Freedom of Information
Due to the exceptional nature of the COVID-19 pandemic, the public should be aware that the Township of Gillies has a limited capability at this time to receive, process and respond to requests in a timely manner. As such, our ability to respond to requests within the MFIPPA legislated timelines may be impacted.
If your request is not urgent, we ask that you wait to submit your request until normal operations resume. For immediate questions contact the Municipal Clerk.
We apologize in advance for any inconvenience that this may cause for you and invite you to call 807 475-3185 or email the Municipal Clerk if you have any questions.
Everyone has the right to request access to township records. The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) grants to access to records. The Act applies to local government organizations, including municipalities, police services boards, school boards, conservation authorities, and boards of health.
Making a request or correcting your own personal information |
You can make a request for Township of Gillies records information by filling out the Access Form or writing a letter stating exactly what information you are looking for, and paying a mandatory $5 application fee. FeePay the $5 application fee in cash in person, or by cheque. There may be additional fees fees for records. You will need to pay the fees before you can have the records.
When the Township of Gillies Municipal Clerk receives your request, we have 30 days to respond. The response will either have the records you asked for, or will explain why we cannot give you those records. |
Additional Fees |
We may charge additional fees if your request involves a great deal of staff time in order to complete, or involves a large number of documents. The payment and amount of fees are set out in section 45(1) of the Municipal Freedom of Information and Protection of Privacy Act and sections 6, 6.1, 7 and 9 of Regulation 823 under the Act. Permitted feesPermitted fees are:
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Public records |
Public records are available to anyone and do not need a formal request. For example:
Many reports are available without making a formal request. Contact the Municipal Clerk first to see if you can have it without making a formal request. |
Municipal Freedom of Information and Protection of Privacy Act |
The MFIPPA gives you the right to ask for any municipal information. You will be given most information, unless it falls under one of the ten specific exemptions. For detailed information about exemptions and procedures relating to the Act or its regulations, visit website of the Office of the Information and Privacy Commissioner of Ontario. Protecting personal privacyThe Act also requires the municipality to protect the personal privacy of the people whose information we have. It tells us how to collect, store, and use your personal information, and who we can give it to. It also lets you correct your own personal information if you think we have it wrong in our records. Under the Act, the head of the Corporation is responsible for access decisions. For the Township of Gillies, Council has designated the Municipal Clerk-Treasurer as the person responsible for daily administration. |
Personal Privacy |
The Township of Gillies 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 Municipal Clerk if you have any questions or concerns about access to municipal records and the protection of your privacy. Personal information is defined as: recorded information about an identifiable individual, including,
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Correcting personal information |
If you think that personal information the municipality has about you is wrong or some information is missing, you have the right to make a correction. Depending what the information is, you may be able to make the correction by contacting the department directly, so that is the best place to start. If you would like to make a formal request, fill out the Correction Request form. You then submit the form with your $5 application fee to the municipality. When the municipality decides whether the correction will be made, you will be notified. Decisions can be appealed to the Information and Privacy Commissioner of Ontario. |
Appealing a decision |
If you are not happy with the information provided in response to your request, please contact the Clerk first to try and explain the situation. If you are still not happy, you can appeal to the Information and Privacy Commissioner of Ontario (IPC). To make an appeal to the IPC, you will need to fill out the IPC's appeal form and also send:
Contact informationRegistrar |
Privacy complaint |
If you think that your personal information was collected, used or revealed improperly by the Township of Gillies, you have the right to question our actions and to file a complaint. You can make your complaint directly to Gillies Township by contacting the Municipal Clerk and we can work with you to resolve the issue: Or you can make your complaint directly to the Information and Privacy Commissioner of Ontario (IPC). You will need to fill out their privacy complaint form and send it to: Registrar |