Request Records with Confidentiality Exceptions - Toronto

General Governance and Administration Ontario 3 Minutes Read · published February 11, 2026 Flag of Ontario

In Toronto, Ontario, requests for city records that may contain confidential or exempt information are processed under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and City procedures. Start by checking the City of Toronto Access to Information guidance and request pages to confirm what records exist and how to apply for access. Access the City of Toronto guidance[1]

Overview

Requests that involve confidentiality exceptions—such as solicitor-client privilege, personal privacy, or law enforcement records—are assessed section-by-section under MFIPPA. The provincial MFIPPA statute sets the exemptions and procedural obligations for municipal institutions and applies to the City of Toronto. Read MFIPPA (R.S.O. 1990, c. M.56)[2]

Exceptions are applied to discrete parts of records, not necessarily to an entire file.

Penalties & Enforcement

The City and provincial authorities enforce compliance with MFIPPA and related City procedures. Specific monetary fines for failing to process requests or unlawfully disclosing personal information are not specified on the City of Toronto guidance page or on the MFIPPA text cited below; see the Information and Privacy Commissioner for review and remedies. Information and Privacy Commissioner of Ontario[3]

  • Fines: not specified on the cited page.
  • Escalation: not specified; the IPC manages appeals and orders after review.
  • Non-monetary sanctions: orders to disclose or withhold records, recommendations, and directions from the IPC; the City may also issue administrative orders.
  • Enforcer: City of Toronto Access & Privacy Office and the Information and Privacy Commissioner of Ontario for appeals and orders.
  • Inspection/complaint pathway: submit an access request to the City; if dissatisfied, file an appeal or complaint with the IPC within the time limits set by MFIPPA or the IPC process.
If you believe information was wrongly withheld, file an appeal with the IPC as soon as possible.

Applications & Forms

To request records you normally complete the City of Toronto access request form or submit a written request describing the records sought; the City lists any specific form, fee information and submission instructions on its Access to Information pages. City request pages and forms[1]

  • Form name/number: see City access request form (name/number not specified on the cited page).
  • Fees: processing fees or fee estimates may apply per the City page; exact amounts are not specified on the cited page.
  • Submission: online portal, email, mail or in-person per City instructions.
  • Deadlines: MFIPPA sets procedural timelines for institutions to respond; the City page explains local timelines.

Common Confidentiality Exceptions

  • Personal privacy exemptions (personal information about identifiable individuals).
  • Solicitor-client privilege and litigation-related exemptions.
  • Law enforcement and security-related exemptions.
  • Commercially sensitive third-party information.

Action Steps

  • Identify the records precisely (dates, file numbers, authors) and gather any authorizations needed.
  • Submit the City’s access request form or a written request to the City of Toronto Access & Privacy Office.
  • Pay any required fees or request a fee waiver if eligible.
  • If access is refused or redacted, file an appeal with the Information and Privacy Commissioner of Ontario within the IPC timelines.
Keep a copy of your request and any correspondence to support an appeal or review.

FAQ

Who decides whether a record is exempt from disclosure?
The City of Toronto assesses exemptions under MFIPPA; the Information and Privacy Commissioner reviews appeals.
Can I get a partial record if some parts are confidential?
Yes. The City will usually sever exempt portions and release the rest, subject to exemptions and third-party consultations.
How long does the City have to respond to an access request?
The City follows MFIPPA timelines; consult the City’s Access to Information page for current response times.
What if the City refuses my request?
You may file an appeal or complaint with the Information and Privacy Commissioner of Ontario for review.

How-To

  1. Prepare a clear description of the records you want, including dates, file numbers and authors.
  3. Respond to any City requests for clarification and pay applicable fees or request a waiver.
  4. If the City withholds information, request a review or file an appeal with the IPC and provide your case details.

Key Takeaways

  • MFIPPA governs access to municipal records and sets exemptions for confidentiality.
  • Start with the City of Toronto access pages and use the official request form to make your application.
  • If you disagree with withholding, appeal to the Information and Privacy Commissioner of Ontario.

Help and Support / Resources

  1. [1] City of Toronto - Access to Information
  2. [2] Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
  3. [3] Information and Privacy Commissioner of Ontario

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