Accessing City Records and Information

The Act has principles related to information access including:

• Information should be available to the public
• Individuals should have access to their own personal information
• Exemptions to access should be limited and specific
• Personal information about individuals collected by the municipality will be protected
• Disclosure of government information will be decided and reviewed by the Information and Privacy Commissioner

This makes it possible for you to access records managed by the municipality. It also protects private information.

Please note: Due to the COVID-19 pandemic, rush service has been suspended at this time.

Copies of the following types of records are to be made via Routine Disclosure Request.

NEW: Submit and pay for your request online. Please note that using the online form comes with a 2.5% convenience fee.

Online Disclosure of Records Request Form

Requests can also be made by mail. Please submit a physical application form along with a cheque for payment.

PDF Disclosure of Records Request Form

Record Requests

Follow these steps to make a Freedom of Information Request:

1. Complete a Freedom of Information Request Form
2. Prepare your $5 application fee by cheque or mail, order payable to City of Richmond Hill (cash is accepted for in-person submissions, not by mail)
3. Submit your request with the $5 application fee by mail or in-person to:
   

   225 East Beaver Creek Road, Ground Floor
   Richmond Hill, ON L4B 3P4

4. If you are an agent please submit an original signed authorization from your client(s) with the request
5. Your request and fee are received and verified by the Office of the Clerk
6. Department staff are notified of your request
7. Our Records Management section handles the request and information is sent to the Office of the Clerk for review to decide if any exemptions apply and that no confidential information is included
8. You might receive a letter asking for more information or letting you know about fee estimates for your request, third party notices or time extensions
9. Pay any additional fees required
10. Once approved, the information you requested or a decision about the request is usually provided within 30 days
11. If your request is rejected you can ask that the decision be reviewed by sending a letter to the Information and Privacy Commissioner at:

2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8

The City Clerk can decide that a request is not appropriate. Mandatory exemptions and discretionary exemptions are also included in the Act.

Email us or call 905-771-8800 for more information.

Contact the department in charge of a particular area for questions about an information request you've made.

Information is available in alternative formats upon request.