Access to Information & Privacy

The Government of Alberta has introduced updated legislation governing access to information and the protection of personal privacy. Effective June 11, 2025, the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA) came into force, replacing the former Freedom of Information and Protection of Privacy Act (FOIP). These laws apply to municipalities across Alberta, including the Town of Coaldale, and are intended to balance the public’s right to access information held by government with an individual’s right to privacy.

The Protection of Privacy Act

The Protection of Privacy Act (POPA) establishes the rules governing how the Town of Coaldale may collect, use, and disclose personal information.

Under POPA:

The Town may collect, use, and disclose personal information only as authorized by law.
Public bodies may, in certain circumstances, generate, use, or disclose non-personal information.
Individuals have the right to request corrections to their personal information if they believe it is inaccurate or incomplete.
Individuals may submit a privacy complaint if they believe their personal information has been collected, used, or disclosed improperly.

The Access to Information Act

The Access to Information Act (ATIA) sets out the public’s right to request access to records in the custody or control of the Town of Coaldale, subject to limited and specific exceptions.

Under ATIA:

Individuals may request access to records held by the Town.
Individuals have the right to access personal information the Town holds about them, subject to applicable exceptions.

Many records are already publicly available or can be provided without the need for a formal access request. Before submitting a request under the ATIA, residents are encouraged to review the information already available through the Town’s regular communication channels or contact the appropriate department directly.
Information Available Online
Information of public interest is regularly shared through the Town of Coaldale’s website, social media channels, public reports, and other communication materials.
Information Available Upon Request
Many Town records may be accessed without submitting a formal request under the Access to Information Act. In many cases, residents can obtain the information they need by contacting the relevant department directly. Fees may apply in some circumstances.
Requesting Access to Information or Correcting Personal Information
Once you have identified the type of request you wish to make, you may proceed by completing the appropriate request form.
When submitting a request, please be as specific as possible and include:
- a description of the records you are requesting;
- the department or business unit that may hold the records;
- the relevant date or time period;
Accessing Information Outside of a Formal ATIA Request
In some cases, records may be available without the need to submit a formal request under the Access to Information Act. Access depends on the type of record being requested and whether any exceptions to disclosure apply.
The following fees apply to most access to information requests under the Access to Information Act (ATIA):
- Initial Request Fee: $25.00 per request.
- Exemption: There is no fee when requesting access to your own personal information. Payment is required with the submission of the request and can be made by cash, cheque, or debit card.
- Large Requests: Requests where the estimated cost of time and materials exceeds $150.00 will receive an estimate invoice. Applicants must provide a 50% deposit of the estimated final cost before processing begins. Large requests may also require additional time to complete.
- Additional Fees: Other fees may apply as adopted by the Town.
Within 30 calendar days of receiving a request, the Town may take one or more of the following steps:
- request clarification if the application is incomplete or unclear;
- provide a fee estimate if the cost of processing the request is expected to exceed $150, and require a 50 per cent deposit before proceeding
- deny the request and provide written reasons for the refusal
- provide access to the requested records, either in full or with certain information removed, along with an explanation for any severing
- arrange a time for the applicant to review the records, where appropriate
Release of Records
Records will be disclosed unless an exception or prohibition applies under the Access to Information Act or other applicable legislation. Where information is withheld, the Town will identify the legislative reason for refusing access or severing information.
A response may provide the requested information in full or in part, or explain why access cannot be granted. In some cases, the response period may be extended for large or complex requests.
Under Alberta’s Access to Information Act, access to a record may be refused in full or in part for a number of reasons, including the following:
Protection of Personal Information
Records containing personal information about identifiable individuals may be withheld to protect privacy, unless disclosure is authorized under the Act.
Third-Party Information
If a requested record contains information that could affect the rights, business interests, or personal information of a third party, the Town may be required to notify that third party before deciding whether the information can be released. The applicant’s personal information will remain confidential and will not be disclosed to the third party.
Commercial Use of Records
The Town does not disclose lists of individuals for commercial or solicitation purposes, such as real estate marketing or contractor advertising, where disclosure is restricted under the Act.
Withdrawn or Abandoned Requests
A request may be considered withdrawn or abandoned if the applicant chooses to withdraw it or does not meet the requirements of the Act, including:
- failing to inspect records within the required timeframe
- failing to pay a required deposit
- failing to make final payment for copies within 30 days of notification
In these circumstances, the applicant will be advised that the request has been closed.