Freedom of Information

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Freedom of Information

If you wish to access any records held by the Town of Whitby, we suggest that you first contact the department that holds the records. The staff in that department will decide if a formal Freedom of Information (FOI) request is needed. The Town tries to provide as much information as possible to the public without the need to make a formal FOI request; however, requests for information containing personal information or third party information may require a formal request.

FOI Request Form

The Municipal Freedom of Information and Protection of Privacy Act

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) allows access to records held by the municipality in accordance with the following principles:

  • Information should be made available to the public;
  • Indviduals 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.

Routine Disclosure

As noted above, the Town tries to provide as much information as possible to the public without the need to make a formal FOI request. To assist the Town in determining what records may be released outside of the FOI process, Town Staff rely on the Routine Disclosure of Records Procedure.

Other Requests for Information

  1. Fire Incident Reports
    • A property owner, or agent acting on behalf of a property owner, may request a summary report outlining details of a fire incident. A fee of $90.40 applies and reports can take up to 30 days to complete. Complete the  Fire Incident Report Request Form and submit the completed form along with a cheque by mail to Whitby Fire HQ, 111 McKinney Drive Whitby, ON, L1R 3M2.
  2. Fire Code Compliance
    • For confirmation of compliance with the Fire Code under the Fire Protection and Prevention Act and any orders issued thereunder, please contact the Town’s Fire and Emergency Services Department by phone at 905-668-3312, by email at fire@whitby.ca or in person at 111 McKinney Drive Whitby, ON L1R 3M2.
  3. Building Code Act Compliance Letter (including Property Standards)
    • For confirmation of compliance regarding any orders or outstanding permits under the Building Code Act, including those related to property standards, and prosecutions or orders made under a Town by-law, please contact the Town’s By-law Services Division by phone at 905-430-4345, by email at bylaw@whitby.ca or in person at 3050 Garden Street, Whitby, ON L1R 2G7.
  4. Environmental Compliance
    • For information regarding environmental concerns and compliance, please contact the Ministry of the Environment, Conservation and Parks by phone at 1.800.376.4547 or by mail to 5th Floor, 230 Westney Road South, Ajax, Ontario, L1S 7J5.

 After the FOI Request is Submitted

The Town has 30 calendar days to respond to your request upon receipt of the completed FOI Request Form and the initial $5.00  fee. During the 30 day period we will provide access to the requested records, or provide notice to the requestor indicating why the requested records cannot be provided, in accordance with the Act. If the request cannot be completed within the 30-day timeframe as it may negatively affect the regular operations of the Municipality, or where other individuals or companies may be affected by the possible release of information, the applicant will be advised of the extension and the anticipated date that a decision will be made.

Fees

The standard application fee is $5.00. However, there may be more fees beyond the application, depending on the nature of the request. These include:

Search Time

 $7.50 per 15 minutes required to search and retrieve records

Preparation Time

 $7.50 per 15 minutes required to prepare records for release

Photocopying

 $0.20 per page

CDs/DVDs

 $10.00 per disk

Computer Programming

 $15.00 per 15 minutes to dwevelop program to retrieve information

 Protecting Your Personal Privacy

In addition to providing individuals with access to municipal records, the Act also requires the Town of Whitby to protect the personal privacy of individuals. Personal information is collected and used by the Town for very specific purposes, which are identified at the time of collection. Your personal information will not be used for any other purpose than identified at the time of collection, nor disclosed in any circumstance, except as permitted by the Act. If you feel your personal information has been misused or disclosed in a manner that is not consistent with the Act, please contact the Town’s Manager of Records and Information Management or the Information and Privacy Commissioner of Ontario.

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