Freedom of Information

Freedom of Information (FOI) requests

In the municipal sector, access and privacy are governed by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). This legislation provides that an individual has a right to access certain records of information, including their own personal information, kept by a municipality that a municipality must protect the personal and proprietary information in its custody.

Please note there may be requirements for proof of identity or proof of authority to act for another identity when requesting personal records.  

Submitting an FOI request

To gain access to municipal information, requesters will need to complete the Freedom of information Request Form and pay a $5 filing fee before the Municipality will formally open the request. 

Cash and debit payments must be paid in person at 56 Queen Street, Port Hope ON L1A 3Z9 or by cheque payable to the Municipality of Port Hope.

Please note that additional fees may apply to time required to redact and prepare documents for disclosure.

Once the $5 filing fee has been received by the municipality, the Office of the Municipal Clerk has 30 days to respond to Freedom of Information Requests unless an extension is required, in which case notification is provided to the applicant in writing outlining the reasons.

MFIPPA contains mandatory and discretionary exemptions that a municipality may use to limit the disclosure of certain records which ensure that privacy is protected These exemptions are only used in specific instances and will determine how much information is provided in response to a request made.

Freedom of Information Request Form

Disclaimer: COVID-19 and timelines

Under the Act, the general time limit for responding to requests for access to records is 30 days from the date the administration fee is received. However, the current COVID-19 pandemic has impacted standard delivery timelines. We continue to work to process Freedom of Information requests as we are able. Once the responsive records have been reviewed and prepared, we will respond with more information regarding this request.

Costs

Routine Disclosure requests

The Municipality of Port Hope prides itself on its efforts to be both accountable and transparent about processes and information flow. Our Corporate Routine Disclosure Plan identifies records and information that may be shared actively in accordance with the principles of the Municipal Act and the Municipal Freedom of Information and Protections of Privacy Act (MFIPPA). 

If listed within the Corporate Routine Disclosure Plan, the information that you are seeking will not require a formal request under a Freedom of Information and Protection of Privacy (MFIPPA) legislated process and the $5 filing fee and any further fees will be waived. 

For a copy of our Routine Disclosure Plan or more information on our process, please email us.

Freedom of Information Request Form

Corrections to personal information

If you believe that a record containing your personal information is incorrect or inaccurate, you may request a correction. 

To submit such a request, please complete the Freedom of Information Request Form or email us.

Freedom of Information Request Form

Will my personal information be protected?

Any time you are asked to provide your personal information (i.e., fill out a form) you are entitled to be told:

• the reason the information is being collected.
• the contact information of a department which can answer any questions you may have about the collection of the information.
• what the information will be used for.

Municipal staff will collect, use and disclose personal information, if necessary, for Municipal services. If staff need access to your personal information to do their duties, they will be permitted access to it.  

Some personal information is collected by the Municipality and is required to be available to the public. This may include information being available at Town Hall or on the Municipality’s website.

The Municipality of Port Hope takes its responsibility for the privacy protection of personal information very seriously. If you have a concern about the collection or use of personal information, please contact a senior staff person in the appropriate department to discuss this matter. If you are not satisfied with the Municipality’s efforts to resolve the concern, contact the Information and Privacy Commissioner of Ontario.

What are the exemptions for release of information?

Mandatory

A government organization can refuse to release certain kinds of records. These are considered mandatory exemptions and include:

• Information received in confidence from other governments
• Third party information given in confidence or that will influence the third party's interests if shared
• Personal information about individuals other than the person requesting the information

Discretionary

Government organizations can also decide not to share certain kinds of information including:

• Drafts of by-laws, private bills
• Records of meetings that are authorized to be held without the public
• Advice or recommendations within the organization
• Law enforcement information
• Information that could influence the financial or other specified interests of the organization
• Information subject to solicitor-client privilege
• Information that could endanger the health or safety of an individual
• Information already available to the public or will soon be published

Can I expedite my request?

Why has the Municipality requested a time extension?

A time extension may be requested for the following reasons:

• The request has produced a large volume of records, requiring more time to prepare by the Records and Information Coordinator
• The Municipality is required to send out a Third-Party Notice as the records have information belonging to or provided by a source other than the Municipality