To access information or corporate records about a specific subject, you may submit a Freedom of Information (FOI) request to the Town. General information about the Town's services is available by contacting us.

Submit an FOI request

FOI requests must be submitted in writing using the Freedom of Information request form with a $5.00 application fee. Drop off your completed FOI request and $5.00 in person or mail to the attention of the Records and FOI 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. Please be advised that we are unable to accept credit card payment.

FOI Fees

Standard fees for FOI requests are listed below.

Fee

Description

Rate

Application Fee

Mandatory fee which must accompany each request

$5.00

Search Time

Time needed to search and gather records for the request

$7.50 for each 15 minutes

Records Preparation

Where information must be severed from records prior to release

$7.50 for each 15 minutes

Computer Programming

Where a program is required to retrieve information from a machine readable database

$15.00 for each 15 minutes

Copy Fees

Per page for photocopies or computer printouts

$0.20 per page

Copy Fees - Drawings

Per page for copies of drawings (larger than 11”x17”)

$6.00 per page

CD, DVD, USB drive, or other transferable storage media

Where records are requested in a digital format

$10.00 each

Scanning documents into

electronic format

Cost for scanning documents to convert to electronic format (average 1,200 pages per hour).

$30.00 per hour

Invoiced fees

Costs for locating, retrieving, copying and processing records invoiced to the Town by an external party

As Invoiced

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.

Privacy Protection

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

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) 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 MFIPPA.

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.

Additional Resources