Privacy

Privacy Statement 

1. Commitment to Privacy

The City of Hamilton (the “City”) is committed to collecting and using your personal information responsibly and protecting the privacy of individuals who interact with the City through my.hamilton.ca and www.hamilton.ca (collectively the “Websites”). We collect, use, disclose, and retain your personal information in accordance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O 1990. C. M. 56, as amended (“MFIPPA”) and other applicable privacy legislation.

2. Scope and Purpose of This Statement

This Privacy Statement applies to all personal information collected, used, disclosed, retained, or disposed of by the City in the context of the Websites. It outlines your rights to access and correct your personal information and your right to file a privacy complaint, if you believe your privacy has been compromised. The City is committed to protecting the personal information of users of our Websites. This Privacy Statement serves to guide Website users in managing personal information responsibly and consistently, while also promoting transparency, accountability, and trust in the use of our Websites.

The purpose of this Privacy Statement is to assure you that the City is in compliance with MFIPPA other applicable privacy legislation and incorporates the requirements and procedures of MFIPPA into its practice of managing personal information. The City recommends you refer to a complete and official version of MFIPPA in order to understand fully the rights and responsibilities that flow from it. A complete and official version of MFIPPA can be viewed at https://www.ontario.ca/laws/statute/90m56.

3. Application of This Statement

This Privacy Statement applies to any personal information provided to the City through the Websites. However, it does not apply to any third party sites accessed through links on the Websites or references made to third party websites.

4. Collection of Personal Information

The City will collect your personal information only when necessary and will only collect the personal information required to fulfill a specific service or administrative purpose. Where your personal information is collected, you will be provided with a notice that includes:

• The legal authority under which the personal information is collected;
• The purpose for which it is collected;
• How it will be used and disclosed; and
• The City contact responsible for responding to your inquiries about the collection of the personal information.

Types of personal information that may be collected include, but are not limited to:

• Name, address, telephone number, email address;
• When using digital services, the preferences or transaction details of the user of the Websites; and
• when submitting inquiries or forms, any other personal information (including without limitation financial information) as necessary for the specific inquiry or purpose.

5. Use and Disclosure of Personal Information

Use and disclosure of personal information by the City shall be limited to:

1. The necessary purpose identified by the City upon collection and consistent purposes;
   1. Purposes permitted by law; and
   2. Purposes required by law.

Personal information will only be used for the purpose for which it was collected or for a consistent purpose. Personal information will not be used for a different purpose unless permitted or required by law or where you have provided express consent. It will not be shared with third parties unless:

• You provide consent;
• Disclosure is authorized by law or required by statute, court order; or order of a tribunal with jurisdiction; or
• The third party is acting as agent of the City and the use is for a purpose that is consistent with the use for which your personal information was collected.

6. Third-Party Services Providers

The Websites may use third-party service providers, software tools, or cloud-based service providers to deliver specific functions such as:

• Online payments;
• Digital form submissions; or
• Automated notifications.

The third-party service providers may collect or process personal information on the City’s behalf. The City negotiates = privacy, security, and retention standards with our third-party service providers and agents.

7. Cookies and Tracking Technologies

The City uses cookies and other tracking technologies to improve functionality, analyze usage, and personalize user experience. Cookies are typically defined as either “session” cookies or “permanent” cookies. “Session” cookies do not stay on your computer after you leave the Websites or close your browser.

You can manage your cookie preferences through your browser settings or via a cookie preference tool when available. Most browsers automatically accept cookies by default, but you can usually refuse cookies or selectively accept certain cookies by adjusting the preferences in your browser.

8. Artificial Intelligence (“AI”) and Automated Decisions

The City believes in a high degree of accountability, openness, and transparency in our public service to the users of the Websites. Some of the services on the Websites may use AI systems, automated decision-making tools, or data-driven algorithms to improve service delivery or operational efficiency. When these tools use your personal information, we will provide:

• A clear description of the type of automated processing used; and
• The nature and extent of the use of your personal information.

You may request clarification, modification, access to the data or human review of the automated decision by contacting the City at [email protected].

9. Security and Safeguards

To ensure the security and confidentiality of your personal information, we use a range of protection measures, including:

• Technical safeguards such as password protection, firewalls, encryption, and regular security assessments to prevent unauthorized electronic access to your information;
• Physical safeguards including secure storage of paper records in locked cabinets and controlled access to City facilities where your information is held;
• Administrative safeguards through ongoing staff training on privacy and security, strict access controls ensuring employees only access information necessary for their work, and policies governing the handling and removal of records;
• Negotiation of contractual safeguards requiring authorized third-party service providers to comply with privacy and security standards and to undergo regular compliance reviews; and
• Incident response procedures to promptly address any loss, theft, or unauthorized disclosure of personal information, including notifying affected individuals as required under MFIPPA.

The City will regularly review and update these measures to maintain strong protection for your personal information.

10. Retention and Disposal

The City will retain your personal information as required to fulfill the purposes for which it was collected and as required by law including MFIPPA and the City’s retention schedules.

Your personal information is stored securely for the duration required to provide municipal services, meet legal obligations, and comply with record-keeping requirements. The City regularly reviews retention schedules to ensure your information is not kept longer than necessary.

When personal information is no longer required, it is disposed of in a secure and confidential manner to protect privacy. Disposal methods include shredding of paper records and secure deletion or destruction of electronic data to prevent unauthorized access to or recovery of your personal information.

11. Your Privacy Rights

Under MFIPPA, you have the right to:

• Access Your Personal Information: You may request access to your personal information held by the City, subject to exemptions under MFIPPA.
• Request Correction: If you believe your personal information held by the City is inaccurate or incomplete, you may request that your personal information be corrected.
• Be Informed About Collection and Use: You have the right to be informed about the purpose for which your personal information is collected, how it is used, and to whom it may be disclosed.
• File a Privacy Complaint: If you believe your personal information has been collected, used, or disclosed improperly, you may file a complaint with the Information and Privacy Commissioner of Ontario.

12. Updates to This Statement

This Privacy Statement will be updated periodically to reflect changes in legislation, technology, or organizational practices. This Privacy Statement is the most recent version that is issued by the City of Hamilton.

13. Inquiries

If you have any questions regarding the City of Hamilton’s Privacy Statement, you can contact the Privacy Office through the methods below.

Email: [email protected] 

Phone Number: 905-546-2489

By mail: Clerk Office, Hamilton City Hall
71 Main Street West
Hamilton, Ontario
L8P 4Y5

For more information about the Municipal Freedom of Information and Protection of Privacy Act, please visit the Ontario Information & Privacy Commission website at http://www.ipc.on.ca/

This Privacy Statement was last updated: September, 2025.