Policy 7.6.1 Freedom of Information and Protection of Privacy

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Policy – Freedom of Information and Protection of Privacy Page 1 
 
Policy: 7.6.1 
Approved By: Trust Council 
Approval Date: September 9, 1994 
Amendment Date(s):  December 9, 1995; December 5, 2003, 
September 23, 2021 
Policy Holder: Legislative Services Manager 
 
FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY 
Purpose 
For the purposes of administering the principles of the Freedom of Information and Protection of Privacy Act 
(the Act), the Islands Trust adopts the Ministry of Citizens' Services Freedom of Information and Protection of 
Privacy Policy and Procedure Manual, to be used in conjunction with the Islands Trust's Freedom of 
Information and Protection of Privacy bylaws, resolutions and procedures adopted by Trust Council, Executive 
Committee, and all Local Trust Committees and the most recent edition of the Local Government Management 
Association Freedom of Information and Protection of Privacy Act Toolkit for Local Government Organizations.  
The Ministry of Citizens' Services Freedom of Information and Protection of Privacy Policy and Procedure 
Manual is intended to assist staff in meeting their responsibilities under the Act. It provides policies that 
interpret and offer guidance on the intent of the legislation to assist in implementing and administering the 
Act. 
 
A. Definitions 
”Trust body” in the context of this policy means the trust council, the executive committee and a local 
trust committee. 
 
B. Policy 
1. Confidentiality of Applicants Making a Request for Information 
1.1 All Freedom of Information (FOI) requests must be in writing and received by the Head  
or Deputy Secretary either in person, by mail, by electronic mail or by facsimile. In a 
case where another staff person or trustee receives a written FOI request, that request 
must be immediately forwarded to the designated Deputy Secretary. 
1.2 The personal information of a requester must not be disclosed, unless disclosure is 
necessary to: 
1.2.1 further the search for records to satisfy the request; 
1.2.2 obtain necessary information to compile a summary during the mediation 
procedure; or 

Policy – Freedom of Information and Protection of Privacy Page 2 
1.2.3 obtain necessary information to compile documentation supporting the 
Head's decision in a formal inquiry or judicial review. 
1.3 The personal information of a requester must not be disclosed to the Ombudsperson 
Office, unless disclosure is requested under the Ombudsperson Act. 
2. Agenda Packages and Protection of Privacy 
Information in the agenda package of a regular trust body meeting becomes public 
information once it is brought into the public forum. 
2.1 Any correspondence addressed to a Trustee, a trust body, or Trust staff, that is not 
marked confidential, may be included in an agenda package. 
2.2 Any personal information in correspondence marked "confidential", and that is 
addressed to any of the above, should not be included in the agenda package. 
2.3 Any personal infor

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