Preface

The Town of Milestone (referred to as “the Town”) is committed to maintaining the confidentiality, security, and privacy of individuals’ personal information. Our Privacy Policy is designed to inform employees, property owners, and third parties of the Town’s commitment and obligation to comply with The Local Authority Freedom of Information and Protection of Privacy Act (LAFOIP).

Personal Information Protection Principles

Accountability

The Town is responsible for protecting all personal information within its possession or control, including any personal information transferred to a third party for regulatory, legal, or processing purposes. The Town will require equal protection of this information from its third-party relations.

Collection of Personal Information

The Town collects and retains personal information for the following purposes:

• To process your requests for services or further information
• To communicate with you regarding services that you have requested
• To identify you if you have a query or concern about the service that you have requested
• To meet legal and regulatory requirements

Limiting Use and Disclosure

The Town does not use or retain personal information for any secondary purposes unless we notify you and obtain your permission first. We will not sell, share, rent, or otherwise disclose your personal information to any organization or individual outside the Town without your consent. Exceptions to this policy of non-disclosure include:

• Companies contracted to process your requests
• Law enforcement purposes

Accuracy

The Town will ensure that all personal information is as accurate and complete as possible.

Safeguards

The Town will employ appropriate safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. Safeguards include physical, organizational, and technological measures such as locked filing cabinets, restricted access to offices, security clearances, limiting access on a “need to know” basis, and the use of passwords and encryption. Procedures for implementing these measures will be communicated to all employees and third parties to ensure compliance with this principle.

Release of Information

The Town Administration Office occasionally receives requests to release and supply information to Realtors, Lawyers, Appraisers, Property Owners, Accountants, and other interested parties. This procedure addresses the parameters for the release of such information. The Freedom of Information and Protection of Privacy Act (FOIPP) must always be adhered to.

Procedure for Releasing Information:

1. Requests from property owners for property tax information and copies of property tax statements will be provided at a cost set by the council’s resolution.
2. Requests for property tax information from realtors, lawyers, appraisers, and accountants will be provided within the parameters of FOIPP and at a cost set by the council’s resolution.
3. Requests for copies of property tax statements from realtors, lawyers, appraisers, and accountants will not be provided without written authorization from the property owner. They will be subject to a cost set by the council’s resolution.
4. Requests for information regarding properties will only be released over the telephone where the information is required to complete a sale of that property. In all other circumstances, the property owner must produce the original tax notice or request a copy at the Municipal Office at a cost set by the council’s resolution.

Individual’s Access to Personal Information

An individual whose personal information is contained in a record under the Town’s control has the right to:

1. Apply for access to the record; and
2. Provide sufficient proof of identity to gain access to the record.

The Administration may refuse to disclose personal information that is evaluative or opinion material compiled solely to determine the individual’s suitability, eligibility, or qualifications for employment, contracts, or other benefits where the information is provided explicitly or implicitly in confidence.

An individual granted access to a record containing their personal information is entitled to:

1. Request correction of the personal information if they believe there is an error or omission; or
2. Require a notation that a correction was requested but not made.

Within 30 days of a request to correct personal information, the Administration shall advise the individual in writing whether the correction has been made or a notation has been added.

Challenging Compliance

Any interested party may contact the Town directly to challenge its compliance with this Privacy Policy. The Town has policies and procedures to receive, investigate, and respond to individuals’ complaints and questions.