Access and Privacy

• 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.

Questions regarding Personal Information can be addressed to the Supervisor of Information Management and Archives at 519-740-4680, ext. 4583 or at FOI@cambridge.ca.

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 their 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 City of Cambridge is committed to upholding the standards of privacy established within MFIPPA. City 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 Supervisor of Information Management and Archives at 519-740-4680, ext. 4583 or at FOI@cambridge.ca.

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) establishes that the City must give notice each time there is a collection of personal information. The notice of collection must state:

• The legal authority for the collection of personal information;
• The reason for the collection of personal information and how the personal information will be used; and,
• Who to contact for more information on the collection and use of the personal information.

Questions regarding the Notice of Collection can be addressed to the Supervisor of Information Management and Archives at 519-740-4680, ext. 4583 or at FOI@cambridge.ca.

• You have consented to the disclosure;
• For the purpose for which the personal information was obtained or compiled or for a consistent purpose;
• Where the disclosure is necessary and proper in the discharge of the City’s functions;
• For the purpose of complying with legislation;
• For law enforcement purposes;
• In compelling circumstances affecting the health or safety of an individual;
• In compassionate circumstances, to facilitate contact with the next of kin or a friend of an individual who is injured, ill or deceased;
• To the Information and Privacy Commissioner of Ontario; and,
• To the Government of Canada in order to facilitate the auditing of shared cost programs.

Questions regarding the Use and Disclosure of Personal Information can be addressed to the Supervisor of Information Management and Archives at 519-740-4680, ext. 4583 or at FOI@cambridge.ca.

• request correction of the personal information if the individual believes there is an error or omission;
• require that a statement of disagreement be attached to the information reflecting any correction that was requested but not made; and
• require that any person or body to whom the personal information has been disclosed within the year before the time a correction is requested or a statement of disagreement is required be notified of the correction or statement of disagreement.  R.S.O. 1990, c. M.56, s. 36.

If you believe the record is incorrect, you can request that the information be corrected. If your request is refused, you may ask that a statement of disagreement be attached to the information. The statement of disagreement will appear each time the record is accessed, and city staff will be aware that there is a dispute as to its accuracy.

Questions regarding a Correction to Personal Information can be addressed to the Supervisor of Information Management and Archives at 519-740-4680, ext. 4583 or at FOI@cambridge.ca.

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. Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56.

If you feel the security of your personal information under the custody and control of the City of Cambridge has been violated, we encourage you to contact the Supervisor of Information Management and Archives at 519-740-4680, ext. 4583 or at FOI@cambridge.ca.

Every attempt is made to resolve a privacy complaint informally through a resolution that is mutually satisfactory to both the complainant and to the City. 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 they choose to submit a formal complaint.

In an effort to engage citizens and become more open and transparent, the City will proactively provide the public with access to the information that matters most to them. The practice of Routine Disclosure is a cost-effective and client friendly way of providing information to the public.

Policy GOV 005 - Routine Disclosure

The City and its departments will provide greater public access to information by making certain records routinely available in response to informal requests for access or by means of periodically releasing certain records.

This Routine Disclosure process will not require the submission of formal access to information requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

The City of Cambridge currently has Routine Disclosure procedures in place for the following departments:

• Building Department
• Planning Department
• Engineering Department.

Request for Routine Disclosure Form

Questions regarding Routine Disclosure related to Building, Planning and Engineering can be addressed to:

Questions regarding Routine Disclosure for all other departments can be addressed to the Supervisor of Information Management and Archives at 519-740-4680, ext. 4583 or at FOI@cambridge.ca.

The use of cameras, is undertaken in accordance with the City of Cambridge Guidelines for the Use of Corporate Cameras Policy ADM 033 Use of Corporate Camera Policy which was developed in accordance with the privacy provisions of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Personal information is collected for security purposes in and around facilities that are operated by the City of Cambridge to ensure the safety and security of users and visitors.

Each camera location has a posted sign clearly advising the public of the cameras. Cameras are not monitored in real time.

Questions regarding the Use of Cameras can be addressed to the Supervisor of Information Management and Archives at 519-740-4680, ext. 4583 or at FOI@cambridge.ca.

To submit a request for camera footage, please complete the following Request for Access Form.

For Police inquiries, please complete the Law Enforcement Access Request Form

For all other inquiries, please complete the Request for Access Form

Fees:

The head shall require the person who makes a request for access to a record to pay fees in the amounts prescribed by the regulations for,

• the costs of every hour of manual search required to locate a record;
• the costs of preparing the record for disclosure;
• computer and other costs incurred in locating, retrieving, processing and copying a record;
• shipping costs; and
• any other costs incurred in responding to a request for access to a record.

SUMMARY OF FEE CHARGES FOR GENERAL INFORMATION REQUESTS

Application fee:                  $5.00 to be paid when your request is submitted

Search time:                        $7.50 per ¼ hour (15 mins) required to search and retrieve records

Record preparation:           $7.50 per ¼ hour (15 mins) required to prepare records for release

Photocopying:                     $0.20 per page

Computer Programming:  $15.00 per ¼ hour (15 mins) if needed to develop program to retrieve information

CD / USB:                             $10.00 each

Fee Estimates

Fee estimates will be provided if the anticipated fees are $25.00 or more.

If the fee estimate is $100.00 or more, a requestor will be required to pay a 50% deposit prior to us processing the records.

If you disagree with any aspect of the fees or fees estimate you may request a review that this fee estimate be reviewed by the Information and Privacy Commissioner.

http://www.ipc.on.ca

Time Limits:

In general, access requests must be responded to within 30 calendar days from the date a complete request is received. A complete request is one which has been clarified or one which provides sufficient detail to allow the institution to understand what information is being requested.

Appeals to the City’s Decision:

Decisions are based on exemptions and criteria for denying records to a request and if you disagree with the City’s decision you can file an appeal within 30 days of that decision.

Appeals are filed through the Information & Privacy Commissioner Office at https://www.ipc.on.ca/.

IPC – Information and Privacy Commissioner of Ontario

The IPC acts independently of government to protect and promote access to information and privacy rights in Ontario. In accordance with Ontario privacy and access laws, the commissioner and their delegates issue decisions, orders, and privacy investigation reports.

Privacy Complaint