Records, Access and Privacy

Freedom of Information

The Municipal Freedom of Information and Protection of Privacy Act establishes a process for the public to gain access to records in the care and control of the City. If you would like access to City records, please contact the City Clerk's Office to determine if a formal request for records is required.

Submit a Freedom of Information Request

To request access to records, please submit a Freedom of Information Request along with the appropriate fee to Legal and Clerks Services on the third floor in City Hall.

A request for information should contain as much detail as possible about the records including specific dates or timelines, and:

your personal information and that of others, including corrections to your own information.
ensure that proper names are used and where necessary provide supporting documentation.

Please note as of Jan. 1, 2023, our office will no longer be providing records via email.

Payment and Fees for Freedom of Information Requests

Depending on the complexity of the request, the following fees may apply:

A $5 application fee is required prior to the processing of a request
Documents: $7.50 per quarter hour of search time and preparation
Photocopies are charged at the rate of $0.20 cents per page
Courier charges to receive records, will be provided in a future decision letter

Payment can be made to Legal and Clerks Services on the third floor of City Hall by cash or debit or by credit card over the phone 905.688.5600 ext. 1517.

How to Appeal a Freedom of Information Request

The Municipal Freedom of Information and Protection of Privacy Act allows individuals the right to appeal any decision made by the City relating to access of records or personal information. Appeals are filed with the Information and Privacy Commissioner (IPC) of Ontario.

Records Routinely Available to the Public (Routine Disclosure)

The City is committed to organizational transparency while routinely providing information to the public that engages citizens and encourages public access to information that matters the most. We release certain types of records in response to an informal request as part of our routine disclosure policy. Fees for requests for information under routine disclosure are based on our Rates and Fees By-law.

Types of Records Routinely Available

Engineering, Facilities and Environmental Services

Environmental Audit Review

Planning and Building Services

Building Permits - just placard¹
Building Permit Applications²
Surveys³
Building Plans³
Orders Issued under the Building Code Act
Zoning Verifications²
Grading Certificates²
Occupancy Permit
General Correspondence (i.e. Engineer or Architect letter)³

Notes:

¹: Building permits issued without a placard can be released. For building permits issued with a placard, only the placard can be released by the department. Full permits must file through Freedom of Information.

²: Only to the person who submitted it (unless permission is provided). All others require a Freedom of Information application.

³: Only provided to the designer or architect who prepared the plans or correspondence which were submitted when the permit was applied for; the designer or architect whose name is on the plans or survey; the current owner; or the current owner's agent if accompanied by a written letter of authorization from the current owner. All other requests require a Freedom of Information application.