2.3.6 ACCESS TO INFORMATION

The Edmonton Police Commission (Commission) supports the principle of reasonable public access to records in its custody or control and will release information as outlined in the Access to Information Act, RSA 2024, c. A-1.4 (ATIA).

Definitions:

Privacy Officer – Means the person designated by the Commission responsible for the overall management of its access to information and protection of privacy functions and responsibilities.

Information – Information may mean, but is not limited to, operational or administrative records, knowledge or data, regardless of how it is stored or kept. It can include electronic data, written or printed information, and verbal conversation.

Personal Information – Is defined in s.1(q) of the Protection of Privacy Act (POPA) and is recorded information about an identifiable individual, including the following:

i. An individual’s name, home or business address, home or business telephone number, home or business email address, or other contact information, except where the individual has provided the information on behalf of the individual’s employer or principal in the individual’s capacity as an employee or agent,

ii. An individual’s race, national or ethnic origin, colour or religious or political beliefs or associations,

iii. An individual’s age, gender identity, sex, sexual orientation, marital status or family status,

iv. an identifying number, symbol or other particular assigned to the individual,

v. An individual’s fingerprints, other biometric information, blood type, genetic information or inheritable characteristics,

vi. information about an individual’s health and health care history, including information about an individual’s physical or mental health,

vii. information about an individual’s educational, financial, employment or criminal history, including criminal records where a pardon has been given,

viii. anyone else’s opinions about an individual, and

ix. an individual’s personal views or opinions, except if they are about someone else.

Record – means a record as defined in s. 1(u) of ATIA and means any electronic record or other record in any form in which information is contained or stored, including information in any written, graphic, electronic, digital, photographic, audio or other medium, but does not include any software or other mechanism used to store or produce the record.

Guidelines:

  1. The Commission, as a local public body, is designated as the Head of the Commission under section 98(a) of ATIA.
  2. Pursuant to section 55 of ATIA, the Commission delegates its duties, powers and functions under ATIA to the Executive Director of the Commission, who is designated as the Privacy Officer for the Commission.
  3. Commission staff make every reasonable effort to assist applicants and to respond to each applicant openly, accurately and completely.
  4. Commission records, management policies and procedures comply with the provisions of POPA and ATIA that specify the manner in which personal information can be collected, used and disclosed.
  5. In accordance with section 3(e) of ATIA, Commission records are filed, retained and destroyed as set out in the Commission’s policy 3.2.1 – Records Management.
  6. Material considered in a public meeting of the Commission is available without making a request under ATIA and includes agendas, minutes and reports made to the Commission by the Edmonton Police Service (Service).
  7. Requests for information not routinely available at public meetings are subject to the Commission Fee Schedule. (Appendix G – EPC’s Privacy Management Program and Procedures)
  8. Disclosure of records of public meetings that contain personal information is subject to the provisions of POPA and ATIA.

Procedures:

  1. Requests for Disclosure of Commission Records under ATIA:
    • Applications for disclosure of Commission records that are not considered in public meetings are processed according to the provisions of ATIA.
    • Exceptions to disclosure are made in accordance with the provisions of ATIA.
    • The Commission Privacy Officer determines whether a request can be processed informally or as a request under ATIA.
    • Fees for requests under ATIA must be paid or waived before the records are provided.
    • Requests for personal information are provided free of charge unless the costs of producing a copy of the records exceed $10.00. Costs in excess of $10.00 are assessed in accordance with the Commission Fee Schedule. (Appendix G – EPC’s Privacy Management Program and Procedures)
    • An initial fee as set out in the Commission Fee Schedule (Appendix G – EPC’s Privacy Management Program and Procedures) must accompany requests for general information. Processing of a request does not commence until this fee has been paid or waived.
    • Upon receipt of the initial fee, the Commission’s Privacy Officer provides the applicant with an estimate of the total fees to process the request. Processing of the request ceases until the applicant either agrees to pay the fees as estimated; receives approval to have the fees waived; or asks for a review under Part3 of the ATIA.
    • If the applicant chooses to cancel or abandon the request, the initial fee is non- refundable.
  2. Disclosure of Service reports made to the Commission:
    • Notwithstanding that reports made by the Service to the Commission are in the custody of the Commission, the Service is considered to be the originator of any reports that are not provided by the Service at a public meeting of the Commission.
    • Under section 17 of ATIA, requests for disclosure of reports made to the Commission by the Service will be transferred to the Edmonton Police Service Privacy Unit coordinator and will be processed under their policies and procedures.

References:

  1. Access to Information Act, RSA 2024
  2. Protection of Privacy Act, RSA 2024
  3. Appendix G – EPC’s Privacy Management Program and Procedures
  4. EPC Policy 3.2.1 – Records Management

Revised September 18, 2025