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Records and Information Requests

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The public has a right to access records held by the Region as well as privacy rights for personal information and personal health information.

Your privacy rights including how to request access to personal information or personal health information.

The public has a right to access records held by Halton Region, as well as privacy rights for personal information and personal health information.

Your Privacy Rights

Your Privacy Rights

Under one of two Ontario laws, you have the right to request access to and a correction of your personal information or personal health information in the custody or control of Halton Region. These two laws also contain rules for how your personal information or personal health information may be collected, used and disclosed.

Your rights related to personal information exists through the Municipal Freedom of Information and Protection of Privacy Act (external link) (MFIPPA).

Your rights related to personal health information maintained by the Region’s Health Information Custodians exists through the Personal Health Information Protection Act (external link) (PHIPA).

Does Halton Region Have Your Personal Information?

Many programs and services offered by Halton Region require the collection and use of your personal information or personal health information. This information is maintained for varying periods of time based upon program and legal requirements. The Personal Information Banks Table (PDF file) can be used to search for personal information or personal health information maintained by Regional Departments.

Requesting Personal Information or Personal Health Information

To request access to your personal information or personal health information contact the program that you believe has your information. In some cases you will be directed to submit a formal request. Details for submitting a formal request for personal information can be found under the Formal Requests for Info tab.

For personal health information, a written request or completed generic Request to Access Personal Health Information Form (external PDF) will need to be submitted directly to relevant Health Information Custodian. Halton Region’s Health Information Custodians include:

  • Health Department
  • Paramedic Services
  • Services for Seniors, which includes our three Long-term Care Homes (i.e. Allendale Village, Post-Inn Village, Creek Way Village) and the Supports for Daily Living/Adult Day programs

Requesting a Correction of Personal Information or Personal Health Information

To request a correction of your personal information or personal health information, contact the relevant Regional program to see if your information can be corrected without a written request.

If the Regional program does not correct your personal information or personal health information you may submit a formal correction request. To formally request a correction of your information you will need to first request access your information.

For details on formally requesting a correction of personal information, refer to Formal Requests for Info.

To formally request a correction of personal health information, submit a separate written request or completed Request for Correction of Personal Health Information (external PDF) to the relevant Health Information Custodian that specifies the personal health information you want corrected.

Privacy Complaints

If you have concerns with the collection, use or disclosure of your personal information or your personal health information, contact the Manager of the relevant program or the HIC’s privacy contact as outlined on the program’s web page or the Freedom of Information and Privacy Coordinator in the Regional Clerk’s Office.

Privacy complaints under MFIPPA and PHIPA can also be made externally to the Information and Privacy Commissioner of Ontario (external link).

Routine Disclosure

Information Available Without a Request

If you are looking for general information that may be maintained by the Region first search our website to see if the information is already available. You should also contact the relevant Regional program to see if the information can be disclosed directly to you.

For environmental information you should submit a request directly to one of a few Regional programs. You will need to submit a written request or completed application form as well as pay the program’s application fee. Contact one or all of the following programs for details on obtaining environmental information:

  • Healthy Environments and Communicable Diseases, Health Department
  • Industrial Waste Services, Public Works Department
  • Planning Services, Legislative and Planning Services Department

Formally Requesting Information

If the information you are looking for is not on our website or could not be disclosed directly to you through the relevant program, you will need to submit a formal request under MFIPPA.

For steps on completing a request under MFIPPA refer to Formal Requests for Info.

Formal Requests for Info

Making an Access Request Under MFIPPA

Step 1:

Complete the Request for Access or Correction of Personal Information Form (PDF file), or write a letter setting out which "records" you are seeking.

If you decide to write a letter, make sure to include:

  • your full mailing address.
  • your telephone number where you can be reached during the day.
  • the names of the specific files or types of records that you want to access.
  • a photocopy of a piece of identification with your signature on it, such as driver’s license, but only if you are requesting access to your own personal information.
  • a signed and dated letter of consent if you are acting as an agent for someone else.

Step 2:

Provide a $5.00 application fee by cash, cheque or money order made payable to the "Regional Municipality of Halton".

Step 3:

Mail your application form or letter and $5.00 application fee to the Freedom of Information and Privacy Coordinator in the Clerk’s Office, or drop it off in person to the Clerk’s Office.

1151 Bronte Road (external link)
Oakville, Ontario, L6M 3L1

Response Time

Halton Region has 30 calendar days from the day the Region receives both your written request and $5.00 application fee to process your request.

The 30 day limit may be extended if:

  • the Region cannot reasonably search for the volume of records requested within 30 days
  • notice is required to a third party about disclosure of their information
  • consultations are required with persons outside of the Region about the requested records

You will be notified when a time extension is required.

Possible Responses

Halton Region must provide you with a written decision on access that identifies whether full, partial or no access is granted, or if no records matching your request were found.

When access is denied to any information or no matching records are found, Halton Region must:

  • explain its reason for refusing your request, or provide you with a statement indicating that no records were located;
  • provide you with the contact information for the Halton employee who made the decision on access; and
  • provide you with the contact information of the Information and Privacy Commissioner/Ontario.

Fees

Halton Region may incur some costs for processing an access request. Under Regulation 823 of MFIPPA, the following fees may be charged for processing your access request:

Application Fee:

$5 on submission of access request (this fee cannot be waived)

Manual Record Search:

$7.50 per each ¼ hour spent searching (only applicable to general information requests)

Record Preparation:

$7.50 per each ¼ hour required to prepare records for disclosure (only applicable to general information requests)

Photocopies or Computer printouts:

20¢ per page

CD-ROMs:

$10 per disk

Computer Programming:

$15 per each ¼ hour spent developing a program to retrieve information

Shipping Costs:

At cost

Invoiced costs:

As incurred in response to your request

Requesting a Correction of Personal Information

If you feel records of your personal information contain errors or omissions you may ask for a correction of that information. To formally request a correction, you must:

Step 1:

Request access to your records by completing the Request for Access or Correction of Personal Information Form (PDF file).

Step 2:

Once you have obtained your information, write a letter or complete the Request for Access or Correction of Personal Information Form (PDF file), setting out what you would like corrected. No application fee is required.

Step 3:

Mail your application form or letter to the Freedom of Information and Privacy Coordinator in the Clerk’s Office, or drop it off in person to the Clerk’s Office.

1151 Bronte Road (external link)
Oakville, Ontario, L6M 3L1

If the Region chooses not to grant your correction request, you are entitled to attach a statement of disagreement to your records.

Appeals and Complaints

You may ask for a review of an access or correction request decision by the Information and Privacy Commissioner of Ontario (IPC).

Appeals must be launched within 30 days from receiving our decision letter and your appeal must be made in writing. An appeal fee of $10.00 applies for personal information requests or $25.00 for general records requests.

You can appeal any aspect of your FOI request:

  • if we do not reply to you within 30 days (called a deemed refusal)
  • if you are unhappy with our decision on disclosure
  • if you disagree with a fee estimate or a notice of extension, etc.

The IPC can be reached at:

2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
416-326-3333 or toll free 1-800-387-0073
www.ipc.on.ca

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