Freedom of Information & Confirmation Letters

Please be advised that effective May 9^th, 2022 there has been an increase to the fee charged for Confirmation Letters; the new fee is $62.15, tax inclusive.
The Peterborough Police Service records counter is by appointment only. Further, Freedom of Information (FOI) applications will continue to be accepted by regular mail.
If you would like to request an appointment to apply in-person at our public counter, please contact the Freedom of Information Analyst by email FOI@peterborough.ca or phone (705) 876-1122 ext. 213.
Access Requests will be processed and mailed out within 30 days of receipt, subject to additional time if third party information is requested.
NOTE: Applications are not accepted by email or through the website.

FOI & Report Requests

The Municipal Freedom of Information and Protection of Privacy Act (the Act) applies to Police Services Boards and, therefore, to records held by the Peterborough Police Service. The Act addresses providing access to information held by our institution and the protection of personal privacy. The Act dictates the rules that govern the collection, use and disclosure of information that is compiled by the Peterborough Police Service during its operations.

How do I apply for records held by the Peterborough Police Service?

You can download the Access/Correction Request application form.

Each application must accompany a $5.00 fee made payable to the Peterborough Police Service.

Personal information is defined by the Act as recorded information about an identifiable individual. If your request is for personal information, valid government-issued photo identification must accompany your application.

If the request is being made through a law firm or insurance company, written consent from your client must accompany the application.

Applications may be submitted by regular mail:

Peterborough Police Service
Freedom of Information

P.O. Box 2050
Peterborough, Ontario
K9J 7Y4

In-person appointments for applications are available during business hours Monday through Friday. To make an appointment to attend the police station in-person, please contact the Freedom of Information Analyst:

Email: FOI@peterborough.ca
Phone: (705) 876-1122 ext. 213

What is a third party?

A third party is a person or group other than the applicant requesting information. A third party could be a witness, a family member, a victim or other entity that may be involved in the records you would like to obtain.

If you would like to access information that involves a third party, please complete the relevant section on your application form. You may also wish include a Third Party Consent Form with your application.

What fees are involved when requesting access to records?

Fees for processing requests are specified in the Act:

A $5.00 application fee is required for all requests; this fee cannot be waived. Please make your cheque or money order payable to the Peterborough Police Service if you are sending your application by mail.

Access to personal information about the individual making the request for access:

For photocopies and computer printouts, 20 cents per page.
For records provided on CD-ROMs, $10 for each CD-ROM.
For developing a computer program or other method of producing the personal information requested from machine readable record, $15 for each 15 minutes spent by any person.
The costs, including computer costs, that the institution incurs in locating, retrieving, processing and copying the personal information requested if those costs are specified in an invoice that the institution has received.

Access to general records held by the institution:

For photocopies and computer printouts, 20 cents per page.
For records provided on CD-ROMs, $10 for each CD-ROM.
For manually searching a record, $7.50 for each 15 minutes spent by any person.
For preparing a record for disclosure, including severing a part of the record, $7.50 for each 15 minutes spent by any person.
For developing a computer program or other method of producing a record from machine readable record, $15 for each 15 minutes spent by any person.
The costs, including computer costs, that the institution incurs in locating, retrieving, processing and copying the record if those costs are specified in an invoice that the institution has received.

PLEASE NOTE THAT FEES ARE NON-REFUNDABLE.

What kind of records can I request through Freedom of Information?

The Act stipulates that the public has a right of access to information held by our institution with limited exemptions.

Some examples of commonly requested records are:

Occurrence Reports
Officers Notes
911 Audio
Video Footage
Statements
Statistical Information

How can I learn more about access and privacy in Ontario?

Click on any of the links below:

Municipal Freedom of Information and Protection of Privacy Act

Information and Privacy Commissioner of Ontario

Ministry of Government and Consumer Services FOI Manual

Confirmation Letters

A Confirmation Letter verifies that a report has been filed with the Peterborough Police Service. A Confirmation Letter will include basic information about an occurrence, based on the incident type and relevant details. If you require proof that an incident has been documented with the Peterborough Police Service, a Confirmation Letter may be appropriate.

How do I apply for a Confirmation Letter?

You can download the application form. Each request must include an application fee of $62.15 (tax inclusive) made payable to the Peterborough Police Service.

If the request is being made by an individual, you must include a copy of your valid photo identification with your application. If the request is being made through a law firm or insurance company, written consent from your client must accompany the application.

Applications may be made by regular mail or in-person by making an appointment with the Freedom of Information Analyst.

Applications by regular mail:

Peterborough Police Service
Freedom of Information

P.O. Box 2050
Peterborough, Ontario
K9J 7Y4

Email: FOI@peterborough.ca
Phone: (705) 876-1122 ext. 213

What is the fee for a Confirmation Letter?

A Confirmation Letter is $55 plus tax, totaling $62.15; your fee must accompany your request form. Please make your cheque or money order payable to the Peterborough Police Service if you are sending your application by mail.

PLEASE NOTE THAT FEES ARE NON-REFUNDABLE.