Freedom of Information


Many documents in the custody and control of the Town of Lincoln are public documents and are subject to routine disclosure to the general public at no cost (beyond search and photocopying charges which may be waived in some circumstances). However, the Municipal Freedom of Information and Protection of Privacy Act requires that local government organizations protect the privacy of an individual’s personal information existing in government records. This Act also gives individuals the right to request access to municipal government information including most general records and records containing their own personal information.  A mini-guide to the operations of the Municipal Freedom of Information and Protection of Privacy Act can be viewed by following this link:  Mini Guide to the Municipal Freedom of Information and Protection of Privacy Act.  

How to Access Information in the Custody and Control of the Town

Persons wishing to access any records in the custody and control of the Town of Lincoln are encouraged to first contact the municipality and request the information through normal inquiry channels. Should access to the information through these normal channels be denied, individuals may make a formal written request under the Municipal Freedom of Information and Protection of Privacy Act. This Act provides a formal, regulated process for reviewing access requests and identifies a variety of mandatory and discretionary exemptions to the types of records that may be accessed by the general public. The Act also provides for the appeal of any access decision made by the municipality. The Information and Privacy Commissioner of Ontario administers such appeals.

Administratively, the Town Clerk is responsible for the day-to-day dealings with respect to the Act. The Town Clerk is responsible for:

  • meeting time limits and notification requirements of the Act;
  • considering representations from third parties who may be affected by the disclosure of records;
  • making decisions about the disclosure of records and responding to access requests;
  • determining the method of disclosing records;
  • responding to requests for correction of personal information;
  • calculating and collecting fees;
  • where necessary, defending decisions made under the Act at an appeal; and
  • administering the privacy protection provisions of the Act.

Requests pertaining to access to the general records of the municipality under the Municipal Freedom of Information and Protection of Privacy Act should be directed to:


The Corporation of the Town of Lincoln

Attn: Town Clerk

4800 South Service Road

Beamsville, Ontario

L0R 1B1


In accordance with the Act, a person seeking access to a record shall:

  • make a request in writing to the institution that the person believes has custody or control of the record (you can write a letter or use the following: Application Form);
  • provide sufficient detail to enable an experienced employee of the institution, upon reasonable effort, to identify the record; and
  • at the time of making the request, pay the fee prescribed by the regulations for that purpose (presently the fee is $5.00.).

The Act contemplates a user-pay principle when persons seek access to records in custody and control of municipalities.  Costs incurred by the municipality in manually searching for records, preparing records for disclosure (including severing parts of a record), photocopies and computer print-outs, etc.) are recoverable by municipalities from persons seeking access to records under the Act.

The Information and Privacy Commissioner/Ontario maintains a very useful website for those with an interest in access to information under the Act. The website also includes various forms and documents which can be used by persons wishing to access information in the custody of the Town.  The Information and Privacy Commissioner/Ontario's website is located at:






4800 South Service Road
Beamsville, Ontario
L0R 1B1

TEL: 905-563-8205
FAX: 905-563-6566
Emergency After-hours: 905-641-0971

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