Freedom of Information and 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 (M.F.I.P.P.A.).

The privacy principles outlined in Part II of M.F.I.P.P.A.. reflects internationally accepted fair information practices, and are based on two beliefs:

• That an individual has the right to control his or her 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 Town of Ajax is committed to upholding the standards of privacy established within M.F.I.P.P.A. Town Staff are provided with the necessary training with regard to the collection, use, disclosure, retention and disposal of personal information.

If you believe your personal information has been misused or unlawfully disclosed, please contact the Town's Records and F.O.I. Coordinator.

The Municipal Freedom of Information and Protection of Privacy Act requires the Town to protect your privacy. Personal information is collected and used by the Town for specific purposes that are identified when your information is collected, and will not be used or disclosed for other purposes unless permitted by M.F.I.P.P.A.

The Town's website may contain personal information collected and maintained for the purpose of creating records that are available to the general public (e.g. Committee/Council material and minutes of public meetings). This information is lawfully collected and reproduced in accordance with provincial legislation. On occasion, it may be appropriate to redact personal information from public records that are posted on the Town’s website. The Redaction of Personal Information from Public Records Policy explains the process to request redactions of personal information included in public records posted on the Town's website.

If you would like to have your personal information redacted from public records posted on the Town's website, you may complete and submit a Request for Redaction of Personal Information Form. Please note that requests submitted may not be approved - refer to the policy for approval criteria.

Personal Information

Personal Information Bank (P.I.B.) is defined in the Municipal Freedom of Information and Protection of Privacy Act (M.F.I.P.P.A.) as “a collection of personal information that is organized and capable of being retrieved using an individual’s name or an identifying number or particular assigned to the individual.” The Register includes a description of the personal information maintained to support each the Town’s programs and activities. For each Personal Information Bank, the following information is provided: the department maintaining the records; legal authority for collection; identifying data; how the information is used; who is authorized to use the information; and retention and disposition.

• Town of Ajax Personal Information Bank - lists of personal data accessible by Town Staff

Request a correction to personal information

In some instances, a requester may feel that there was an error or omission concerning personal information on file about him or herself. To request a correction or omission to the personal information, you must complete an online Freedom of Information Request Form (hardcopy formats are available at the Corporate Services Information Desk at Ajax Town Hall, or by contacting the Records and F.O.I. Co-ordinator at 905-619-2529, ext. 3343).

You should also forward a letter stipulating clearly the information, which you believe to be inexact, incomplete or ambiguous, and the correction or amendment that you wish to make under the Municipal Freedom of Information and Protection of Privacy Act.

After receiving the request for correction of personal information, the Town of Ajax will correct or amend the information or advise you of the reason why the information was not corrected or amended. If the correction sought is merely a substitution of opinion, then it will not qualify as a correction of personal information. In some instances, documentary proof will be required.

In the event that the correction or amendment was not made, you have a right to:

• Require that a statement of disagreement be attached to the information (a copy of the request for correction may be sufficient)
• Have any person or body to whom the personal information was disclosed within the last twelve (12) months notified of the correction or statement of disagreement
• Appeal the decision to the Information and Privacy Commissioner of Ontario

Privacy Complaints

If an individual is of the opinion that an institution has improperly collected, used, disclosed, retained or disposed of their personal information, that individual has a right to request an investigation into the matter by the Information and Privacy Commissioner of Ontario. It is considered a breach of the Municipal Freedom of Information and Protection of Privacy Act to violate any of the privacy provisions outlined in Part II of the legislation.

If you feel the security of your personal information under the custody and control of the Town of Ajax has been violated, we encourage you to contact the Records and F.O.I. Co-ordinator. Every attempt is made to resolve a privacy complaint informally through a resolution that is mutually satisfactory to both the complainant and to the Town. Sometimes a simple explanation may help to alleviate the concerns that an individual may have. However, the individual still holds the right to contact the Information and Privacy Commissioner of Ontario if he or she chooses to submit a formal complaint.

Notification of Town of Ajax Video Surveillance Cameras or Closed Circuit Television (CCTV)

The use of a Video Surveillance Cameras, or Closed Circuit Television system, is undertaken in accordance with the Town of Ajax Guidelines for the Use of Video Surveillance Cameras Policy.  Personal information is collected for security purposes in and around facilities that are operated by the Town of Ajax to ensure the safety and security of users and visitors.  Video surveillance cameras are continuously recording but only periodically monitored by Authorized Personnel.

Further information concerning the use of video surveillance cameras is available by contacting the Records and F.O.I. Co-ordinator, 905-619-2529 ext. 343, or at 65 Harwood Ave., South, Ajax, ON L1S 2H9.

Submit an F.O.I. Request

Freedom of Information  requests must be submitted in writing using the online Freedom of Information request form and paying the $5.00 application fee. If mailing in payment, please do so to the attention of the Records and F.O.I. Coordinator at Ajax Town Hall, 65 Harwood Avenue, S., Ajax, ON, L1S 2H9. Cheques or money orders are to be made payable to the Town of Ajax. 

F.O.I. Fees

If the fee is estimated to exceed $100, you may be required to make a deposit equal to 50% of the estimated fee prior to any further steps being taken on your request.

If you are requesting access to your own personal information, search time and records preparation fees do not apply.

Additional information can be found in the Freedom of Information Guide Brochure.

Appeal the Town's Access Decision

You may appeal any access decision made by the Town to the Information and Privacy Commissioner of Ontario. Appeals must be submitted within 30 days of the decision being issued by the Town. To appeal an access decision, please consult the Information and Privacy Commissioner of Ontario or refer to the information provided in your access decision.

Additional Resources

• Municipal Freedom of Information and Protection of Privacy Act
• Information and Privacy Commissioner of Ontario