Access to Information

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The Region of Durham is committed to being an open and transparent government. Under access to information laws, you have the right to access Regional records. To learn more about your access rights and how you can obtain Regional information, select the tabs below.

Access to Information Laws

The Region of Durham must comply with the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act. Learn about your rights under these Acts by selecting the tabs below.

Municipal Freedom of Information and Protection of Privacy Act

Who does it apply to?

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) applies to all local government organizations in Ontario, including the Region of Durham and our eight local area municipalities.

What are some of my rights under this Act?

You have the right to access Regional information and records containing your own personal information, with some exceptions.
You have the right to request a correction of your personal information if you believe it contains errors or is missing information.

Personal Health Information Protection Act

Who does it apply to?

The Personal Health Information Protection Act (PHIPA) applies to individuals and organizations involved in the delivery of healthcare services. At the Region, this includes our:

Health Department; and
Long Term Care Division.

What are some of my rights under this Act?

You have the right to access Regional records containing your own personal health information, with some exception.
You have the right to request a correction of your personal health information if you believe it contains errors or is missing information.

Obtaining Regional Information

The Region of Durham provides access to information in many ways. Learn how you can obtain our information by selecting the tabs below and watching the following short video.

Access requests

You have the right to request information from the Region. If the information you seek is not routinely available, submit an access request using the instructions below.

We do not process requests for Durham Regional Police Service (DRPS), such as police or motor vehicle accident reports. Visit the Access Request page on drps.ca for details on how to access their information.

How do I submit a request?

Step 1: complete the Access or Correction Request Form

Alternatively, you may wish to:

Download or print the PDF version of this form, or
Submit a letter stating your request is being made under the Municipal Freedom of Information Act and Protection of Privacy Act and describe the following:
- the records you are seeking; and
- your preferred contact information.

Note: Access requests can’t provide answers to questions. They can only provide you with existing information that may answer your question.

Step 2: pay your $5 application fee

You must pay a non-refundable $5 application fee. Cash and debit payments can be made in person and cheques/money orders payable to the Region of Durham. For e-Transfers, send your payment to payments@durham.ca and include: “Access Request [your full name]” in the message field.

Step 3: submit your request

Submit your completed form or letter to the Access and Privacy Office by email to foi@durham.ca, by fax to (905) 668-9963, by mail or in person drop-off to:

The Regional Municipality of Durham
Access and Privacy Office
Legislative Services Division
605 Rossland Road East, Level 1, P.O. Box 623
Whitby, ON L1N 6A3

All access requests are subject to the following notice of collection:

Personal information is collected and will be used for the purpose of responding to your request pursuant to section 17 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Corporate Privacy Officer at foi@durham.ca or (905) 668-7711 ext. 2204.

What will it cost?

In addition to your $5 application fee, other fees may apply to your request. Review the fee schedule below for more information.

Fee Schedule

If your fee estimate is $100 or more, you may be required to pay a deposit equal to 50% of the estimate before further steps are taken to respond to your request. The Region is permitted to waive all or part of your fee in certain circumstances. To request a fee waiver, submit a detailed explanation in writing to the Access and Privacy Office.

How long will it take?

The Region has 30 calendar days to respond to your request; however, in some cases the records may be difficult to retrieve, or discussions must be held with other parties. If an extension is required, the Access and Privacy Office will notify you in writing.

Routine disclosure

Routine disclosure is information that can be released to you without the need of a formal access request. Examples of this include ambulance call reports, as-built drawings, public health inspections and environmental records.

To find out if the information you seek is routinely available, visit our contact us page on durham.ca and contact the department you believe has the information.

Open data

The Region’s Open Data service proactively publishes data in a free, accessible, and machine-readable format without restrictions from copyright, patents, and other mechanisms of control. Use and openly share raw data on topics like climate change projections, demographics, housing, and traffic.

Visit our Open Data Website

Access and Privacy Office events

Access to Information Week 2022

Frequently asked questions

Who can make an access request?

Anyone has the right to request access to regional records. There are no restrictions.

Do I have to tell the Region why I'm making the access request?

No; however, it is your choice to do so.

What is an incomplete request?

An incomplete request is when the application fee is missing, or the request requires clarification. In these cases, the 30-day timeframe will not start until these issues have been resolved.

What is a Regional record?

Regional records are any record of information however recorded, whether in printed form, on film, by electronic means or otherwise, that is managed by the Region of Durham.

Who is the information and Privacy Commissioner?

The Information and Privacy Commissioner of Ontario (IPC) is an independent body that oversees the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act.

What is the difference between MFIPPA and PHIPA?

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) sets rules for the Region to follow when it comes to providing individuals the right to access or correct their personal information that municipalities collect, use, and share.

The Personal Health Information Protection Act (PHIPA) sets rules for municipalities to follow when it comes to providing individuals the right to access or correct their personal health information that municipalities collect, use, and share.