Freedom of Information

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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

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 to staff in the City Clerk's Office at City Hall, or mail the completed form to our office together with a $5.00 cheque, payable to the City of Peterborough:

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

 

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