Privacy Management Program

The Access to Information Act

• Before You Submit a Request

  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.

• How to Make a Request

  Requests for copies of municipal records or to review a file must be submitted to the Town's Privacy Officer using the the Town's Access to Information Request Form:

  Access to Information Request Form

• Request Fees

  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.
• What Happens After You Submit a Request

  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; or
  • 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.

• Reasons Information May Be Withheld

  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.

The Protection of Privacy Act

Privacy Practices and Your Rights

• Why We Collect Your Information

  The Town of Coaldale collects personal information when it is necessary to deliver municipal programs, services, and responsibilities.

  This may include personal information related to:

  • utilities and taxation;
  • permits and licensing;
  • recreation programs;
  • public safety and enforcement; and
  • community engagement.

  The Town only collects the personal information required for authorized purposes and uses that information in accordance with applicable legislation.

• How We Protect Your Information

  The Town of Coaldale uses a combination of administrative, technical, and physical safeguards to protect personal information from unauthorized access, use, disclosure, loss, or alteration.

  These safeguards may include:

  • secure systems and encrypted storage;
  • access controls and staff training;
  • policies and procedures that limit how personal information is collected, used, and disclosed; and
  • regular audits and reviews to support ongoing compliance and accountability.

  Access to personal information is limited to authorized Town staff who require it to perform their duties.

• Working With Service Providers

  When the Town of Coaldale works with contractors, consultants, or technology providers, they are required to meet strict privacy and security requirements.

  Service providers that handle personal information on behalf of the Town must protect that information, use it only for authorized purposes, and report any actual or suspected privacy breaches in accordance with applicable requirements.

• Privacy Impact Assessments

  Before launching new programs, services, systems, or technologies that involve personal information, the Town of Coaldale may complete a Privacy Impact Assessment (PIA).

  PIAs help the Town identify potential privacy risks, assess how personal information will be collected, used, disclosed, and protected, and ensure appropriate safeguards are in place before a new initiative is implemented.

• How We Handle Privacy Breaches

  If a privacy breach occurs, the Town of Coaldale will take steps to respond promptly and responsibly. This may include:

  1. containing the breach;
  2. assessing the risk and potential impact;
  3. notifying affected individuals, where appropriate;
  4. reporting the breach to the Office of the Information and Privacy Commissioner of Alberta, where required; and
  5. taking corrective action to help prevent similar breaches from occurring in the future.

  If you believe your personal information has been compromised, please contact the Town of Coaldale as soon as possible.

• Your Privacy Rights

  Individuals have the right to:

  • request access to their personal information;
  • request corrections to inaccurate or incomplete personal information;
  • ask how their personal information is being used; and
  • file a privacy complaint if they believe their personal information has been collected, used, or disclosed improperly.

  To make a request, please contact the Town of Coaldale’s Privacy Officer at 403-345-1306.

• Our Commitment to Your Privacy

  The Town of Coaldale is committed to protecting personal information and ensuring it is collected, used, disclosed, and managed with care, transparency, and respect.

  The Town follows Alberta’s Protection of Privacy Act (POPA) and Access to Information Act (ATIA), as well as guidance from the Office of the Information and Privacy Commissioner of Alberta (OIPC).

  The Town’s Privacy Management Program (PMP) outlines how personal information is safeguarded, how it may be used, and how individuals can exercise their privacy rights.

Helpful Links & Resources