The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) outlines conditions under which municipal organizations such as the City must provide notice to an individual whose personal information will be collected. There are some circumstances under which no notice is required. CIMS' Information Collection staff deliver a Forms Consultation service that includes helping to determine whether a Notice is required.
The component sentences of a Notice of Collection are mandated in MFIPPA. The Notice must inform the individual of the:
The legal authority for the collection.
The principal purpose(s) for which the personal information is intended to be used.
The title and contact information of an officer or employee who can answer the individual's questions about the collection.
Example of a Notice of Collection
Environment and Climate collects personal information on this form under the legal authority of Toronto City Council Item 2023.IE3.3, as confirmed by the City of Toronto By-law 482-2023. The information is used to administer the SolarTO program. Questions about this collection can be directed to the Program Manager, Environment and Climate, 65 Front Street West, Toronto, Ontario, M5J 1E3 or by telephone at 416-804-6753.
When a Notice of Collection is determined to be required, CIMS staff provide guidance to clients to support work to draft the wording of the Notice.
The Notice must be presented separately from a Terms of Use.
The Notice should be presented before collecting information
The recommended location for the Notice is to place it at the top of the first page of the digital form.
The Notice is displayed, but is not consented to – there is not a checkbox to acknowledge the Notice
The Notice only applies when personal information is collected. It does not apply to business information or to personal health information collected by a Health Information Custodian. For more information, view this What you need to know when Collecting Personal Information Facts Sheet.
See Design Notes for other Statements for how to display other information.
Final Design is still TBD |
Notice of Collection is presented in a panel in between the form title and form.
Single page form: top of page
Multi-page form: top of the first page only
Panel title: Notice of Collection
Only the Notice of Collection is to appear in the panel, no other information or checkbox.
If there is no Notice of Collection, this panel does not appear.
Notice of Collection is presented in between the form title and form.
Single page form: top of page
Multi-page form: top of the first page only
If there is other text about the form submission, it can appear above the Notice in regular paragraph font.
Text is style <small>
Title: Notice of Collection
There is no checkbox for the Notice.
If there is no Notice of Collection, this text does not appear.
If a statement is included that is NOT a Notice of Collection, if should be distinct in style from a Notice of Collection
Do not include Notice of Collection in the title. There may be no title, or “Information” or “Note” for example
Text should be displayed as regular paragraph text.
(Sara to include an image)