The Municipal Freedom of Information and Protection of Privacy Act, 1990 (also known as "MFIPPA") has been in effect since January 1, 1991. This legislation regulates and controls the information that is made available to the public and provides a formal procedure to request records. The Act not only provides rights to the public to gain access to Municipal records, but also protects the privacy of individuals.
The purpose of the legislation is to provide a right of access to information. The Act allows access to records held by the Municipality in accordance with the following principles:
- Information should be made available to the public;
- Individuals should have access to their own personal information;
- Exceptions to access should be limited and specific;
- The privacy of individuals with respect to the personal information the municipality collects and maintains shall be protected; and
- Decisions on the disclosure of government information may be reviewed by the Information and Privacy Commissioner (IPC)
The Municipality of Thames Centre manages the collection, use and retention of personal and non-personal information, in compliance with the requirements set out by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
The Municipality is committed to transparency and accountability through providing as much information as possible to the public without the need to make a formal Freedom of Information (FOI) request. However, requests for information containing personal information or third-party information may require a formal request.
What is Personal Information?
Personal information is defined as recorded information about an identifiable individual, including:
- Information relating to race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status;
- Information relating to the education or the medical, psychiatric, psychological, criminal or employment history of an individual or information relating to financial transactions in which the individual has been involved;
- Any identifying number, symbol or other particular assigned to the individual;
- The address, telephone number, fingerprints, or blood type of the individual;
- The personal opinions or views of the individual except if they relate to another individual;
- Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature and replies to that correspondence that would reveal the contents of the original correspondence;
- The views or opinions of another individual about the individual;
- The individual's name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.
Questions about Personal Information can be made to the Clerk's Department at (519) 268-7334 or by email clerk@thamescentre.on.ca
Protection of Privacy
The protection of personal privacy in the day-to-day operations of an institution is one of the key principles of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
The privacy principles outlined in Part II of MFIPPA reflects internationally accepted fair information practices, and are based on two beliefs:
- That an individual has the right to control their own personal information
- That the privacy rules governing the collection, use, disclosure, retention and disposal of personal information are necessary.
These privacy rules apply to all personal information in the custody or control of institutions regardless of whether an access request has been made, with the exception of public records and certain labour relations records.
The Municipality of Thames Centre is committed to upholding the standards of privacy established within MFIPPA.
If you believe your personal information has been misused or unlawfully disclosed, please contact the Clerk's Department at (519) 268-7334 or by email clerk@thamescentre.on.ca
Notice of Collection
Thames Centre often needs to collect and use your personal information in order to provide the programs and services you depend on.
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) establishes that the Municipality must give notice each time there is a collection of personal information. The notice of collection must state:
- The legal authority for the collection of personal information;
- The reason for the collection of personal information and how the personal information will be used; and,
- Who to contact for more information on the collection and use of the personal information.
Questions regarding the Notice of Collection can be addressed to the Clerk's Department at (519) 268-7334 or by email clerk@thamescentre.on.ca
There are several ways that individuals can gain access to Thames Centre's municipal records:
Informal Requests
Informal requests are guided by Thames Centre's Routine Disclosure and Active Dissemination Policy. This Policy outlines how the Municipality can provide public access to "everyday", non-confidential records. This Policy is a part of Thames Centre's commitment to accountability and transparency by ensuring that information is easily accessible and staff time is reduced in responding to requests.
If you would like to submit an informal records request, please reach out to the Clerk's Department at (519) 268-7334 or by email clerk@thamescentre.on.ca
Document Searches (Planning and Development Services)
Document Search Requests are requests for specific types of records in the Planning and Development Services Department, such as property files, permit cards, septic plans, building plans and surveys.
If you are the owner of the property:
- Complete a Document Search Request Form and email it to planning@thamescentre.on.ca
- The request base fee is $5.00 and $7.50/15 minutes for record search/redaction, if applicable. Please note additional charges may be incurred depending on the complexity and scope of the request, as per the current Fees and Charges by-law.
- Once the form has been received, you will be provided with next steps/payment instructions.
- The timeline for this request is 2-5 business days.
If you are not the owner of the property:
You will need a written letter of authorization from the owner of the property, otherwise a Freedom of Information Request may be required.
Freedom of Information Requests
Please click here for more information on submitting a Freedom of Information (FOI) Request.
Additional Information:
Thames Centre's Privacy Policies
External Links
Municipal Freedom of Information and Protection of Privacy Act, 1990
Ontario - Freedom of Information and Protection of Privacy Manual
Information and Privacy Commissioner of Ontario (IPC) - MFIPPA: A Mini Guide
Information and Privacy Commissioner of Ontario (IPC) - Routine Disclosure/Active Dissemination