Freedom of Information

Northumberland County is committed to supporting your right to access information held in our custody while ensuring the protection of personal information in accordance with legislative requirements.

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) allows you the right to access information held by Northumberland County, with some specific exceptions. For a complete list of access exemptions, refer to the exemptions section of MFIPPA.

Routine disclosure requests

Most information held by Northumberland County is available by contacting the department directly responsible for the information you wish to request.

We will make every effort to process your request in a timely manner. If your routine disclosure request is denied, you may submit a formal Freedom of Information request to the County Clerk.

There is no initial fee associated with routine disclosure requests; however, fees for retrieval, reproduction, labour, and shipping may be applied at the discretion of the department director. We will give you an estimate of these fees before proceeding with your request.

For more information, please refer to the County's Routine Disclosure and Active Dissemination policy.

Freedom of Information requests

A freedom of Information (FOI) request is required to access recorded information that is not routinely available. This includes accessing and/or correcting your own personal information.

Fill out the prescribed FOI form providing specific details about the information you wish to access. Submit your request with the mandatory $5 application fee by mail or in person to:

County Clerk
Corporation of the County of Northumberland
555 Courthouse Road, Cobourg ON
K9A 5J6

Please note that requests for information submitted without $5 will not be processed until payment is received.

Details to include in a Freedom of Information request

  • A description of the records you are seeking. Be as specific as possible by indicating a date or date range and detailed subject matter including the responsible department (if known).
  • If you are requesting access to your personal information, identify the record containing the personal information (if known). You must provide proof of identification.
  • If you are requesting access to another individual's personal information, you must provide written consent from the individual.
  • If you are requesting the correction of your personal information, indicate the desired correction and if appropriate, attach any supporting documentation.
  • Your preferred method of viewing the records – by email, mail or in person.
  • Your email address or telephone number so we can contact you.
  • Your name, street address, city or town, province or territory and postal code.
  • The date of your request.

Timeline and extensions

The County Clerk will respond to your request within 30 days. An extension may be requested if a high volume of records or consultations are required outside the County to comply with the request.

Fees

You must pay a non-refundable $5 application fee when submitting a Freedom of Information request. Depending on the nature of the request and the volume of records requested, additional fees may be charged.

For more information, please refer to the County's Freedom of Information Policy.

Appeals

Appeals may be made to the Ontario Information and Privacy Commissioner.

Accessing your personal information

If you wish to review your own personal information, identification is required.

How do I correct my personal information?

We strive to keep personal information as accurate and up to date as is necessary for purpose for which it was collected. You have the right to request that any factual errors or omissions be corrected. Where appropriate, you may be asked for supporting documentation to back up your claim.

Using the prescribed FOI form, please indicate the desired correction, and if appropriate, provide any supporting documentation.

How we collect and use your information

  • We strive to collect only personal information that is relevant and necessary for a particular purpose or to perform job duties.
  • We will make personal information available internally and externally only in appropriate circumstances or when consent is given and received in writing.
  • We ensure to maintain collected personal information in a secure manner.