Request Personal Information from the City

Here are the steps you need to take if you need to submit a freedom of information request to the City:

  1. Call 905-546-2489 to see if you need to complete an Access or Correction Request Application to access records held by the City. You will be transferred to the appropriate City department responsible for the specific records. Departmental staff will then determine whether or not the records can be released by them or whether a formal Access or Correction Request Application (PDF, 20.2 KB) is required.
  2. Submit:
    • the completed application
    • $5 application fee
    • If applying in person, photo ID with signature, is required 

Submit by mail or in person to:

Manager, Records and Freedom of Information
City Clerk's Division
City Hall
71 Main Street West, 1st Floor
Hamilton, Ontario L8P 4Y5

You can pay the application fee with cash, cheque (made payable to the City of Hamilton), credit card, debit card, or money order. Do not send cash in the mail.

Access requests received under MFIPPA are processed as follows:

  1. Application to access municipal records is received by City Clerk's Office.
  2. City department staff are notified of the request and asked to respond to the Clerk's Office within a set time.
  3. The records are reviewed to determine if exemptions apply under the Act.
  4. Non-responsive or exempt information is removed from the record.
  5. The City will issue an access decision letter within the legislative timelines of the Act.
  6. If you disagree with the decision, you can appeal to the Information and Privacy Commissioners of Ontario (see process below)

You may also request a review of the City’s access decision within 30 days of the date of the decision by sending a completed appeal form or letter to:

IPC Registrar
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, Ontario  M4W 1A8
Phone: 1-800-387-0073
www.ipc.on.ca

The appeal should include:

  1. your name, address and telephone number
  2. the government organization’s name (City of Hamilton)
  3. the freedom of information request file number
  4. a copy of the City’s decision letter
  5. a copy of your request
  6. a brief explanation of the basis for the appeal
  7. the appeal fee of $25.00, payable to the Minister of Finance

Fees for general information requests under MFIPPA

Fees for general information requests about another individual, a government program or activity:

  • Application fee: $5
  • Time spent manually searching for records: $7.50 per 15 minutes
  • Records preparation: $7.50 per 15 minutes required to prepare records for disclosure
  • Photocopying and computer printouts: $0.20 per page
  • Hard disk: $10 for each disk
  • Computer programming: $15 per 15 minutes if necessary to develop a computer program to retrieve information
  • Any costs to locate, retrieve, process, and copy the record will be charged if they are itemized in an invoice the City received.
  • Appeal fee: $25 paid to the Information and Privacy Commissioner if an appeal is filed.

Fees for personal information requests under MFIPPA

Fees for personal information about yourself:

  • Application fee: $5
  • Photocopying and computer printouts: $0.20 per page
  • Hard disks: $10 for each disk
  • Computer programming: $15 per 15 minutes if necessary to develop a computer program to retrieve information
  • Any costs to locate, retrieve, process, and copy the record will be charged if they are itemized in an invoice the City received.
  • Appeal fee: $10 paid to the Information and Privacy Commissioner if an appeal is filed

Pursuant to Section 3 (3) of the Municipal Freedom of Information and Protection of Privacy Act, City Council is designated as the head of the Municipal Corporation for the purposes of the Act.

Under Section 49 (1), the powers and duties under the said Act have been delegated to the City Clerk, the Manager of Records & Freedom of Information and the Access and Privacy Officer for the City of Hamilton, subject to the condition that the City Clerk shall refer any request for access to a record to the Corporate Administration Committee for consideration and decision where he/she is of the opinion that a decision to grant or to refuse the request could have significant consequences on the interests of the Municipal Corporation.

Under the Personal Health Information Protection Act you may contact your Health Information Custodian directly for your personal health information. Should your Health Information Custodian require that a more formal access request process be followed, you will be referred to the Privacy Officer for the City's Public Health Services department.

Access requests and questions about the freedom of information process for the City of Hamilton can be directed to:

Manager, Records and Freedom of Information
City Clerk's Division
City Hall
71 Main Street West, 1st Floor
Hamilton, Ontario L8P 4Y5
Phone: 905-546-2424 ext. 2743
Fax: 905-546-2095
Email: clerk@hamilton.ca