Freedom of Information & Protection of Privacy
Everyone has the right to request access to City records. Access to records is governed by the Municipal Freedom of Information and Protection of Privacy Act, which applies to local government organizations including municipalities, police services boards, school boards, conservation authorities, boards of health, and transit commissions.
This page contains information on the Act, making a request, correcting information, submitting requests, fees, privacy, resources, and appeals.
The Municipal freedom of Information and Protection of Privacy Act
The Act sets out rules regarding the collection, retention, use, disclosure, and disposal of personal information in the government’s custody or control. The public right to access government-held information may be subject to certain exemptions. For detailed information about exemptions and procedures relating to the Act or its regulations, visit the Office of the Information and Privacy Commissioner of Ontario.
The Municipal Freedom of Information and Protection of Privacy Act can also be found in full online.
The Act requires that local government organizations protect the privacy of an individual’s personal
information existing in government records. It also gives individuals the right to request access to municipal government information, including most general records and records containing their own personal information. Under the Legislation, the head of the Corporation is responsible for decisions made under the Act. For the City of Thunder Bay, City Council has designated the City Clerk as the head and the City Archives is responsible for daily administration.
Making a Request
Most municipal records will be released upon request, unless there are particular reasons to restrict them. A list of all exemptions can be found in the Act online, or can be obtained by contacting the City Archives.
Your first step towards accessing City records should be to contact the department that holds the records. Most of the time, staff will be able to answer your questions directly. They will inform you if you need to file a formal Freedom of Information Access Request.
(If you aren't sure which department(s) hold the records you are requesting, contact the City Archives for assistance or consult the directory of city records. A copy of this directory can also be consulted at City Hall, at the Lakehead University Library, and at all branches of the Thunder Bay Public Library.)
A request for access to information may be made by completing an Access/Correction Request Form. This form is not mandatory; written requests that refer to the Act will also be also accepted. There is a $5.00 application fee for each request.
| Access/Correction Request Form |  Adobe PDF, 1 page, 144 KB |
When you file a formal Access Request, the City is required by law to respond within 30 days. A response will either provide you with the requested records, or explain why they cannot be released. (Any decision not to release records can be appealed to the Information and Privacy Commissioner of Ontario.)
correcting information
Individuals who are given access to their personal information have the right to request correction of that information where they believe there is an error or omission.
A request for correction may be made by completing an Access/Correction Request Form. Written requests that refer to the Act are also accepted. There is a $5 application fee for each request.
| Access/Correction Request Form | Adobe PDF, 1 page, 144 KB |
When the City decides whether or not the correction will be made, the City Archives will notify you. Decisions may be appealed to the Information and Privacy Commissioner of Ontario.
SUBMITTING ACCESS/CORRECTION REQUEST FORMS
Forward completed forms along with a cheque for the $5 application fee payable to the "City of Thunder Bay" to:
City of Thunder Bay
Information/Privacy
| Address: |
500 Donald Street E Thunder Bay ON P7E 5V3 |
| Tel: | (807) 625-2270 |
| Email: | archives@thunderbay.ca |
| Coordinator: | Matt Szybalski, Corporate Records Manager and City Archivist |
Requests will be responded to within 30 calendar days. This response will either provide access to the requested record, or notify you that the information cannot be released under specific provisions of the Act. If the City requires a time extension to prepare the response, you will be notified of this within 30 calendar days of making your request.
FEES RELATED TO ALL FREEDOM OF INFORMATION REQUESTSA fee estimate will be provided for requests over $25. The requestor may be given a fee estimate before the request is completed. Records will not be severed, copied or released until the fee is paid or waived.
| Fee | Explanation | Rate |
|---|---|---|
| Application Fee | Must accompany your request. The fee is mandatory and cannot be waived. | $5 |
| Search Time | Required to search and retrieve information | $7.50 / 15 minutes/person |
| Computer Programming | If needed to develop a program to retrieve information. | $15 / 15 minutes |
| Photocopying and Computer Printouts | $.20 / page | |
| Computer Disks | $10 / disk | |
| Shipping Costs | As required | |
| Appeal Fee - General Records |
Payable to the Information and Privacy Commissioner |
$25 |
Protection of Privacy
The City of Thunder Bay takes the privacy of its citizens and employees very seriously. Personal information is collected and used only for specific purposes which are identified at the time of collection, and it will not be disclosed except in rare circumstances when required by law.
Please contact the City Archives if you have any questions or concerns about access to municipal records and the protection of your privacy.
Resources
The Office of the Information and Privacy Commissioner of Ontario provides access to the full text of the Municipal Freedom of Information and Protection of Privacy Act and the Freedom of Information and Protection of Privacy Act as well as related regulations and decisions. The Information Privacy Commissioner of Ontario is also responsible for appeals, investigation of privacy complaints, and educating the public about these Acts. A glossary is available to assist with FOI terms.
APPEALING A DECISION
You may appeal any decision made by the City. Appeals should be directed to:
Information and Privacy Commissioner of Ontario
| Address: | Suite 1400 2 Bloor Street E Toronto ON M4W 1A8 |
| Tel: | 1-800-387-0073 (Toll Free) |
