Community Notice 

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An individual has the right to access information under the custody and control of an institution, including one's own personal information. The Town also ensures the protection of personal privacy in its day-to-day operations.

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

 Privacy Protection

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 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 MFIPPA. Town Staff are provided with the necessary training with regard to the collection, use, disclosure, retention and disposal of personal information.

Personal Information

 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.
 Types of personal information held at the Town of Ajax

Each institution is required to make available a listing of the Personal Information Banks (PIBs) in its custody and control in order to assist members of the public in exercising their privacy rights. A Personal Information Bank is defined in the Act as "a listing of personal information that is organized and capable of being retrieved using an individual's name or an identifying number or particular assigned to an individual". Each Personal Information Bank lists:

  • The title of the personal information
  • Its location
  • The legal authority for its establishment
  • The types of personal information maintained in it
  • How the personal information is used
  • To whom the personal information is disclosed to on a regular basis
  • The categories of individuals about whom the personal information is maintained

For further information concerning the Town’s PIBs please contact the Records and FOI Co-ordinator at 905-619-2529 ext. 3343

 

 Town of Ajax Personal Information Bank

Personal Information Bank (PIB) is defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) 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.

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 a Freedom of Information Request Form: FOI Request Form - available as an online form to print and submit, or hardcopy format at the Legislative and Information Services Information Desk at Ajax Town Hall, or by contacting the Records and FOI 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 (MFIPPA).

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 (MFIPPA) 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 FOI 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 (CCTV) 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 FOI Co-ordinator, 905-619-2529 ext. 343, or at 65 Harwood Ave., South, Ajax, ON L1S 2H9.

Submit an FOI Request

Freedom of Information (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.

Additional Resources