Access to Information Requests

Please download the Access to Information Request form here.

The Local Authority Freedom of Information and Protection of Privacy Act (LA FOIP) is a provincial Act that applies to various public bodies in Saskatchewan, including municipal police. LA FOIP provides for a right of access to records in the possession or control of the Estevan Police Service (EPS), subject to limited and specific exceptions.

Submitting an Access to Information Request

All access to information requests must be submitted in writing.

When submitting a request, you must provide:

• Your name
• Current address
• A telephone number or email address where you can be reached during the day, and
  A $20.00 access fee.

If you are requesting your personal information, you must also supply your date of birth. All personal information requests must be picked up in person, with the exception of those living outside of Estevan.

In order to more quickly and accurately process your request, we ask that you provide as much detail as possible about the records you are requesting. This would include dates, timeframes, locations, occurrence number(s), names of involved parties, etc. If your request is unclear you will be contacted by the Access and Privacy Coordinator to clarify your request.

Access to Information Request Form

Requests can be submitted in person at EPS or by letter.

Submissions by letter must be sent to:

Access and Privacy Coordinator
Estevan Police Service
301-11th Ave.
Estevan, Sask S4A 1C7

Identity Verification

If you request personal information about yourself, we will need to verify your identity to ensure we are giving access to the right person. You will be asked to produce government issued photo identification such as a driver’s license or passport. This must be done when picking up the response to your request. If an individual other than yourself is picking up the response to your request, you must notify the Access and Privacy Coordinator in writing beforehand.

Disclosure

Personal information may be disclosed with the consent of the individual or when consistent with collection purposes.

LA FOIP provides for disclosure of personal information without consent in limited circumstances such as (but not limited to):

• By subpoena or warrant;
• Court disclosure;
• To protect the mental or physical health or safety of an individual;
• To assist in the provision of services to the individual; or
• To comply with an Act or regulation, etc.

Exceptions to Disclosure

While LA FOIP provides a process to access records, it also protects the privacy of individuals and contains a number of exemptions to disclosure. Some instances in which the EPS may not release records are if the records relate to:

• Information that could harm an ongoing or unsolved investigation, including
  investigations by our Professional Standards Branch.
• Someone else’s personal information. The EPS will not release information about you to your relatives, friends, neighbors or anyone else without written consent. The EPS reserves the right to neither confirm nor deny the existence of information that relates to someone else if the request is specifically for information about another person or persons.
• Information that could be used to harm members of the EPS or the public.
• Third party information.
• Requests for information, not records. LA FOIP allows for access to records, not information. The EPS is not obliged to compile information if it does not exist as a record.

Fees

A $20 application fee is payable at the time the Access to Information request is made. In addition, the EPS may charge fees to cover the cost of processing your Access to Information request. For charges over $100, a fee estimate will be provided before the processing of your request. The EPS may request a deposit of 50% of the fee estimate before proceeding with the request; the other 50% is payable when the request is completed. The Access and Privacy Coordinator will contact you prior to the request being processed to ensure you accept the fee estimate.

Fees are charged in accordance with section 5 of The Local Authority Freedom of Information and Protection of Privacy Regulations. Cash payment can be made at EPS.

If all of the requested information is not provided to you the EPS will advise of the sections of LA FOIP on which the refusal of information is based.

How Long Does it Take to Process an Access to Information Request?

LA FOIP provides public bodies up to 30 days to respond to an Access to Information Request. The EPS may extend that time an additional 30 days if the request is particularly complex or involves a large number of records. We receive requests every day and cannot speed up the disclosure process for circumstances such as an upcoming court date.

Requests for Correction to Personal Information

An individual who believes there is an error or omission in a record containing their personal information in the possession or control of the EPS may request that the EPS correct the information. You may make a request for correction by sending a copy of the Correction of Personal Information Form or a letter to the EPS Access and Privacy Coordinator. There is no fee to make a request for correction to your personal information.

Please download the Correction to Personal Information form here

What Types of Requests are Not Processed under Access to Information?

• Request for a police information check (security clearance/criminal records): Media requests:
• Members of the media have the right to request information through the Access to Information process; however these inquiries can often be best facilitated through the Deputy Chief. Media inquiries may be directed to (306) 634-1517.
• Insurance claims: Insurance organizations may request information relating to a claim to the Access and Privacy Coordinator outside of the Access to Information process. A $25.00 fee still applies and can be made out to the Estevan Police Service.

Appealing a Decision

If you are dissatisfied with the response to your request, you have the right to request a review from the Saskatchewan Information and Privacy Commissioner. Please visit their website at www.oipc.sk.ca for more information.

Breach of Privacy Complaint

If you feel that your privacy has been breached by a member of the EPS, please contact the Access and Privacy Coordinator in writing to make a complaint. Please include information such as the time, date, and circumstances surrounding the alleged breach.

Contact Information
Access and Privacy Coordinator
Estevan Police Service
301-11th Ave.
Estevan, Sask S4A 1C7
TEL: (306) 634-4767