Privacy Policy

Our Commitment to Your Privacy

The City of St. Thomas is committed to protecting the privacy and security of personal information entrusted to us.

The City collects, uses, retains and discloses personal information in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and other applicable legislation.

This Privacy Policy explains how personal information may be collected and used when you visit the City of St. Thomas website or use City programs, services and online services.

Personal Information

Personal information is recorded information about an identifiable individual. Depending on the service being provided, this may include information such as your name, address, telephone number, email address or other information that identifies you.

You can visit most areas of the City of St. Thomas website without providing personal information.

In some circumstances, however, the City may need to collect personal information in order to provide a program or service, respond to an inquiry, process an application or payment, register you for a program, or complete another transaction you have requested.

How We Collect Personal Information

When the City collects personal information, it will only collect information that is authorized by law and necessary for the administration of a City program, service or activity.

Personal information may be collected when you:

• complete an online form or application;
• register for a City program or service;
• submit a service request, complaint, comment or inquiry;
• subscribe to City communications;
• apply for a permit, licence or other municipal approval;
• participate in a survey or public engagement opportunity;
• make a payment or complete an online transaction;
• apply for employment with the City; or
• otherwise communicate or conduct business with the City.

Where required, a notice of collection will identify the legal authority for collecting the information, the principal purpose for which it will be used and the contact information of a City representative who can answer questions about the collection.

How We Use Your Information

Personal information collected by the City will generally be used for the purpose for which it was collected or for a consistent purpose permitted by law.

This may include using information to:

• provide the program, service or information you requested;
• process applications, registrations, permits, licences or payments;
• respond to questions, concerns, complaints or service requests;
• communicate with you regarding a City program or service;
• administer and improve municipal programs and services;
• meet legal, regulatory, financial and records-management requirements; and
• carry out other municipal purposes authorized by law.

The City will not use personal information for an unrelated purpose unless authorized by law or with the individual's consent where appropriate.

Disclosure of Personal Information

The City does not sell or rent personal information.

Personal information will only be disclosed where permitted or required by law. This may include disclosure necessary to provide a City program or service, disclosure with an individual's consent, or disclosure required by legislation, regulation, court order or other lawful authority.

Where third-party service providers perform services on behalf of the City, appropriate measures are taken to protect personal information in accordance with applicable privacy requirements.

Website Information, Analytics and Cookies

When you visit the City of St. Thomas website, certain technical information may be collected automatically to help operate, secure and improve the website. Depending on the technology being used, this may include information such as your Internet Protocol (IP) address, browser type, device information, pages visited, referring website and the date and time of your visit.

The City may use cookies and website analytics technologies to better understand how visitors use the website and to improve the accessibility, performance and usefulness of online information and services.

Cookies are small data files stored through your web browser. You may be able to configure your browser to block or delete cookies. Disabling certain cookies may affect the operation of some online services or website features.

Information collected through website analytics will be managed in accordance with applicable privacy legislation and City policies.

Online Payments and Third-Party Services

Some City programs and online services may be delivered through third-party websites, applications or service providers.

When you leave the City of St. Thomas website and visit an external website, that organization's privacy policy and terms of use apply. The City encourages users to review the privacy practices of third-party websites before providing personal information.

Where the City uses a third-party provider to deliver a municipal service, personal information will be handled in accordance with applicable privacy requirements and contractual obligations.

Protecting Your Information

The City uses reasonable administrative, technical and physical safeguards to protect personal information against unauthorized access, collection, use, disclosure, alteration, loss or destruction.

Access to personal information is limited to employees, officials, contractors and service providers who require the information to perform authorized duties or provide approved services.

While the City takes reasonable precautions to protect information, no method of transmitting information over the Internet or storing information electronically can be guaranteed to be completely secure.

Retention of Personal Information

Personal information collected by the City is retained in accordance with MFIPPA, applicable legislation, the City's records retention requirements and other approved records-management practices.

Information is retained only for as long as required for legal, administrative, operational or accountability purposes and is securely disposed of when authorized.

Privacy Breaches

The City takes suspected or confirmed privacy breaches seriously.

Where personal information is lost, stolen, accessed, used or disclosed without authorization, the City will take appropriate steps to contain and investigate the incident, reduce potential harm and address the circumstances that resulted in the breach.

Where required by law, the City will notify affected individuals and/or the Information and Privacy Commissioner of Ontario.

Accessing or Correcting Your Personal Information

MFIPPA provides individuals with certain rights to request access to records containing their personal information and to request correction of personal information where they believe it is inaccurate.

Some City information is routinely available without making a formal Freedom of Information request. Where a formal request is required, it must be submitted in accordance with MFIPPA and the City's Freedom of Information process.

Freedom of Information

The City of St. Thomas endeavours to make municipal information readily accessible to the public. Some records, however, contain confidential, privileged or personal information and must be reviewed before they can be disclosed.

The Municipal Freedom of Information and Protection of Privacy Act establishes a right of access to municipal records while also protecting the personal privacy of individuals.

Formal Freedom of Information requests must be made in writing and submitted with the applicable fee to the City Clerk's Office.

The City Clerk is the City's Freedom of Information and Privacy Coordinator.

Decisions concerning access to records may be appealed to the Information and Privacy Commissioner of Ontario in accordance with MFIPPA.

Email and Electronic Communications

Please be aware that email and other electronic communications may not always be secure. Avoid sending sensitive personal information through regular email unless requested by an authorized City representative and an appropriate method of communication has been established.

Correspondence sent to the City may become part of a municipal record and may be retained in accordance with applicable legislation and the City's records-management requirements.

Links to Other Websites

The City of St. Thomas website contains links to websites operated by other governments, organizations and businesses.

These links are provided for convenience and information. The City is not responsible for the privacy practices, security, accessibility or content of external websites. Users are encouraged to review the privacy policies of external websites before providing personal information.

Questions or Privacy Concerns

If you have questions about how the City collects, uses, discloses or protects personal information, or if you believe your personal information has been improperly collected, used or disclosed, please contact:

Freedom of Information and Privacy Coordinator
City Clerk's Office
Corporation of the City of St. Thomas
545 Talbot Street
St. Thomas, Ontario N5P 3V7
Telephone: 519-631-1680

You may also contact the Information and Privacy Commissioner of Ontario regarding privacy and access-to-information matters.

Changes to this Privacy Policy

The City may update this Privacy Policy from time to time to reflect changes to legislation, technology, City programs, services or privacy practices.

The most current version will be posted on the City of St. Thomas website.

Last Updated: October 2026