Access to Information

Informal Access Requests

Some records held by the Town of Aylmer can be accessed by the public without needing to submit a formal access request.

For example, requests for your own property file are usually considered routine access. In most cases, there is no cost unless the file is large or requires a significant amount of staff time to locate and review. If there is any information from previous property owners, it will be removed before the records are shared.

When a request is made, it is reviewed to determine the best way to provide the information and whether a formal request is needed. All requests, whether formal or informal, must follow the rules under MFIPPA.

Property Surveys

While some municipalities may have property surveys on file, the Town of Aylmer does not.

Property records can be searched, viewed, and downloaded through the Ontario Land Registry system. Please note that land registration records can be complex. The Town cannot search records for you, provide legal advice, or interpret the information contained in property records.

If you need help understanding or using these records, you may wish to contact a professional such as a lawyer, title searcher, or land surveyor. If a survey is not available through the Ontario Land Registry for your property, you may need to hire a surveyor to complete one.

Request a Record

MFIPPA requires the Town of Aylmer to keep an up-to-date list of its Personal Information Banks and make it available to the public.

A Personal Information Bank is a collection of personal information that is stored and organized so it can be found and used. This information may be linked to a specific person, such as by name or an ID number, or grouped together to support a program or service.

Each Personal Information Bank includes details such as its name and location, the legal reason it is collected, the types of personal information it contains, how the information is used, who uses it, who the information belongs to, and how long it is kept before it is securely destroyed.

View Personal Information Bank Index

Before submitting a formal request, the Town of Aylmer encourages you to reach out to the Clerk who may be able to provide the records through routine disclosure.

If a formal Freedom of Information request is needed, please complete the Freedom of Information Request form. There is a $5.00 application fee required for formal Freedom of Information Requests.

Once we receive your request and the application fee, we will contact you within 30 days and follow all processes under MFIPPA. Please note, there may be additional fees to process your request. If we expect processing fees to be more than $25, we will provide you an estimate and you may choose to continue with your request, withdraw your request or modify your request to reduce costs.

Submit a Freedom of Information Request

Aylmer Fire Department will provide certain reports or letters upon request.

• Fire Investigation Report: requested after a fire has occurred and includes findings from fire investigators. Insurance companies typically request this report when assessing claims.
• Fire Incident Report Letter: a copy of the Aylmer Fire Department’s report detailing its emergency response. The courts typically request this report when dealing with legal matters related to an emergency.
• Property File Search Request: a file search for any outstanding Ontario Fire Code violations against the property. Real estate lawyers typically request this when dealing with the purchase/sale of a property.

If the request is made by someone other than the owner, written authorization from the current owner giving the Aylmer Fire Department permission to prepare the report or letter is required.

Fire Incident Reports and Fire Property Search requests have an application fee. Please refer to the User Fee By-Law for current rates.