Freedom of Information
The Municipal Freedom of Information and Protection of Privacy Act (M.F.I.P.P.A.) is a law that guides the City on freedom of information and privacy issues.
The Act has two goals:
- To provide a right of access to information owned by the City, except in some cases; and,
- To protect personal information in the care of the City and allow people to access their own personal information
M.F.I.P.P.A. allows the public to request access to City of Oshawa records while also protecting personal privacy. When the City collects your personal information, we always make sure that we tell you what it is being used for, and it will never be used for any other reason. If you think your personal information has been used incorrectly, please contact us.
Asking for information from the City
To get copies of records or information from the City, first, check with the department or branch that owns the records. If they cannot share the information, you can submit a Freedom of Information Request (F.O.I.) using the Application for Access/Correction to Records form
Routine Disclosure
The City releases many types of information outside of the Freedom of Information process, this is called routine disclosure.
Routine disclosure includes information on the City's website, and information that can be requested directly from a branch or department. Depending on the information requested, the City may charge a fee as identified in in the General Fees and Charges By-law.
Some examples of routine disclosure include:
- Agendas and Minutes of Council, Standing and Advisory Committees
- Assessment Rolls (review in person)
- Building plans and drawings (for property owners or authorized agents)
- Common By-laws
- Committee of Adjustment Minutes, Agendas, Notices and Decisions
- City of Oshawa Open Data Portal
- Elections candidate financial statements and nomination forms
- Fire incident, motor vehicle accident or file search report
- Heritage property list and register
- Maps (including Oshawa Union Cemetery map and G.I.S.)
- Property tax information on your own property (statements of account, statements of taxes paid, etc.)
- Registration of a two-unit house, rental housing and lodging houses
- Legislative Services Information Request Form (for records of by-laws or public meetings that are not available on the City's website)
To request these types of information, please contact the branch or department directly. If you do not know where to get the information you need, please contact Service Oshawa for help.
Read the City's Routine Disclosure and Active Dissemination Policy for more information.
Freedom of Information
If you cannot get the information you need from the branch or department, they may tell you to submit an F.O.I. request.
Making an F.O.I. Request
- Make your request online using the Application for Access/Correction to Records form. You can also make a request in person at Service Oshawa, or by mail.
- Your request is received by Legislative Services
- Staff get the details from Legislative Services and then search for records.
- Legislative Services staff review the response and records to see if:
- Any information is not related to your request;
- Any information that cannot be released under M.F.I.P.P.A.; or
- The cost of your request is higher than $100. If so, you will have to pay a deposit.
- Pay any additional fees needed to copy and send out the records.
- Your request will be available within 30 calendar days unless the City asks for a time extension.
Fees
| Detail | Fee |
|---|---|
|
Application Fee |
$5 |
|
Search Time |
$7.50 for each 15 minutes |
|
Photocopying |
$0.20 for each page |
|
Computer Programming |
$15 for each 15 minutes |
|
Preparing Records |
$7.50 for each 15 minutes |
|
U.S.B. Drive or Digital Download |
$10 each |
|
Shipping Costs |
As needed |
Deadlines
While there is no guarantee that the City can respond before the 30-day deadline, many F.O.I. requests are finished sooner. The City will contact you when the records are ready for release. It is important to include contact information on the Application for Access/Correction to Records form so that we may reach you.
Exemptions
M.F.I.P.P.A. lists the types of information that should not be released, including:
- Advice or recommendations between City staff
- Information that is available to the public
- Records relating to law enforcement
- Records covered by solicitor/client privilege
- Commercial or financial information
- Personal information of people other than the requester
Appealing the City's decision
If you are unhappy with your F.O.I. request, you can make an appeal to the Information and Privacy Commissioner of Ontario (I.P.C.).
Freedom of Information Requests Listing
To support the City's commitment to accountability and transparency, Legislative Services provides information to the public about the number of F.O.I. requests each year, and the types of records that have been requested.
Summary of F.O.I. Requests |
|
The lists below contain basic information related to F.O.I. requests completed by the City over the past two years. You can find more information about F.O.I. requests at the City, and across the rest of Ontario, in the I.P.C. Annual Report. |
Protecting personal information
M.F.I.P.P.A. defines personal information as "recorded information about an identifiable individual" and includes your home address, email address, telephone number, age, ethnicity, education, and medical and financial history.
Any time you share your personal information, the City must tell you:
- The reason the information is being collected
- The job title and contact information of someone who can answer any questions you may have about the collection
- What the information will be used for
City staff will only collect, use and disclose your personal information to provide City services. The City must make some types of personal information available to the public at City Hall or on the City's website.
The City takes its responsibility for the protection of personal information seriously. If you are concerned about the collection or use of personal information at the City, please complete the Privacy Complaint Form. If you are not happy with the City's efforts to resolve the concern, contact the I.P.C.
Accessing personal information
All residents have a right to access personal information about them at the City. If you think that your personal information is incorrect, you can request to have the information changed. You will need to submit an Application for Access/Correction to Records form to get copies of or to request a correction to your personal information at the City.
Personal Information Banks
M.F.I.P.P.A. requires the City of Oshawa to keep a listing of personal information banks and to make that listing available for the public to view and use to help make requests for access to personal information. You can use the Personal Information Banks listing to see how the City uses personal information.
Privacy Breach Response Policy
The Privacy Breach Response Policy tells City staff how to respond to privacy breaches in the City.
Video surveillance notification
Video surveillance systems are currently in place at all City of Oshawa facilities, various City parks, and select areas within the City's downtown. Video images may be recorded and/or monitored to promote the safety and security of employees, members of the public, and City property. A notice of collection sign will be posted at all public access points into City facilities and within outdoor areas under video surveillance, as appropriate.
The information collected through video surveillance is to be used only for the purpose of the following:
- Enhancing the safety and security of employees, members of the public and corporate assets and/or property
- Preventing unauthorized activities upon or involving City property
- Assisting in investigating unlawful activity
- Assessing the effectiveness of safety and security measures
- Investigating an incident involving the safety or security of people, facilities or assets
- Providing evidence as required to protect the City's legal rights
- Investigating an incident or allegation of serious employee misconduct
- Investigating an incident involving a potential or active insurable claim
Personal information collected using video surveillance equipment on City property is collected pursuant to the Municipal Act, 2001, in accordance with provisions of the Municipal Freedom of Information and Protection of Privacy Act. Footage will be used to ensure and enhance the safety and security of members of the public, City staff and property. Questions about this collection should be directed to Legislative Services at 50 Centre St. S., Oshawa, Ontario, L1H 3Z7, by phone at 905-436-3311 or by email to [email protected].