation staff, Provincial Offences Office staff, some Peterborough Technology administration staff

Individuals: The public who receive parking tickets in The City of Peterborough

Retention Classification: Vehicle ownership info: deleted one year after ticket is paid or collectible by court as per Ministry of Transportation requirements; license plate number: retained permanently

 Planning Services

Committee of Adjustment Files (Minor Variance and Consent Applications)

Authority: Planning Act

Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails

Use: To verify ownership of the property which is the subject of the application

Access: City staff, Committee of Adjustment members, City residents via notices published in the newspaper and mailed to adjoining property owners, Ontario Municipal Board (is application is appealed)

Individuals: Property owners and their agents, if applicable

Retention Classification: D10

 

Cell Tower Applications

Authority: Planning Act

Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails

Use: To verify ownership of the property which is the subject of the application

Access: City staff, City residents via notices mailed to property owners, Industry Canada, commenting agencies, City Council

Individuals: Property owners and their agents, if applicable

Retention Classification: D25

 

City Property Owners / Agents

Authority: Planning Act

Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails

Use: To identify property owners and any applicants and/or agents connected to applications on specific properties

Access: City staff

Individuals: Property owners and their agents, if applicable

Retention Classification: P01a

 

Community Improvement Plan Applications

Authority: Planning Act

Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails

Use: To verify ownership of the property which is the subject of the application

Access: City staff

Individuals: Property owners and their agents, if applicable

Retention Classification: D18

 

Land Sale or Acquisition Files

Authority: Municipal Act

Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails

Use: To verify ownership of the property being bought/sold, preparation of Agreements of Purchase and Sale and all legal documentation in connection with transaction

Access: City staff, other party’s solicitor, real estate agents, surveyors, appraisers, financial institutions, and any other companies or agencies as may be required

Individuals: City property owners

Retention Classification: L07

 

Site Plan Applications

Authority: Planning Act

Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails

Use: To verify ownership of the property which is the subject of the application

Access: City staff, City residents via notices mailed to adjoining property owners, Ontario Municipal Board (if application is appealed), commenting agencies, City Council

Individuals: Property owners and their agents, if applicable

Retention Classification: D08

 

Subdivision / Condominium Files

Authority: Planning Act

Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails

Use: To verify ownership of the property which is the subject of the application

Access: City staff, City residents via notices mailed to property owners, Ontario Municipal Board (if application is appealed), commenting agencies, City Council

Individuals: Property owners and their agents, if applicable

Retention Classification: D12

 

Various Committee Files

Authority: Planning Act; Municipal Act

Information: Names, addresses, phone numbers, fax numbers, emails of Committee members

Use: For distribution of committee correspondence

Access: City staff, Committee members

Individuals: Property owners and their agents, if applicable

Retention Classification: D10

 

Zoning By-law and Official Plan Applications

Authority: Planning Act

Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails

Use: To verify ownership of the property which is the subject of the application

Access: City staff, City residents via notices published in newspaper and mailed to property owners, Ontario Municipal Board (if application is appealed), commenting agencies, City Council

Individuals: Property owners and their agents, if applicable

Retention Classification: D08

 Public Works

After Hours Answering Service

Authority: Municipal Act

Information: Name, contact information, address, concern

Use: To manage intake of calls when office is closed and provide a record for staff to respond to and prioritize

Access: Public Works staff

Individuals: Members of the public

Retention Classification: Varies depending on nature of concerns and result of initial response

 

Boulevard Permits

Authority: Occupational Health and Safety Act; Municipal Act

Information: Name, address, phone number, location of work, type of work, may have fee information

Use: To track and manage City infrastructure

Access: City Inspectors, Public Works admin team, Public Works management

Individuals: Members of the public or business who apply for boulevard permits

Retention Classification: T06

 

Curb Cut Applications

Authority: Occupational Health and Safety Act; Municipal Act

Information: Name, address, phone number, payment information

Use: Used to track and issue work orders

Access: Public Works staff, Contractor (location and cut information)

Individuals: Residents and businesses involved in curb cut applications

Retention Classification: T06

 

Employee Contact Information

Authority: Municipal Act

Information: Name, employee number, contact information, seniority date

Use: To contact, schedule and train staff

Access: Public Works Management, Foreman and Public Works administrative team

Individuals: Public Works staff

Retention Classification: H02, H03, H08 & H12

 

Forestry Works Orders

Authority: Environmental Protection Act; Municipal Act

Information: Name, address, contact information

Use: To respond to concerns regarding City trees

Access: Forestry staff, Public Works Management, Enforcement Services staff

Individuals: Members of the public who submit concerns about City trees

Retention Classification: E04

 

General Complaint Sheets

Authority: Municipal Act

Information: Name, address, phone number, description of concern

Use: To respond to public concerns

Access: Crews responding to concerns, Public Works management, depending on concern other divisions to coordinate response and/or Corporate Management

Individuals: Members of the public who submit complaints

Retention Classification: Varies: Most are transitory and are disposed of when no longer needed, other retention categories may apply depending on the content of the complaint

 

Operator Files

Authority: Occupational Health and Safety Act; Workplace Safety and Insurance Act; Municipal Act 

Information: Name, licensing information, training records

Use: To ensure compliance with our Commercial Vehicle Operator’s Registration (CVOR) and manage staff performance

Access: Risk Management staff, Public Works Management

Individuals: Public Works staff

Retention Classification: H03

 

Sewer Works Orders

Authority: Environmental Protection Act; Municipal Act

Information: Name, address, contract information, complaint and resolutions

Use: To track sewer complaints and resolutions

Access: WWC Team, Public Works Management, property owner, Clerks division, Insurer if claims apply

Individuals: Members of the public, City employees, City Management, Agents

Retention Classification: E01

 

Voicemail Ledger

Authority: Municipal Act

Information: Name, phone number, address, topic and sometimes response

Use: To respond to inquiries and concerns from the public, may generate work orders or other documentation

Access: Public Works staff

Individuals: Members of the public who leave voicemail at Public Works

Retention Classification: Varies depending on nature of concerns and result of initial response

 

WSIB Information

Authority: Occupational Health and Safety Act; Municipal Act

Information: Name, contact information, injury/illness information, medical prognosis and limitations

Use: To ensure worker safety and to provide return to work accommodations for the employee

Access: Human Resources staff, Public Works Management

Individuals: Public Works staff

Retention Classification: H13

 Traffic

Application for Temporary Use of Road Allowance

Authority: Municipal Act

Information: Name, address, phone number, fax, email

Use: To provide applicant with approval from the City

Access: On request, other Contractors or City Staff

Individuals: Contractors

Retention Classification: T09

 

Crossing Guard Employee Information

Authority: Municipal Act; Employee Standards Act

Information: name, address, phone number, emergency contact and start date, photos

Use: To contact/mail employee or emergency contact, and to identify staff (photos)

Access: Traffic staff, Lead Crossing Guards

Individuals: Employees and Emergency Contacts

Retention Classification: T13

 Transit

Handivan Applications

Authority: Municipal Act

Information: Name, address, phone numbers, email, date of birth, emergency contact information, some medical information

Use: To manage handivan service

Access: Transit Division management

Individuals: Customers who apply to use the handivan

Retention Classification: T03

 

Seniors and Ontario Disability Support Program Passes

Authority: Municipal Act

Information: 

  • Seniors: Name, phone numbers

  • Ontario Disability Support Program clients: Name, address, phone numbers

Use: To manage discounted transit passes

Access: Transit Division management

Individuals: Customers who apply for the senior or ODSP discounted bus passes

Retention Classification: T03

 

Support Person Passes

Authority: Municipal Act

Information: Name, address, phone numbers, email, date of birth, emergency contact information

Use: To manage support person passes for eligible transit customers

Access: Transit Division management

Individuals: Transit customers who apply for support person passes

Retention Classification: T03

 

Training Files

Authority: Employment Standards Act

Information: Name, address phone numbers, emails, employee number, medical assessment

Use: To manage training of transit employees

Access: Transit Division training staff

Individuals: Transit Division staff

Retention Classification: H12

 Waste Management

Backyard Composter Survey

Authority: Waste Diversion Act

Information: Name, address, phone number

Use: To manage the composting project and solicit feedback from participants

Access: Waste Management staff

Individuals: Homeowner or resident of residence participating in pilot

Retention Classification: E07

 

Compost Orders

Authority: Waste Diversion Act

Information: Name, address, phone number

Use: For residents to order compost

Access: Waste Management staff, Public Works staff

Individuals: Resident ordering compost

Retention Classification: E07

 

Curbside Complaints for Garbage / Recycle

Authority: Waste Diversion Act

Information: Name, address, phone number

Use: To correspond with resident making complaint and manage complaints

Access: Waste Management staff

Individuals: Resident and/or owner of home who is making complaint

Retention Classification: M04

 

Large Article Pick-Up

Authority: Waste Diversion Act

Information: Name, address, phone number

Use: To manage the large article pick-up program

Access: Waste Management staff, Public Works staff

Individuals: Residents who participate in the large-article pick-up program

Retention Classification: E07

 

Medical Exemptions

Authority: Waste Diversion Act

Information: Name, address, phone number, medical information

Use: To manage extra garbage allowance for residence with eligible medical issues

Access: Waste Management staff, Public Works staff

Individuals: Medically eligible residents

Retention Classification: Updated as required

 

Multi-Residential Database

Authority: Waste Diversion Act

Information: Name, address, phone number, email

Use: To manage garbage pick-up at multi-residence properties

Access: Waste Management staff

Individuals: Homeowner and/or resident of multi-resident properties

Retention Classification: Updated as required

 

Pilot Project for Organics

Authority: Waste Diversion Act

Information: Name, address

Use: To manage participation in the organics pilot project

Access: Waste Management staff

Individuals: Homeowner and/or tenant of residence participating in pilot

Retention Classification: E07