Access and Privacy
The City of Vaughan strives to ensure accountability and transparency while protecting the personal information and privacy of the public. Access and Privacy staff in the Office of the City Clerk, handle requests for information from the public, give advice to City staff on access and privacy topics, and act as the City’s contact with the Information and Privacy Commissioner of Ontario.
Access to Information
Access to Information requests are also commonly known as Freedom of Information (FOI) requests. Under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), individuals have a right to request information from the City of Vaughan. Anyone can submit a request for information and there are no restrictions based on age or where you live.
How it Works
Step 1: Contact the specific department to find out if a record can be provided directly from them
Step 2: If not, submit a formal FOI
Step 3: The City searches and reviews records (if any)
Step 4: You receive a decision regarding your request within 45 business days
How to Submit a Request
Complete the access request form and submit it online to accessandprivacy@vaughan.ca or by mail to:
Access and Privacy Officer
Office of the City Clerk
2141 Major Mackenzie Drive
Vaughan, ON L6A 1T1
If you require assistance formulating your request, please contact the Access and Privacy team.
Frequently Asked Questions
What happens after I submit my Access Request form?
- The Access and Privacy division confirms receipt of your access request through an acknowledgment letter, commencing the process
- A records search request is sent to the appropriate department(s). Clarification may be sought if the request is too broad.
- The records are reviewed to determine if exemptions may apply under the Act. Non-responsive or exempt information is removed from the record.
- The City will issue an access decision letter within 45 business days from receiving the request. You will be notified if a time extension is required or if a deposit fee is due.
If you disagree with the decision, you can appeal to the Information and Privacy Commissioner of Ontario.
What will it cost?
| Item | Cost | Terms |
|---|---|---|
| Search Time | $7.50 | Per 15 minutes required to search and retrieve |
| Record Preparation | $7.50 | Per 15 minutes required to prepare records |
| Photocopying | $0.20 | Per page |
| USB | $10.00 | Per USB |
A fee estimate letter will be provided if the fees are over $100. A deposit of 50% of the total estimated costs will be required to proceed.
Appealing an Access Decision
You have the right to appeal any decision about access to records (including fees and time extensions). This includes appealing a decision if your request for information is denied.
You may file an appeal with the Information and Privacy Commissioner of Ontario within 30 days of the decision, online or by mail. Visit IPC: Filing an Appeal for more information.
Your Privacy
How we protect your information
The City acts in accordance with MFIPPA, we:
- Collect only what we need
- Use information for specific purposes
- Limit access to authorized staff
- Protect information with safeguards
Who has access to my information
City staff may collect, use, and disclose personal information as necessary to provide City services. Staff will only have access to personal information required to perform their duties.
Some information collected by the City is required to be publicly available, such as records accessible at City Hall or on the City's website. If you have concerns about personal information published on the City's website, please review the Public Record Redaction Procedure and Application.
Concerned about your privacy?
If you have concerns about how your information was handled, please contact a senior staff person in the appropriate department to discuss the matter.
If you are not satisfied with the City’s efforts to resolve the concern, you may file a complaint with the IPC. Visit IPC: Filing a Complaint for more information.