The Freedom of Information and Protection of Privacy Act (FIPPA) ("the Act") aims to make public bodies more accountable to the public and to protect personal privacy.
Freedom of Information (FOI) Requests
FIPPA applies to all records in the custody or under the control of a public body, subject to exceptions identified in the Act.
A record defined in the Act includes books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but doesn’t include a computer program or any other mechanism that produces a record.
Access to City Records |
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You may use our FOI Application Form, deliver in person, mail or email your request as well to: Legislative Services
City of West Kelowna City Hall
3731 Old Okanagan Highway, West Kelowna, BC, V4T 0G7
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Fees for requests |
Section 75 of the Freedom of Information and Protection of Privacy Act allows the City to charge applicants fees for costs associated with processing requests to access records under the Act. The City of West Kelowna Fees and Charges Bylaw No. 0028 establishes the maximum fees are those set out in the Freedom of Information and Protection of Privacy Regulation Schedule of Maximum Fees. The Act prohibits public bodies from charging applicants for access to their own personal information. The Act also states that the first three hours spent searching for and retrieving the records is free of charge. If the request includes a large volume of records to be searched, we will send you a fee estimate before proceeding with your request, which will require a deposit for us to proceed. To help reduce fees and to minimize taxpayers' expense, please narrow the scope of your request as much as possible. As well, you should try to specify a date range as our records date back many years. |
How we respond to requests |
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If we deny access to any record or part of the record you may ask for a review by the British Columbia Information and Privacy Commissioner. |
How long the request process takes |
The Act requires that the City respond to your request within 30 business days of receipt of your request. We will make every effort to make the records available to you sooner if possible. The majority of our requests are processed within 15-30 days. If your request is broad in scope or includes a large volume of records, we may extend the time limit for responding under Section 10 of the Act, for up to an additional 30 business days. For very large and/or difficult requests we may apply to the British Columbia Information and Privacy Commissioner for an additional time extension. |
The Act includes specific exemptions to disclosure, which means certain records and information in records are to be protected and are not meant to be made available to the public. Some exemptions are mandatory while others are at the discretion of the FOI Head based on the circumstances surrounding the request.
Reasons for denying access |
For example, reasons for denying access to information held by the City are generally related to the protection of:
If we redact records or information you requested, you will be advised of the reasons and section(s) of the Act on which you have been denied full access. If you are not satisfied with how the City responds to your FOI request, you may ask the Information and Privacy Commissioner of British Columbia to review the City’s response. |
How we protect personal information
The Act protects privacy by restricting the collection, use and disclosure of personal information. Personal privacy rights only extend to individuals and does not include businesses, societies, corporations, etc.
We only collect personal information when we have the authority to do so, or when the collection is related to and necessary for an operating program. We must only collect personal information directly from you, unless we have legal authority to collect the information from another source. These rules apply even if the information is held by another government body.
The personal information we collect must only be used for the purpose it was collected for or for a use consistent with the reason it was collected. The Act permits the use or disclosure of personal information in other ways, but only under very narrow circumstances. For example, when you make a bylaw complaint we collect your personal information to keep you informed of your complaint. As a complainant, your personal information is protected and not made public. The only time you personal information would be disclosed to another public body is to comply with court orders/proceedings.
Privacy Principles
- Always identify the purpose for collecting your personal information
- Only collect information we need
- Protect the information we collect
- Dispose of personal information in a secure way
Collection of Information
We collect information to conduct operations and provide services.
Some of the information we collect | ||||||||||
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How we collect information | ||||||||||
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How we use the information we collect | ||||||||||
The information we collect will only be used for the purpose that it was collected. For example, we would not use an email address that you used to login to your Online Services to send you City news alerts (unless you signed up for those). Your information will not be disclosed to third parties without your permission, except when it is required by law (as outlined it the Act).
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- How and why your personal information was collected and how it is being used
- To have your personal information updated or corrected (a change in name or address for tax purposes must be made through BC Assessment)
- A copy of your personal information that we have
City of West Kelowna City Hall
3731 Old Okanagan Highway,
West Kelowna, BC, V4T 0G7
legislative.services@westkelownacity.ca
778-797-2250
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