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Freedom of Information

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 completing a Freedom of Information Request Form and paying the mandatory $5 application fee.

How to submit a Freedom of Information Request

You can submit a request and pay the application fee by completing the online Freedom of Information Request Form. If you have any questions, please email the Freedom of Information Coordinator

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 by mail to: 

Freedom of Information and Privacy Coordinator

City Clerk's Office, City Hall

500 George St. N.

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 fee Cost Description
Application fee $5 Payable when you submit your request
Photocopies $0.20 per page Payable before records are released
Computer disks $10 per disk Payable before records are released
Search time $7.50 per 15 minutes Time spent searching for and retrieving records
Preparation time $7.50 per 15 minutes Time spent preparing records for release (removing confidential information)
Computer programming $15 per 15 minutes 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.

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 completing the Access/Correction Request form.

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

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 Register

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 - in what department/division the information is kept
  • Authority - the legal authority for its establishment
  • Information - the types of personal information maintained in it)
  • Use - how the personal information is used on a regular basis
  • 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.

Municipal Operations

Loomex Employee Background Checks

Location: Municipal Airport
Authority: Municipal Act, 2001
Information: Name, criminal record check
Use: Requirement for contractors to provide to the City as part of the contractor’s agreement
Access: City Airport Administrator
Individuals: Loomex employees
Retention: H03

General Aviation & Commercial Tenants

Location: Municipal Airport
Authority: Municipal Act, 2001
Information: Name, address, phone number, email address
Use: To manage lease agreements, emergency response planning
Access: City Airport staff
Individuals: Representation as per the lease holder 
Retention: L14

The Good Baker Employee Background Checks
Location: Municipal Airport
Authority: Municipal Act, 2001
Information: Name, criminal record check
Use: Requirement for contractors to provide to the City as part of the contractor’s agreement
Access: City Airport Administrator
Individuals: The Good Baker employees
Retention: H03

Spill and Complaint Logs

Location: SharePoint 

Authority: Municipal Act, 2001

Information: Name, phone number, email address, home address, specific complaint or concern  

Use: Co-ordinate a response 

Access: Environmental Protection Servies staff and other City staff 

Individuals: General public

Retention:  E10

Residential Well Sampling

Location: SharePoint  

Authority: Environmental Protection Act, O. Reg. 153/04   

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

Use: Schedule sampling events  

Access: Environmental Protection Services staff 

Individuals: Homeowners and tenants for properties within the monitoring program

Retention: E10

Water Testing for External Clients

Location: Secure network drive 

Authority:  Municipal Act, 2001

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

Use:  To issue analytical reports

Access: Laboratory staff  

Individuals: Homeowners, business owners

Retention:  E13

2025 update in progress

Employee Files

Location: Transit Office

Authority: Employment Standards Act, 2000

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

Use: To manage transit employees

Access: Transit Management 

Individuals: Transit employees

Retention: H03

Training Files

Location:  Transit Office

Authority: Employment Standards Act, 2000

Information: Name, employee number, address, phone numbers, email address, medical assessment for training

Use: To manage training of transit employees

Access: Transit training staff

Individuals: Transit employees

Retention:  H12

Risk Management

Location: Transit Office and Risk Management Database

Authority: Municipal Act, 2001; Emergency Management & Civil Protection Act, R.S.O. 1990 

Information: Name, phone numbers, email address, license number (transit employees)

Use: To respond to and manage incidents at Transit   

Access: Transit management and Risk Management Division

Individuals: Transit employees, and the public who are involved in incidents or accidents

Retention: P05

Support Persons Passes

Location: Transit Office

Authority: Municipal Act, 2001

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

Use: To manage support person passes for eligible transit customers 

Access: Transit management

Individuals: Transit customer who apply for support person passes

Retention: T03

Specialized Transit Services Applications

Location: Transit Office

Authority: Municipal Act, 2001

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

Use: Managing the specialized Transit service

Access: Transit management

Individuals: Members of the public who apply to use the specialized Transit services

Retention: T03

Seniors and Ontario Disability Support Program Passes

Location: Transit Office

Authority: Municipal Act, 2001

Information: Seniors: Name, phone numbers
ODSP: Name, address, phone numbers

Use: To manage discounted transit passes

Access: Transit management

Individuals: Members of the public who apply for senior or ODSP discounted bus passes

Retention:  T03

Compost Orders

Location: SharePoint, secure network drive

Authority: Canadian Environmental Protection Act, 1999  

Information: Names and phone numbers

Use: Arranging delivery of material 

Access: Public Works staff 

Individuals: Community gardens personnel 

Retention: E07 

Large Article Collection

Location: SharePoint  

Authority: Canadian Environmental Protection Act, 1999 

Information: Name, address, phone number, email

Use: To arrange collection of large waste items

Access:  Public Works staff

Individuals: Homeowners

Retention: E07  

Medical Exemptions

Location:  SharePoint, secure network drive

Authority: Canadian Environmental Protection Act, 1999 

Information: Name, address, phone number, email

Use: Arranging collection of additional garbage

Access: City staff 

Individuals: Homeowners 

Retention: E07  

Diaper Exemption

Location: SharePoint 

Authority: Canadian Environmental Protection Act, 1999

Information: Name, address, phone number, email 

Use: Arranging collection of diapers beyond garbage pickup limits

Access: Public Works staff

Individuals: Homeowners that apply for exemption

Retention: E07 

Organic Bin Deliveries

Location: SharePoint 

Authority: Canadian Environmental Protection Act, 1999 

Information:  Name, address, phone number, email

Use: To deliver new organic bins and to maintain database on collection points 

Access: Public Works staff  

Individuals: Homeowners and tenants

Retention: E07

Weekly On Call Out List

Location: Water Administrative Office Telephone  

Authority: Employments Standards Act, 2000  

Information: Employee name, phone number 

Use: Call out for overtime shifts

Access: Water Utility staff, Telephone Answering Service TAS 

Individuals: Water Utility staff

Retention: H03

Water Complaints

Location: Water Utility Office

Authority:  Municipal Act, 2001

Information: Customer name, home address, phone number, email

Use: Records relating to the exchange of communication regarding Water services complaints regarding water quality 

Access: City Staff  

Individuals: Homeowners

Retention: M04

Water Service Orders

Location: Water Utility Office   

Authority: Housing Services Act, 2011   

Information: Customer name, home address, phone number, email

Use: Records relating to the exchange of communication regarding water services required for service leaks and meter repairs 

Access: City Staff 

Individuals: Homeowners

Retention: F02 

Legislative Services

Legal Services Files and Index System

Location: Legislative Services office and storage rooms 

Authority: Municipal Act, 2001 

Information: General - Individuals’ names, addresses, telephone,
fax numbers, email addresses
• Employee – name, address, telephone numbers, email addresses, employee history, resumes, credit card number, performance appraisals, vacation requests
• Agreements – Individuals’ names and addresses, telephone, fax numbers, email addresses; lawyer contact information; signed and executed legal agreements and related information
• General Complaints/Prosecutions/Litigation/ –
enquiry and complaint information, incident reports, individuals’ names and addresses, telephone, fax numbers, email addresses; lawyer contact information, licence plate numbers, vehicle make and model, police and witness information, medical information, lawyer information
• Lease/Licence Agreements – name, address telephone, fax numbers, email addresses, legal property information, rental agreement terms,
insurance particulars, lawyer contact information, photo ID for new tenants
• Land related files – name, addresses, telephone, fax numbers, email addresses, marital status, dates 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 searches, environmental reports, appraisal reports

Use: Proper administration of legal activities for the municipality

Access: Legal Services Staff and/ City staff, Lawyers, Opposing Counsel, Court Staff

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: L14

Real Estate Closings

Location:  SharePoint

Authority:  Municipal Act, 2001 

Information: Individuals’ names and addresses; telephone and fax
numbers and email addresses, legal descriptions,
property information, lawyer contact information, executed Agreements of Purchase and Sale 

Use: To prepare real estate documentation for real estate
closings and tax sales

Access:  Legislative Services Staff and City staff,
Lawyers representing purchasers 

Individuals: Purchasers, Vendors

Retention:  L07

Vital Statistics register (Deaths and stillbirths; births that occurred before January 26, 2009)

Location: Electronic: Secure Divisional Drive on corporate network; paper: Clerk's Office vault and secure file storage room

Authority: Vital Statistics Act

Information: Deaths: name, date of death, place of death, age, sex, informant to funeral home,  cause of death is recorded on deaths registered prior to January 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 is captured on records prior to January 1, 2012

Use: Prescribed information from statements of death are recorded on a weekly basis; data is reviewed during municipal elections to cleanse the voters' list  

Access: Data from deaths occurring out of the City boundaries is forwarded to the appropriate Division Registrar

Individuals: deceased individuals whose arrangements have been made by local funeral homes

Retention: L12

Marriage Licence Database

Location:  Electronic: Secure Divisional Drive on corporate network; paper: Clerk's Office vault and secure file storage room

Authority: Marriage Act

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

Use: To prepare licences for applicants

Access: Marriage Act Sections 13 (2) and 13 (3) Any person is entitled, upon application, to have a search made respecting any licence issued within three months immediately preceding the date of application, The search shall not disclose any information other than whether or not a licence has been issued and, if so, the date of issue of the licence. 

Individuals: Marriage licence applicants

Retention: L12

Marriage Ceremony Schedule

Location: Electronic: Secure Divisional Drive on corporate network; paper: Clerk's Office vault and secure file storage room

Authority: Marriage Act

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

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

Access: Clerk's office staff

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

Retention: L12a

Marriage Register

Location: Clerk's Office vault and secure file storage room

Authority: Marriage Act

Information: Applicants: name, address, occupation, religion, parent's names and province or country of birth
Witnesses: name and address 

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 and designates

Retention:  L12

Voters' List

Location: Electronic: Secure Divisional Drive on corporate network

Authority: Municipal Elections Act, 1996

Information: Name, birthdate, citizenship status, school support, if elector is Roman Catholic

Use: To conduct the Municipal & School Board election

Access: Available for residents to search for their own name
On written request copies are provided to the following:
1. an excerpt is provided to candidates with the part of the voters’ list that contains the names of the electors who are entitled to vote for that office
2. 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 the electors;
3. the clerk of the local municipality responsible for conducting the elections in any combined area for school board purposes;
4. the Minister, if he or she has submitted a question to the electors;
5. 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).
6. On the written request of a member of the House of Commons or of the Assembly who represents any part of the clerk’s municipality

Individuals: Qualified municipal electors in the City of Peterborough

Retention: C07

Election Nomination Papers

Location: City Clerk's Office

Authority: Municipal Elections Act, 1996

Information: Name, address, e-mail, qualifying address, mailing address

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

Access: On request, available to the public to review

Individuals: Election candidate nominees

Retention: C07

Endorsement of Nominations

Location: Elections Office and Clerk's vault  

Authority: Municipal Elections Act, 1996

Information: Name, address

Use: Requirement for candidates nomination

Access: On request, available to the public to review

Individuals: Qualified electors in the City of Peterborough

Retention: C07

Third Party Advertisers

Location: City Clerk's Office

Authority: Municipal Elections Act, 1996

Information: Name, address, e-mail, qualifying address, mailing address

Use: Form is completed to become a registered third party in a municipal election

Access: On request, available to the public to review 

Individuals: Third party registrants

Retention: C07

Election Candidates' Financial Statements and Auditor's Reports

Location: City Clerk's Office

Authority: Municipal Elections Act, 1996

Information: Name, address, e-mail address, campaign contributions, donor information

Use: Available to the public to review candidates campaign spending

Access: Available for viewing by the public on the City's website as soon as possible after the documents are filed

Individuals: Municipal election candidates and their contributors

Retention: C07

Third Party Advertisers Financial Statements and Auditor's Reports

Location: City Clerk's Office

Authority: Municipal Elections Act, 1996

Information: Name, address, e-mail address, campaign contributions, donor information

Use: Available to the public to review third party advertisers spending

Access: Available for viewing by the public on the City's website as soon as possible after the documents are filed. 

Individuals: Municipal election third party advertisers and their contributors

Retention: C07

Voting Location Staff Contact List and Employment Applications

Location: Electronic: Secure Divisional Drive on corporate network
Paper: Secure filing cabinet in Clerk's Office

Authority: Municipal Elections Act, 1996

Information: Name, address, phone number, e-mail address, related work experience

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: C07

Civic Awards Applications

Location: Secure filing cabinet in the City Clerk's Office and secure file storage room

Authority: Municipal Act, 2001

Information: Nominator: name, address and e-mail address
Nominee: name, address and phone number, details of volunteer or athletic experience relating to award

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

Access: Civic Awards 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: M02

Emergency Contact List

Location: Electronic: Secure Divisional Drive on corporate network

Authority: Municipal Act, 2001

Information: Name, address, phone number(s), emergency contact and phone number, family doctor's name, allergy information, home e-mail and date of birth

Use: To contact Clerk's office staff or emergency contact in an emergency situation

Access: Clerk's office staff

Individuals: Clerk's office staff

Retention:  P03

Advisory Committee Applications

Location: Electronic: Secure Divisional Drive on corporate network  Paper: Secure filing cabinet in the City Clerk's Office.

Authority: Municipal Act, 2001

Information: Applicants name, address and phone number and details related to their experience and interest in participating on a committee. 

Use: To evaluate and recommend appointments to committeess

Access: Clerk's Office, Selection Working Group and Council

Individuals: Applicants seeking a volunteer position on a committee

Retention: C05

Freedom Of Information Request Files

Location: Electronic: Secure Divisional Drive on corporate network  Paper: Secure filing cabinet in the City Clerk's Office and secure file storage room

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, requester or persons authorized to act on their behalf

Individuals: Individuals who submit Freedom of Information Requests

Retention:  A17

Freedom Of Information Appeals Files

Location: Electronic: Secure Divisional Drive on corporate network  Paper: Secure filing cabinet in the City Clerk's Office and secure file storage room

Authority: Municipal Freedom of Information and Protection of Privacy Act

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

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

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: A17

Privacy Breach Files

Location: Electronic: Secure Divisional Drive on corporate network  Paper: Secure filing cabinet in the City Clerk's Office and secure file storage room

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: A17

Pending Freedom Of Information Request Files

Location: Electronic: Secure Divisional Drive on corporate network  Paper: Secure filing cabinet in the City Clerk's Office and secure file storage room

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 point where they can be initiated 

Access: Clerk's office staff

Individuals: Individuals who seek to submit Freedom of Information Requests

Retention: A17

Fence Viewing Requests

Location: Electronic: Secure Divisional Drive on corporate network  Paper: Secure filing cabinet in the City Clerk's Office

Authority: Line Fences Act

Information: Personal information pertaining to requests for fence viewing: name, contact information, substance of request, representations from property owners

Use: To assist in responding to, and evaluating fencing disputes

Access: Clerk's office staff and fence viewing staff

Individuals: Individuals involved in the dispute and resolution of fence viewing matters

Retention: P01

Delegations

Location: SharePoint

Authority: Municipal Act, 2001

Information: Names, addresses, phone numbers and e-mail and personal comments related to agenda items

Use: Used to prepare a delegation list for meetings of Council

Access: Senior staff and Council

Individuals: Residents seeking to appear before Council

Retention: C03

Disaster Response Plan

Location: Manager of Court Services Office

Authority: Municipal Act, 2001

Information: Names, home addresses, phone numbers of Court Services staff

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

Access: Manager of Court Services

Individuals: Court Services staff

Retention: P03

Complaints

Location: Manager of Court Services Office

Authority: Municipal Act, 2001

Information: Names, email addresses of public submitting complaints

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

Access: Ministry of Attorney General

Individuals: Members of the public submitting complaints

Retention: M04

Parking Ticket Payment

Location: Ticket Tracer, Corporate Server

Authority: Ministry of Transportation Act, R.S.O. 1990

Information: License plate number, vehicle ownership information

Use: To ensure parking tickets are paid (communication and collections)

Access: Ministry of Transportation and City staff 

Individuals: Individuals who receive parking tickets

Retention: Vehicle Ownership info: Deleted one year after we ticket is paid or collectible by court, as per Ministry of Transportation requirements
License Plate Number: never

Property Ownership Verification 

Location: AMANDA, Secure division drive

Authority: Municipal Act, 2001 

Information: Property ownership and address information 

Use: To verify property ownership and send correspondence as it relates to enforcement matters involving the property  

Access: Staff in: Building Services, MLES, Information Technology, Clerk’s Office, Service Peterborough

Individuals: Property owners name, phone number, address, email

Retention: F22b

Ownership Investigation 

Location:  MapHub, Secure division drive 

Authority: Municipal Act, 2001 

Information: Legal description of property parcel, ownership information

Use: Investigative purposes. Verify ownership and description of property 

Access: City staff

Individuals: Property owner's name, phone number, address, email

Retention: F22b 

Owner Mailing Information

Location: Owner Notify map, Secure division drive 

Authority: Municipal Act, 2001 

Information: Ownership and mailing information

Use: Investigative purposes. Verify the most accurate mailing information available.   

Access: City staff

Individuals: Property Owners name, phone number, address, email

Retention: F22b

Owner Validation map

Location:  Secure division drive

Authority: Municipal Act, 2001  

Information: Ownership information 

Use: Investigative purposes. Verify the most accurate ownership information available.

Access: City staff  

Individuals: Property Owners name, phone number, address, email

Retention: F22  

Land Sale or Acquisition Files

Location: SharePoint and Realty Services office

Authority: Municipal Act, 2001

Information: Names, addresses, phone numbers, fax numbers, emails of owners, applicants and agents

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

Access: City staff, solicitors, real estate agents, surveyors, appraisers, financial institutions, and any other companies associated with transaction

Individuals: Homeowners in City of Peterborough

Retention:  L07

Legal Services Files – Property Related 

Location: Legal Services office and Index System

Authority: Municipal Act, 2001

Information: General - Individuals’ names, address, phone number, fax number, email

Property Agreements – Individuals’ name and address, phone number, fax number, email; lawyer contact information; signed and executed legal agreements and related 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  property related legal activities for the municipality 

Access: Legal Services Staff and/or client departments, outside lawyers

Individuals: Individuals having dealings with land owned by municipality 

Retention: L07

Finance and Corporate Support Services

Corporate Sponsor Customer Data

Location: SharePoint, SAP

Authority: Municipal Act, 2001   

Information: Name, phone number, email address, legal agreements, financial information, correspondence with staff, images

Use: Relationship management, contract management, financial Management, historical records

Access: Corporate Sponsorship staff 

Individuals: Corporate Sponsorship Program Clients, and Prospects

Retention: L14

Animal Response Plan Contacts

Location: Secure network drive

Authority:  Emergency Management and Civil Protection Act

Information: Name, phone number, email address 

Use: Information is updated annually or accessed during emergencies  

Access: Emergency and Risk Management Staff, Emergency Control Groups during emergencies  

Individuals: Partner agency staff 

Retention: P03 

Emergency Response Plan Annexes A,B,C,D, E, F, G, H

Location: Secure network drive  

Authority: Emergency Management and Civil Protection Act 

Information: Name, phone number, email address

Use: Updated bi-annually or accessed during emergencies

Access: Emergency and Risk Management Staff and Emergency Control Groups during emergencies 

Individuals: Contact information for staff, Council, Community Emergency Management Coordinators and ECG members, Emergency Services staff, Emergency Support Services staff, Provincial and Federal partners, MPs and MPPS, community agencies and organization staff – Public Health, Hospital/Health Sector, Long Term Care, School Boards, Media, NGOs, ARES, Peterborough City County Disaster Trust Fund, Mutual Aid / Agreement partner agencies  

Retention: P03 

Airport Emergency Response Plan

Location: Secure network drive 

Authority: Emergency Management and Civil Protection Act

Information: Name, phone number, email address 

Use: Updated bi-annually or accessed during emergencies  

Access: Emergency Management and Airport staff / Emergency Control Group during emergencies 

Individuals: Airport staff, Airport tenants, Provincial and Federal agency staff  

Retention: P03   

Flood Response Plan Contacts

Location: Electronic Record  

Authority: Emergency Management and Civil Protection Act

Information: Name, address, phone number 

Use: Updated annually or accessed during emergencies

Access: Emergency Management staff and Emergency Control Groups during emergencies

Individuals: Parks Canada, Otonabee Conservation, Peterborough Utilities, and Trent University staff

Retention: P03  

Environmental Social Standards – Needs Assessment Form

Location: Secure network drive 

Authority: Emergency Management and Civil Protection Act  

Information: Name, phone number, email address, home address, health conditions, and emergency support service needs

Use: Accessed during emergencies 

Access: Emergency and Risk Management staff and Emergency Support Services Team

Individuals: Citizens impacted by emergencies requiring emergency support services 

Retention: P03

Business Continuity Plans and Labour Disruption Continuity Plans

Location: Secure network drive 

Authority: Emergency Management and Civil Protection Act 

Information: Name, phone number, email address  

Use: Updated annually or accessed during emergencies

Access: Emergency and Risk Management and Emergency Control Groups during emergencies  

Individuals: City staff, partner agency contact information

Retention: P03

Income Tax Receipts

Location: Revenue Services office at City Hall, Financial Services location on City Network, SharePoint

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: F19

Employee Payroll

Location: Financial Services and People & Culture offices, SAP, Success Factors, City Network

Authority: Municipal Act, 2001, Income Tax Act, Workplace Safety and Insurance Act, 1997, 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 in Financial Services & People and Culture, Chief Accountant, City Division Directors

Individuals: City employees

Retention:  F16

Subsidiary Ledgers, Register and Journals

Location: SAP

Authority: Municipal Act, 2001

Information: Names, Banking details, Address, Phone numbers, email addresses 

Use: Financial detail and information to process vendor payments

Access: Financial Services staff with appropriate security access

Individuals: Vendors of the City of Peterborough

Retention: F14 

Receipts Issued

Location: Accounts Receivable databases throughout the City

Authority: Municipal Act, 2001

Information: Purchased item, date, HST amount, sellers information

Use: For receipting purchased items

Access: City staff

Individuals: Tax Payers, users of services provided by City of Peterborough

Retention: F19 

Write-Offs and Tax Adjustments

Location: Revenue Services office at City Hall, Financial Services location on City Network, SharePoint

Authority: Municipal Act, 2001

Information: Name, address, phone number, banking information, property tax roll information

Use: To process adjustments and refunds

Access: Revenue Staff, Service Peterborough Staff

Individuals: Tax payers of the City of Peterborough

Retention:  F23

Accessibility Advisory Committee and Sub Committees Contacts

Location: Facilities and Property Management Division office

Authority: Municipal Act, 2001

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: C06

Accessibility Complaints

Location: Facilities and Property Management Division office

Authority: Municipal Act, Accessibility for Ontarians with Disabilities, 2005 

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: A22

Employee Information 

Location: Supervisor OneDrive

Authority: Employments Standards Act, 2000  

Information: Health information, Performance reviews, Performance improvement plans, Resumes, Contact information

Use: Employee management 

Access: People and Culture staff, Information Technology leadership 

Individuals: Information Technology staff

Retention: H03 

Bid Solicitation Projects and Purchase Orders

Location: SharePoint – Bid Projects, SAP

Authority:  Municipal Act, 2001

Information: Company addresses, phone numbers, email address, individual names, education details and details on past projects that they’ve been responsible for.

Use: For Bid solicitation projects the information is used to evaluate the ability of proponents to provide the deliverables in the project. Once an award to a proponent is approved: 
1)    The company contact information is used to develop and execute a contract
2)    The company contact information is used to develop and issue a Purchase Order (PO).
3)    The Contract and PO are communicated via email to the contractor or awarding proponent.
4)    The PO is filed in SAP
5)    All information pertaining to the bid project is maintained in SharePoint and is accessible to those staff within the Materials Management, Emergency and Risk Management, and Facilities and Property Management, and Legislative Services divisions

Access: City Staff

Individuals: City staff that have an interest in the project and the Contractor.

Retention:  F17

Strategic Communications Surveys

Location: Secure SurveyMonkey account

Authority: Municipal Act, 2001

Information: May contain personal opinions or views, IP addresses, name, home address, occupation, and email addresses.

Use: To collect community input

Access: Communication Services staff and project managers where applicable

Individuals: General public

Retention: M04

Photo, Video, and Audio Consent and Release

Location: Strategic Communications and Service Peterborough office

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 Strategic Communications and Service Peterborough staff

Individuals: General public 

Retention: M07 

Website – Form Builder

Location:  City website, secure network drive

Authority: Municipal Act, 2001

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

Use: To collect community input

Access: Strategic Communications and Service Peterborough staff and project managers

Individuals: General public

Retention: M04

Staff Compliments

Location: City website, staff email

Authority: Municipal Act, 2001

Information: Name, email address, IP address  

Use: To respond to compliments and complaints

Access: Strategic Communications and Service Peterborough staff

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

Retention: M04

Infrastructure, Planning and Growth Management

Staff Paid Time Off Entries

Location: SharePoint

Authority: Municipal Act, 2001  

Information: Name, phone number, email  

Use: Used to complete staff entries for vacation and sick time and calculation of overtime for unionized staff 

Access: City Commissioners, Directors and Managers 

Individuals: City staff 

Retention: H01  

Performance Reviews

Location: SharePoint

Authority: Municipal Act, 2001  

Information: Name, phone number, email

Use: Used to track employee performance, training, and history   

Access: City Commissioners, Directors and Managers 

Individuals: City Staff 

Retention: H12  

Quarterly Manager Meetings

Location: SharePoint 

Authority: Municipal Act, 2001  

Information: Name, email 

Use: Record of meetings between commission managers and directors used to track decision making and planning

Access: City Commissioners, Directors and Managers

Individuals: City management 

Retention: A02 

Real Estate Property Circulations

Location: SharePoint  

Authority: Municipal Act, 2001 

Information: Address, Name  

Use: Used in planning and projects involving property  

Access: City staff

Individuals: Homeowners

Retention: L01

Low-Flow Toilet Rebate Applications

Location: Secure network drive 

Authority: 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: Sustainability Manager, Summer student, Administrative Assistant to the Director and Accounts Payable Clerk 

Individuals: Home owners in the City of Peterborough

Retention: E17

Rain Garden Subsidy

Location: Secure network drive 

Authority: Council Report CSD12-007

Information: Name, address, phone number, roof measurements, soil types, direct deposit information

Use: Name and address used for application and site visit purposes, roof measurements soil types used for application requirements, direct deposit information used for reimbursement.

Access: Sustainability Manager, Summer student or Admin Assistant to the Director and Accounts Payable Clerk 

Individuals: Home owners in the City of Peterborough  

Retention: E17

 

Enforcement Records

Location: Building Services Division and Amanda Database   

Authority: Municipal Act, 2001, Provincial Offences Act, Criminal Code, City By-laws  

Information: Municipal Act, 2001, Provincial Offences Act, Criminal Code, City By-laws 

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

Access: Building Division staff, occasionally information sent to Police 

Individuals: Public

Retention: P01  

Daily Occurrence Logs

Location: Building Services Division 

Authority: Building Code Act, 1992, Municipal Act, 2001  

Information: Name, address, phone number, personal views

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: P02

Building and Structural Inspections

Location: Building Services Division 

Authority: Municipal Act, 2001

Information: Name, address, phone number, plans, letter of authorization from owner, power of attorney, legal information regarding sale

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

Access: Building Services staff, Heritage staff, Facilities Management staff

Individuals: Anyone who applies for a building permit

Retention: P06 

Building Permits

Location: Building Services Division 

Authority: Municipal Act, 2001, Building Code Act, 1992  

Information: Name, address, phone number, plans, letter of authorization from owner, power of attorney, legal information regarding sale

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

Access: Building Services staff, Heritage staff, Facilities Management staff 

Individuals: Anyone who applies for a building permit 

Retention: P10 

Employee Files

Location: SharePoint

Authority: Municipal Act, 2001, Employments Standards Act, 2000  

Information: Name, address, phone number, email  

Use: Scheduling and employee history 

Access: Infrastructure, Planning and Growth Management managers  

Individuals: City staff

Retention: H03

Potential Investors

Location: SharePoint

Authority: Municipal Act, 2001 

Information: Financial correspondence, name, phone number, email, personal or business address 

Use: Opportunities related to leasing City owned property, Trent properties and properties owned privately.  It would also include Business Plans from these potential investors. 

Access: Infrastructure, Planning and Growth Management managers, Legislative Services managers, Chief Administrative Officer and Mayor's office

Individuals: Property and business owners 

Retention: D21  

City Stakeholders

Location: SharePoint

Authority: Municipal Act, 2001  

Information: Financial correspondence, name, phone number, email, personal or business address 

Use: Information regarding activity of City stakeholders such as Downtown Business Improvement Association, Peterborough GreenUp, Peterborough Builders Association and others.

Access: Infrastructure, Planning and Growth Management managers, Legislative Services managers, Chief Administrative Officer and Mayor's office  

Individuals: City stakeholders

Retention:  D21

Construction Project Contacts

Location: SharePoint, City Hall storage room (Traffic has separate storage area, even though it is part of Engineering & Capital Works)  

Authority: Municipal Act, 2001

Information: Name, phone number, email, address 

Use: To respond to issues regarding construction projects related to the Division  

Access: Engineering & Capital Works staff  

Individuals: Homeowners and Business owners 

Retention: M04

Committee of Adjustment Files and associated Pre-Consultation
(Minor Variance and Consent Applications)

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint

Authority: Planning Act, R.S.O. 1990, c. P.13  

Information: names, addresses, phone numbers, facsimile numbers, e-mail addresses

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

Access: City of Peterborough staff, Committee of Adjustment members

Individuals: Homeowners and agents

Retention:  D10

Zoning By-law and Official Plan Amendment Applications and associated Pre-Consultation

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint

Authority: Planning Act, R.S.O. 1990, c. P.13  

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses 

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

Access: City of Peterborough staff, City Council

Individuals: Homeowners and agents 

Retention: D09

Site Plan Applications and associated Pre-Consultation

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint

Authority: Planning Act, R.S.O. 1990, c. P.13  

Information: Names, addresses, phone numbers, facsimile numbers, e-mail addresses   

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

Access: City of Peterborough staff, City Council

Individuals: Property owners and their agents, if applicable

Retention: D11

Cell Tower Applications

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint   

Authority: Radiocommunication Act R.S.C., 1985 c.R2; Municipal Act, 2001, S.O. 2001, c. 25 

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses 

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

Access: City of Peterborough staff, Innovation, Science and Economic Development Canada, City Council 

Individuals: Property owners and their agents, if applicable  

Retention:  D25

Subdivision/Condominium Files and associated Pre-Consultation

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint 

Authority: Planning Act, R.S.O. 1990, c. P.13   

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses 

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

Access: City of Peterborough staff, Ontario Land Tribunal (if appealed), City Council 

Individuals: Homeowners and agents 

Retention: D07  

Community Improvement Plan Applications

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive 

Authority: Planning Act, R.S.O. 1990, c. P.13 

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses 

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

Access: City of Peterborough staff

Individuals: Homeowners and agents

Retention:  D18

Various Committee Files

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive

Authority: Planning Act, R.S.O. 1990, c. P.13, Municipal Act

Information: Names, addresses, phone numbers, facsimile numbers, e-mail addresses of Committee members 

Use: For distribution of committee correspondence

Access: City of Peterborough staff, Committee members  

Individuals: Homeowners and agents  

Retention: D10

Part-Lot Control Exemption and associated Pre-Consultation

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint

Authority: Planning Act, R.S.O. 1990, c. P.13 

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses

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

Access: City of Peterborough staff, City Council  

Individuals: Homeowners and agents 

Retention: D27 

Heritage Property Tax Relief Program

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint 

Authority: Municipal Act, 2001, S.O. 2001, c. 25

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses  

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

Access: City of Peterborough staff, City Council 

Individuals: Homeowners and agents 

Retention: R09

Heritage Conservation Grant Program

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint   

Authority: Ontario Heritage Act, R.S.O. 1990, c. O.18

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses  

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

Access: City of Peterborough staff, City Council, Peterborough Architectural Conservation Advisory Committee 

Individuals: Homeowners and agents

Retention:  F11

Heritage Permit under Parts IV and V of the Ontario Heritage Act

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint

Authority: Ontario Heritage Act, R.S.O. 1990, c. O.18 

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses

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

Access: City of Peterborough staff, City Council, Peterborough Architectural Conservation Advisory Committee  

Individuals: Homeowners and agents

Retention: P10

Downtown Built Environment Outdoor Patio Program and associated Pre-Consultation

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint

Authority: Municipal Act, 2001, S.O. 2001, c. 25  

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses 

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

Access: City of Peterborough staff

Individuals: Homeowners and agents  

Retention:  P11

Land Sale or Acquisition Files

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint  

Authority: Municipal Act, 2001

Information: Owners’/Applicants’/Agents’ names, addresses, phone numbers, facsimile numbers, e-mail addresses

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

Individuals: Property owners 

Retention: L07  

Staff Evaluation/Employee Files

Location: Basement storage room, Planning Department file cabinets, AMANDA program, secure network drive, SharePoint 

Authority: Employment Standards Act  

Information: Employees’ names, addresses, phone numbers, facsimile numbers, e-mail addresses, dates of birth  

Use: Conduct performance review, track attendance, vacation, sick time  

Access: City of Peterborough management staff

Individuals: City staff

Retention: H03

Community Services

Public Program Registrations - Children

Location: Program Education office, Xplor recreation system

Authority: Municipal Act, 2001

Information: Name, address, contact information, age of participant

Use: For emergency purposes only   

Access: For medical/emergency purposes only by program instructor

Individuals: Children registered in programs

Retention: R06

Public Program Registrations - Adults

Location: Program Education office, Xplor recreation system  

Authority: Municipal Act, 2001 

Information: Name, address, email  

Use: Registration and payment for programs 

Access: Program instructor  

Individuals: Adults registered in programs 

Retention: R06 

Volunteer Program – Personnel Files

Location: Admin Office files & secure network drive

Authority: Municipal Act, 2001 

Information: Name, emergency contact, police check letter, and criminal record check 

Use: Scheduling, contacting volunteers, tracking hours

Access: Scheduling, contacting volunteers, tracking hours

Individuals: Volunteer Coordinator, other relevant gallery staff

Retention: H03 

Employee Files

Location: Director’s Office, secure network drive 

Authority: Municipal Employment Act

Information: Name, phone number, email address, medical issues, resume, performance evaluations 

Use: Reference and employee management

Access: Art Gallery Director, People and Culture staff  

Individuals: Art Gallery staff

Retention: H03 

Fundraising & Sponsorship

Location: Secure network drive  

Authority: Not-for-Profit Corporations Act, 2010, S.O. 2010, c. 15 

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

Use: Liaising with sponsors, contacting event participants, promotion 

Access: Art Gallery staff 

Individuals: Event participants, sponsors, donors

Retention: M03 

Artists

Location: Secure network drive, XPLOR system

Authority: Cultural Property Export and Import Act (R.S.C., 1985, c. C-51)  

Information: Names, addresses, birth/death dates, banking information 

Use: Provenance of works, artist payments, contacts for exhibitions  

Access: Director, Curator and staff assisting 

Individuals: Exhibiting artists, artists in the permanent collection, gallery shop artists

Retention: R03 

Collections Management Records – Donors

Location: Secure network drive, Gallery storage room 

Authority: Cultural Property Export and Import Act (R.S.C., 1985, c. C-51)  

Information: Name, address, phone number, email adress   

Use: Gallery collection records to ensure clear title and ownership on deeds  

Access: Art Gallery Director, Curator, assisting staff 

Individuals: Public and private donors

Retention: R03  

Monetary Donations

Location: Secure network drive, Canada Helps web portal 

Authority: Not-for-Profit Corporations Act, 2010, S.O. 2010, c. 15  

Information: Name, address, phone number, email address   

Use: Issuing tax receipts  

Access: Art Gallery staff  

Individuals: Public and private donors

Retention: F19  

Member Records

Location: Secure network drive, XPLOR system 

Authority: Not-for-Profit Corporations Act, 2010, S.O. 2010, c. 15 

Information: Name, phone number, email address 

Use: Contacting members, promotion 

Access: Art Gallery staff 

Individuals: Art Gallery members

Retention: R06

Incident Reports

Location: Secure network drive, City of Peterborough risk management database 

Authority: Municipal Act, 2001  

Information: Name, phone number, email address 

Use: Keeping record of incidents for potential follow up 

Access: Art Gallery and City staff  

Individuals: Members of the public

Retention: P05 

Facility Rentals

Location: Secure network drive, XPLOR recreation 

Authority: Municipal Act, 2001  

Information: Name, phone number, email address  

Use: Event scheduling   

Access: Art Gallery staff  

Individuals: Members of the public who are renting the facility

Retention: A21 

Consultant Submissions

Location: SharePoint

Authority: Municipal Act, 2001

Information: Name, work address, phone number, email  

Use: Resumes submitted with requests for proposals or tenders

Access: Cultural Services staff

Individuals: Third party consultants

Retention: F18  

Community Surveys

Location: SharePoint  

Authority: Municipal Act, 2001  

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

Use: Collect community input  

Access: Cultural Services staff

Individuals: Members of the community who complete the survey

Retention: M04

Canada Day Parade Entries and Applications

Location: SharePoint

Authority: Municipal Act, 2001    

Information: Parade Entry Form: name, address, phone number, email, certificate of insurance, payment details, entry details

Bike Contest Entry Form: name, date of birth, age, name of parent/guardian, phone number

Volunteer Application: name, address, phone number, email, age, name of parent/guardian, police and vulnerable sector screening, volunteer opportunity preferences

Use: To organize the Canada Day Parade

Access: Cultural Services staff 

Individuals: Canada Day Parade participants 

Retention: P11  

Employee Files

Location: Cultural Services

Authority: Municipal Act, 2001  

Information: Name, address, phone number, emergency contact, email, date of birth, performance appraisals, medical information, WSIB claim, time off requests, offer letters, attendance, discipline records, training records, work travel expense forms, schedules, seniority date, grievances. 

Use: Employee relations 

Access: Cultural Services supervisors, employee

Individuals: Current staff

Retention: H03

Property Records

Location: Peterborough Fire Services

Authority: Fire Protection and Prevention Act

Information: Address, Owner Names, Contact information, Inspection records

Use: Track inspections, contact information for emergency response and inspection scheduling and follow up

Access: Fire Prevention and Communications divisions staff

Individuals: Property owners, Fire Prevention staff

Retention:  P06

Administration Contact List

Location:  Management/ Alarm Room/Sations 1, 2, 3, Administrative Assistant

Authority: Municipal Act, 2001 

Information: Name, Home phone number, Cell phone 

Use: Fire Services Staff contact

Access: Fire Services staff

Individuals: Staff

Retention: H03b

Employee Absence Report

Location: Captain Office, Manger of Staffing & Logistics Office

Authority: Municipal Act, 2001, Workplace Safety and Insurance
Act, 1997

Information: Name, Employee number 

Use: Tracking attendance, payroll entries

Access: Payroll staff, People and Culture staff

Individuals: Fire Services staff

Retention: H03b

PFS Current Staff List (rolodex)

Location: Manager of Staffing & Logistics Office 

Authority: Municipal Act, 2001, Workplace Safety and Insurance
Act, 1997

Information: Name, Address, Phone number, employment date, Social Insurance Number, Driver's License Number, family contact information

Use: Employee Action Forms, Payroll, WSIB Claims

Access: Payroll staff, People and Culture staff

Individuals: Fire Services staff

Retention: H03b

Retired and Resigned Staff List (rolodex)

Location: Manager of Staffing & Logistics Office 

Authority: Municipal Act, 2001, Workplace Safety and Insurance
Act, 1997

Information: Name, Address, Phone number, employment date, retirement date, Social Insurance Number, Driver's License Number, family contact information

Use: To contact staff 

Access: Fire Services staff

Individuals: Retired and resigned staff

Retention: H03a

Employee Personal Files (Paper)

Location: Manager of Staffing & Logistics Office (retirees' stored in basement)

Authority: Municipal Act, 2001

Information: Name, Address, Phone number, employment records, Driver's License Number, family contact information

Use: Not used regularly

Access:  Fire Services staff

Individuals: Fire Services staff

Retention: H03b

Employee Platoon List

Location: Administrative Assistant's office

Authority: Municipal Act, 2001

Information: Name, Employee Number, Phone number, Rank, Speed Dial number

Use: To contact staff by platoon

Access: Fire Services staff

Individuals: Current Fire Services staff

Retention: H03b

Employee EAF's, WSIB Claims, Disability Claims, Long Service Awards, Grievances

Location: Secure network drive

Authority: Municipal Act, 2001

Information: Name, Employee Number, Position, Rates of Pay, Occupation Codes

Use: To change employee status and pay

Access: Manager of Staffing & Logistics, Administrative Assistant  

Individuals: Current staff

Retention: H13

Alarm Response Reports

Location: Secure network drive

Authority: Fire Protection and Prevention Act

Information: Some names, addresses, personal details in response, drivers licenses, staff names, emergency contacts 

Use:  Keep a record of alarm responses 

Access: Fire Services staff

Individuals: Clients, accident victims, home owners, suppression staff 

Retention: P07

Call Back Electronic System

Location: Secure network drive

Authority: Fire Protection and Prevention Act

Information: Names, phone numbers

Use: Scheduling and to replace missing staff

Access: Platoon Chief

Individuals: Suppression staff

Retention: A32

Platoon Binders

Location: Platoon Chief's Office

Authority: Fire Protection and Prevention Act 

Information: Suppression staff scheduling vacation, lieu days, overtime worked banks

Use: To record scheduling details

Access: Suppression staff

Individuals: Suppression staff

Retention: F16

Scheduling

Location: Telestaff system

Authority: Fire Protection and Prevention Act

Information: Staff names, addresses, employee numbers, primary phone number, secondary phone number

Use: Used to schedule staff, track overtime, sick time, lieu time, banked time

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

Individuals: Current and retired staff

Retention: H01

Training Records

Location: Copy of  former database Target Solutions/ present database Stillwater 

Authority: Fire Protection and Prevention Act

Information: Staff names, platoons, ranks

Use: Use to provide training and track training  

Access: Chief Training Officer  

Individuals: Current and retired staff

Retention: H03

Collections Management Records - Donors

Location: Locked cabinet in Curational Centre Office

Authority: Municipal Act, 2001

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

Use: Museum collection records ensure clear title and ownership

Access: Museum staff

Individuals: Public and private donors

Retention: R03

Public Programs - Registrations

Location: Xplore Recreation, Secure network drive

Authority: Municipal Act, 2001

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

Use: Contact and health information are for emergency only

Access: Program instructor only

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

Retention: R06

Volunteer Program - Personnel Files

Location: Secure network drive

Authority: Municipal Act, 2001

Information: Name, address, phone number, email address, 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: H03

Library Membership Database

Location: Secure network drive  

Authority: Public Libraries Act, Municipal Act, 2001

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

Use: Membership database for library card holders. 

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

Individuals: Library cardholders 

Retention: R02

Consent Forms

Location: Binder in Public Services department

Authority: Public Libraries Act, Municipal Act, 2001

Information: Cardholder's name, address, date of birth, phone number, email address, library card number.
Consent: name of other responsible person, includes parent/guardian. 

Use: Membership database for library card holders.   

Access: Staff, the individual, a consented party (if applicable). 

Individuals:  Library cardholders

Retention: L14 

Program Registration Forms

Location: SharePoint  

Authority: Public Libraries Act, Municipal Act, 2001

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

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

Access: Individual, staff member

Individuals: Library cardholders 

Retention: R06 

Employee Files

Location: SharePoint

Authority: Public Libraries Act, Municipal Act, 2001

Information: Name, address, phone number, emergency contact, email, date of birth, performance appraisals, medical information (related to job or accommodation required), WSIB claim, time off requests, offer letters, attendance, discipline records, training records, work travel expense forms, schedules, seniority date, grievances. 

Use: Employee relations 

Access: Supervisor, employee upon request

Individuals: Current Library staff, previous library staff  

Retention: H03 

Complaints, Compliments and Inquiries

Location: SharePoint  

Authority: Public Libraries Act, Municipal Act, 2001

Information: Person's name, email address, phone number, library card number (if applicable), inquiry information - often genealogy related which includes names, date of birth and address of others.

Use: To contact patron with requested information   

Access: Library member, staff.  

Individuals: Library members, members of the community, General public

Retention: M04 

Library Board

Location: SharePoint

Authority: Public Libraries Act, Municipal Act, 2001

Information: Membership list including name, phone number, address, date of birth. 

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

Access: CRA for Charitable Status reporting, Library CEO

Individuals: Library Board members, past and present. 

Retention: A03  

Facility Bookings 

Location: SharePoint

Authority: Public Libraries Act, Municipal Act, 2001

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

Use: For booking rooms, to complete insurance requirements 

Access: Facilities staff

Individuals: Community members, general public

Retention:  R06

Friends of the Library

Location: SharePoint  

Authority: Public Libraries Act, Municipal Act  

Information: Name, address, phone number, email 

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

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

Individuals: Friends of the Library members

Retention: H03 

Volunteers

Location: SharePoint 

Authority:  Public Libraries Act, Municipal Act

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

Use: To contact volunteers

Access: Library staff  

Individuals: Volunteers 

Retention: H03 

Incident Reports

Location: SharePoint   

Authority: Public Libraries Act, Municipal Act  

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

Use: Reporting of incidents on library property  

Access: Risk management staff, library staff, police on request. 

Individuals: Staff, general public.

Retention: A18

Community Surveys

Location: City website, Formbuilder 

Authority: Public Libraries Act, Municipal Act   

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

Use: By staff to collect community input   

Access: Staff  

Individuals: Members of the community who complete the survey 

Retention: M04  

Driver’s Abstracts

Location: SharePoint  

Authority: Public Libraries Act, Municipal Act   

Information:  Name, license plate information, driver information

Use: By staff to manager those who drive the library’s van 

Access: Management staff

Individuals: Members of staff who drive the library’s van

Retention: H03  

Youth Council [On Pause for 2025, reassessing 2026]

Location: SharePoint, Govstack  

Authority: Municipal Act, 2001

Information: Name, address, phone numbers, email address, date of birth, emergency contact, volunteer experience, references

Use: To review applications and facilitate correspondence 

Access: Recreation and Park Services Division Staff

Individuals: Individuals applying for the Youth Council

Retention: A03

Program Registration

Location: XplorRecreation system

Authority: Municipal Act, 2001

Information: Registrant info: name, age, gender, date of birth, address, phone number, email address, parent/guardian name, information on the program the child is registered for, payment information

Health and Information forms: all of the above, emergency contact info / individuals authorized for pick up (name, phone number, relationship to child special instructions), medical info, if assistive support is required, photo/image release

Questionnaires: name of participant, program info, name of parent/guardian

Class lists: name of participant, medical info, parent/guardian name, phone number

Use: Participation in Recreation Programs 

Access: Recreation Services Staff and program providers (for the duration of camp or program – returned and shredded once camp or program ends) 

Individuals: Registrant

Retention: R06

Drop-in Program: Drop-in Sport, Youth Space, Junior Parks, Adult Leisure 

Location: XplorRecreation system, SharePoint

Authority: Municipal Act, 2001

Information: Registrant info: name, age, gender, date of birth, address, phone number, email address, parent/guardian name, information on the program the child is registered for, payment information 

YS staff: copies of resumes, evaluations, police check and certifications
-YS staff contact list: name, address, phone number, email address
-Photo/Video release: signed by staff, participants, parent (if participant is under the age of 18)
-Daily sign-in sheet: participant name, age and grade

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

Use: Participation in recreational programs 

Access: Recreation Services staff

Individuals: Drop-in registrant 

Retention: R06

Rugby Donations 

Location: XplorRecreation system, Govstack, SAP 

Authority: Municipal Act, 2001  

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

Use: To process a donation

Access: Recreation and Parks Services Division Staff, Rugby Club Executive

Individuals: Donors

Retention: F02

Key Deposit 

Location: XplorRecreation system 

Authority: Municipal Act, 2001

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

Use: To track keys borrowed by facility users   

Access: Recreation Services Staff 

Individuals: Facility users

Retention: F19 

Indoor & Outdoor Special Event Application

Location: Govstack, XploRecreation system

Authority: Municipal Act, 2001

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

Use: To permit an event 

Access: Recreation and Parks Services Staff, Clerks, Public Works, Fire, Police, Risk Management staff and other City departments as required

Individuals: Special Event applicants

Retention:  F19

Facility Indoor & Outdoor and Tournament Request 

Location: Govstack, XplorRecreation system

Authority: Municipal Act, 2001

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

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

Access: Recreation and Parks Services Division Staff

Individuals: Sport field users

Retention: F19

Arenas, Parks and Recreation Advisory Committee (APRAC)

Location: SharePoint, City website, eScribe

Authority: Municipal Act, 2001

Information: Name, address, phone number, email

Use: Correspondence, distribution of meeting minutes and agendas

Access: Recreation and Park Services Division Staff and committee members

Individuals: Committee members

Retention:  A03

Sport Tourism & Events

Location: Govstack, XplorRecreation system, SharePoint

Authority: Municipal Act, 2001 

Information: Name, address, phone number, email 

Use: Correspondence, distribution of meeting minutes and agendas

Access: Recreation Services staff, community partners, event promoters, Emergency and Risk Management staff

Individuals: Committee members, volunteers, staff, vendors, community partners  

Retention:  R06

Recreation Subsidy

Location: XplorRecreation system, SharePoint, Govstack, SAP

Authority: Municipal Act, 2001

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

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

Access: Recreation Services staff, Financial Services staff, Program Provider, name of parent and child, address, phone number, program details and cost 

Individuals: Subsidy applicants

Retention: R06

Seasonal & Transient Mooring Contracts

Location: SharePoint, XplorRecreation, Govstack

Authority: Municipal Act, 2001  

Information: Name, address, phone number, email, boat insurance

Use: To reserve seasonal and transient boat slips  

Access: Recreation Services staff 

Individuals: Boat owners

Retention: F19

Memberships

Location: XplorRecreation system, Hard paper copies filed at Peterborough Sports and Wellness Centre

Authority: Municipal Act, 2001

Information: Members Name, address, date of birth, phone number, banking information. 

Use: To have active membership payments taken out for access to the facility, to receive information and communication about their accounts, registrations or other facility updates. Emails can be removed from email list if requested

Access: Recreation Services staff, Financial services staff   

Individuals: Peterborough Sports and Wellness Centre members

Retention: R06

Incident Reports

Location: SharePoint Risk, Risk Management database 

Authority: Municipal Act, 2001 

Information: Name, contact information, description of incident, emergency services contacted

Use: To track and record incidents that happen within the Division 

Access: Recreation Services management, health and safety committee, Emergency and Risk Management staff

Individuals: Any person within our facilities who has a first aid emergency or incident

Retention: P05

Peterborough Memorial Centre Box Office

Location: AudienceView [New ticketing software in 2026 still in RFP process], SAP 

Authority: Municipal Act, 2001

Information: Name, address, phone number, email address

Use: To contact customers to pick up their event tickets

Access: Recreation Services staff, Financial Services staff

Individuals: Customer purchasing tickets for events

Retention: F02 

Parks Concerns 

Location: SharePoint

Authority: Municipal Act, 2001

Information: Persons contacting Recreation and Parks about concerns with City parks and trails conditions and other concerns.

Use: To follow up and ask questions or update on status of concern  

Access: To follow up and ask questions or update on status of concern 

Individuals: Member of the public 

Retention: M04

Memorial Trees/ Benches

Location: Govstack  

Authority: Municipal Act, 2001

Information: Applicant name, address, phone number, email address, financial information   

Use: To process the memorial request  

Access: Recreation Services staff, Public Works staff

Individuals: Applicants and people being memorialized

Retention:  M04

Volunteers

Location: Govstack; XplorRecreation

Authority: Municipal Act, 2001

Information: Volunteer name, address, phone number, email address  

Use: To coordinate volunteer training and communicate information regarding their volunteer work within the recreation and parks division.

Access: Recreation and Parks Services Division Staff, People and Culture 

Individuals: Applicants and people requesting to become a volunteer 

Retention: H03

2025 update in progress

People and Culture

Grievance  Spreadsheet

Location: SharePoint 

Authority: Human Rights Code, 1990, Employment Standards Act, 2000 

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

Use: Research for current grievances

Access: People and Culture staff, legal counsel  

Individuals: Current and past employees 

Retention: H14

Employee Medical/Attendance Awareness Files (including Functional Abilities Evaluations, pre-employment medicals)

Location: SharePoint, secure filing unit in vault   

Authority: Occupational Health and Safety Act, 1990

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

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

Access: People and Culture staff, legal counsel

Individuals: Current and past employees 

Retention: H18

Workplace Safety and Insurance Board Files

Location: SharePoint, secure filing unit in vault

Authority: Occupational Health and Safety Act, 1990, Human Rights Code, 1990 

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

Use: Used to manage WSIB claims, monitor costs, appeals, coordinate return to work

Access: People and Culture Staff, Managers, Legal Counsel

Individuals: Current and past employees 

Retention: H13 

Workplace Safety and Insurance Board Working Bytes (System Navigator)

Location: Secure network drive

Authority: Occupational Health and Safety Act, 1990, Human Rights Code, 1990

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

Use: Used to manage WSIB claims, monitor costs, appeals, coordinate return to work 

Access: People and Culture staff 

Individuals: Current and past employees

Retention: H13

Long Term Disability Files

Location: SharePoint and secure filing unit in vault 

Authority: Occupational Health and Safety Act, 1990, Employment Standards Act, 2000

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

Use: Used to manage Long Term Disability claims, coordinate return to work

Access: People and Culture staff, managers

Individuals: Current and past employees

Retention: H13a  

Hearing Tests

Location: Secure office in vault  

Authority: Occupational Health and Safety Act, 1990 

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

Use: Used as preventative measure to manage work related hearing loss 

Access: People and Culture staff, managers 

Individuals: Current and past employees 

Retention:  H18

Ontario Municipal Employees' Retirement System 119 Spreadsheets

Location: Secure network drive  

Authority: Employments Standards Act, 2000 

Information: Employee name, phone number, earnings, Social Insurance Number, pension contributions  

Use: History of information for annual OMERS 119 reconciliation  

Access: People and Culture staff

Individuals: Current and past employees 

Retention: H03  

Retiree Files

Location: SharePoint, secure filing unit in vault

Authority: Employments Standards Act, 2000  

Information: Retiree name, address, salary, benefits 

Use: Confirm information, process death claims  

Access: People and Culture staff  

Individuals: Past employees

Retention: H03a

Recruitment Competition Files

Location: Secure divisional SharePoint drive and Secure filing unit in vault 

Authority: Employments Standards Act, 2000 

Information: Education, employment history, address, telephone number, views and opinions of another individual about the individual

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

Access: People and Culture staff, Hiring Manager, Interview panel members

Individuals: Staff, potential staff 

Retention: H11 

Website - Resumes & Online applications

Location: Secure network drive

Authority: Employment Standards Act, 2000

Information: Education, employment history, address, telephone number

Use: For the purposes of identifying candidates for positions   

Access: People and Culture staff, hiring managers   

Individuals: Potential staff

Retention: H11a

Employee Personnel files

Location: SharePoint, secure filing unit in vault   

Authority: Employments Standards Act, 2000   

Information: All employee history, wage and benefits information

Use: Maintain employee information, accessed for OMERS processing, payroll processing

Access: People and Culture staff  

Individuals: Employees

Retention: H03  

Employee Issue files

Location:  SharePoint, secure filing unit in vault

Authority:  Employments Standards Act, 2000 

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

Use: Not referred to on a regular basis

Access: May be disclosed to legal counsel and arbitrators

Individuals: Current and past employees, third parties

Retention: H03

Cayenta Records SF/SAP

Location: Secure network drive

Authority: Employments Standards Act, 2000 

Information: Details related to employee history

Use: Files contain employee history related to positions held, compensation, benefits

Access: People and Culture Staff

Individuals: Current and past employees

Retention: H03

Electronic Correspondence and Records related to employees 

Location: SharePoint

Authority: Employments Standards Act, 2000 

Information: Names, addresses, medical information, personal details

Use: File contain employee history related to positions held, compensation, benefits 

Access: People and Culture Staff

Individuals: Current and past employees

Retention: H03 

Retiree Database - No longer used 2023 -Integrated with SAP

Location: Secure network drive

Authority: Employment Standards Act, 2000 

Information: Retiree name, address, salary, benefits  

Use: Confirm information, process death claims

Access:  People and Culture staff

Individuals: Past employees 

Retention: H03a

Termination Files - Part of Employee Personnel Files

Location: SharePoint, secure filing unit in vault  

Authority: Employments Standards Act, 2000  

Information: Names, addresses, details related to termination 

Use: Processing the terminations

Access: People and Culture staff

Individuals: Past employees

Retention: H03

Employee Benefit Coverage Information for Nexus Acturial Review

Location: Secure network drive

Authority: Employments Standards Act, 2000 

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

Use: Used for Actuarial Audit

Access: People and Culture staff

Individuals: Current employees and retirees receiving benefits

Retention: H02  

Learning Management System 

Location: Secure network drive

Authority: Occupational Health and Safety Act, O. Reg. 213/91

Information: Name, employee number, licenses, scores on training

Use: To track training, renewal time for licences, training   

Access: People and Culture staff, managers and employees 

Individuals: Current and past employees

Retention: H12 

PW Tests

Location: Secure office in vault

Authority: Occupational Health and Safety Act, O. Reg. 213/91  

Information: Name, employee number, tests

Use: Ensure proper training has been completed 

Access:  People and Culture staff, Managers

Individuals: Current employees  

Retention:  H12

Contact Us

City Hall
500 George St. N.
Peterborough, ON
K9H 3R9

Phone: 705-742-7777
Toll Free: 1-855-738-3755
Email Us

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