Access to Information & Protection of Privacy

The Access to Information Act (ATIA) allows access to records held by public bodies in Alberta and is the cornerstone of an open, accessible and accountable public body. It aims to strike a balance between the public’s right to know information and protecting confidential information required to ensure effective operations of government and public bodies.

For information and resources for the ATIA visit the Government of Alberta’s website.

The Protection of Privacy Act (POPA) in Alberta establishes the laws that public bodies must follow when they collect, use, or disclose personal information. It requires that public bodies protect personal information and controls how public bodies can create, use and disclose non-personal data.

POPA ensures a balance between facilitating efficient public services and safeguarding individual privacy rights.

For information and resources for the POPA visit the Government of Alberta’s website.

FOIP is short for the Freedom of Information and Protection of Privacy Act (POPA).

On June 11, 2024, the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA) were proclaimed and the FOIP Act was repealed.

As a member of the public, you have a powerful right to access records held by public bodies under the Access to Information Act (ATIA). You can ask for existing records that a public body already has. This includes documents, emails, reports, data files, photos, videos, and more. 

The ATIA does not require a public body to:

• Answer a question.
• Create a new document or report for you.
• Provide an opinion or analysis.

The ATIA recognizes that it can be challenging to know exactly what records exist or how to describe them. That's why each public body has an ATIP Coordinator whose job it is to help you gain access to the City’s records. If you're unsure how to phrase your request or what specific records might exist, you should contact the Town's Access and Privacy Office (APO) by email ATIA@strathmore.ca or 403-934-3133.

Submit an ATIA request using the Request to Access Information form provided by the Town of Strathmore.

1. Enter your name, address and phone number;

• If applicable enter company name
• Fax and e-mail are optional

2. Indicate if you are requesting general or personal information;

• General – enclose initial fee of $25.00
• Personal – no initial fee required
• For either type of request, please indicate if you would like to examine the records or receive a copy of the records (Please note: there may be additional fees for copies as per the current Fees Bylaw, Schedule A.)

3. Giving as much detail as possible, describe the records you would like to access, the business unit (department) of The Town of Strathmore that you believe holds the records and include the time period for the records.

4. Please sign, date and send your request to the ATI Coordinator with fees, if applicable.

5. You may also submit your request in a letter provided it is, in writing stating that you are requesting the information under the Access to Information Act.

Please send your request to access information by one of the following methods:

Mail:

ATI Coordinator
TOWN OF STRATHMORE
PO Box 2280
1 PARKLANE DR
STRATHMORE AB T1P 1K2

Or hand deliver attention Kara Rusk, ATI Head or; Claudette Thorhaug, ATI Coordinator at the above address.

The ATIA Office above is the only office authorized to receive ATIA requests to The Town of Strathmore. Requests sent to other offices will be processed once received at the ATIA Office.

The Town is happy to help you navigate your information request. There is lots of information that is already publicly available to the public. 

For example, things like:

• Meeting minutes from Town Council
• Budgets or financial reports
• Policies and bylaws
• Maps and datasets

If you can’t find the information you’re looking for on our website, you can also ask the department or person who deals with that information.

You usually only need to make a formal ATI request when the information you want isn't already available to the public, or if it contains personal information. It's always a good idea to ask first if you can get the information without a formal request! It might save you time and money.

When you complete an Access to Information Request Form, you will need to:

• provide your name, address, and contact information,
• give information on about your request, and
• give information about the information you want to access.

The cost of an access to information request in Alberta depends on what kind of information you are asking for:

• For your own personal information:
  There is no initial application fee to request information about yourself.

• For general information (not your own personal information):
  There is an initial $25 application fee for general information requests. This fee must be paid before we start processing your request. 

  Additional fees may apply to some requests. This includes costs for:

  • Searching for and finding the records.
  • Producing records from electronic files.
  • Making copies (photocopies, printouts, etc.).
  • Producing copies of other media like audio or video.
  • Converting files into a redactable format.

  If the total estimated cost for processing your request is more than $10, we will provide you with a fee estimate. You will be asked to pay a 50% deposit of that estimated fee before we continue processing your request. Once processing is complete, you are provided with the actual fees for your request. Any outstanding balance must be paid before you are given the information. If the actual amount is less than the deposit amount you will receive a refund with the difference.

• Fee waivers: 
  In some cases, fees might be reduced or waived entirely if you can't afford them, or if the disclosure of the information is considered to be in the public interest. If you would like to request a fee waiver, please contact the Access and Privacy Office

Once you send in your request and the initial fees are paid, we will usually respond to your request within 30 business days. 

However, sometimes it can take a bit longer. This might happen if:

• We need to search through a lot of records.
• We need to talk to other people or organizations before they can release the information (for example, if the information is about someone else and they need to ask that person for permission).

If we need longer than 30 business days to respond to your request, we’ll provide you with an updated timeline and let you know why we need to extend the deadline. 

If you believe that personal information about you in Town of Strathmore records is incorrect, incomplete, or misleading, you have the right to ask for a correction under Alberta's Protection of Privacy Act (POPA).

To make a request to correct your personal information please contact the Access and Privacy Office (APO) by email at ATIA@strathmore.ca 

The Town of Strathmore Access & Privacy Office can assist you if you with any questions or concerns you have about how your personal information is collected, used or shared by the town. Please reach out to ATIA@strathmore.ca to discuss.

You can also make a complaint to Alberta’s Office of the Information & Privacy Commissioner (OIPC) if you believe the Town of Strathmore has violated your rights under the Access to Information Act (ATIA) or the Protection of Privacy Act (POPA).

If you're not happy with the Town's decision about your access to information request, you can ask for help from an independent office called the Office of the Information and Privacy Commissioner (OIPC) of Alberta.

The OIPC is separate from the Town and their job is to make sure that public bodies comply with the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA).

You can ask the Commissioner to review decisions about things like:

• Information the Town refused to give to you.
• If they redacted or removed information given to you.
• The amount of time it took to respond to your request. 
• If you think they collected, used, or shared your personal information in the wrong way.

You usually have a certain amount of time (often 60 days) after you get the Town's decision to ask the OIPC for a review. You can find more information and forms on the OIPC website.

The PMP is a formal framework that outlines the policies, safeguards, governance structure, and processes which the Town of Strathmore uses to ensure personal information is handled responsibly and in compliance with provincial legislation.

It applies to all:

• Town Employees;
• Strathmore Elected officials; and
• Contractors and Service Providers hired by the Town.

View the full Privacy Management Program

A privacy incident occurs when there is a loss of, or unauthorized access to, or use of personal information.  If you believe the Town has improperly collected, used, or disclosed your personal information, you can submit a Privacy Complaint. 

If you have concerns about how your personal information has been retained or used, you can submit a privacy complaint. Please include as much detail as possible, such as:

• The nature of your concern
• Relevant dates and locations
• Town services involved
• Names of individuals or Town departments involved (if known or applicable)

Your submission will be reviewed based on the information provided. Where appropriate, reasonable steps will be taken to address any issues identified.  

You can submit your complaint by email to ATIA@strathmore.ca 

Please include as much detail as possible in order for us to assist you with your concern. As well as how you wish to be contacted.

You may also submit a complaint anonymously. However, please be aware of the following important considerations regarding anonymous submissions:

If you chose to remain anonymous:

• We will be unable to contact you for clarification or request additional information; and
• You will not receive updates or any further information about the outcome of your complaint.