The Access and Privacy Office supports the Chair of Management Board as minister responsible for the Freedom of Information and Protection of Privacy Act (FIPPA) and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). This includes assisting the Chair in the exercise of statutory decision-making responsibilities under the legislation, and advising the Chair on issues pertaining to the legislation. The Office is also responsible for policy development in the area of freedom of information and privacy. 

Clients of the Office include ministries and agencies of the Ontario government and municipalities and local boards throughout Ontario. Corporate policy advice regarding freedom of information and privacy issues is provided to these government organizations. Additionally, the office co-hosts an annual two-day Fall Access and Privacy Workshop.

Ontario’s Freedom of Information and Privacy Legislation

The Freedom of Information and Protection of Privacy Act (FIPPA) applies to provincial government ministries, agencies, boards, commissions, colleges and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) applies to municipalities and local boards throughout Ontario.  These acts provide individuals with a right of access to government records and a right of individual privacy with respect to personal information held by government.

Privacy Management Tools

The Access and Privacy Office in cooperation with other ministries and program areas has developed a variety of privacy management tools to identify and resolve key privacy issues that face government.  These tools include:

Privacy Impact Assessment Guidelines: provide a methodology for ministries and program areas to evaluate the privacy implications of new technologies, information systems, program re-designs and/or legislation.  The PIA Guidelines also ensure that government initiatives dealing with personal information meet critical privacy requirements, including compliance with FIPPA/MFIPPA and fair information-gathering principles.  A privacy impact assessment is required as part of the approval process for I&IT submissions to Management Board of Cabinet where personal information may be affected.

Electronic Service Delivery Privacy Standard: provides ministries and program areas with detailed operational and policy direction to address privacy issues related to electronic service delivery.  The ESD Standard provides explicit direction regarding the collection, use, disclosure, and retention of personal information in the custody of ministries and private sector partners, particularly where services are being integrated through common delivery channels.  

Enterprise Architecture Privacy Design Principles: developed by the Office of the Chief Technology Officer with assistance from the Access and Privacy Office, the EA Privacy Design Principles provide Ministries and program areas with direction on how to ensure that privacy principles as reflected in provincial privacy legislation and general fair information management practices are built into the government’s information systems supporting new technologies.  MGS’s corporate EA Privacy Design Principles are a core piece of the government’s enterprise architecture. 

Access to Information

The Access and Privacy Office is also leading the development of an Access Strategy to promote government transformation and transparency through better internal and external access to government information resources.  In addition to developing an Access Strategy, the Office also supports Ontario government and municipal Freedom of Information and Privacy Coordinators and staff generally through regular meetings, staff conferences and advice and training on access and privacy matters.