Access Request for Information
The MHPS Office of the Police Information Coordinator works to ensure compliance with the Freedom of Information and Protection of Privacy Act, RSA 2000, Chapter F-25 (often referred to as the FOIP Act). The FOIP Act is a provincial Act that applies to all public bodies in the province of Alberta.
It establishes that members of the public should have:
- A right of access to records held by a public body, subject to limited and specific exceptions
- A right of access to one's own personal information held by a public body, subject to limited and specific exceptions
- A right to request the correction of one's own personal information held by a public body
- The protection of personal information held by a public body
- Independent review of a public body's decisions by the Office of the Information and Privacy Commissioner
This means anyone has a right to ask for any information held by MHPS, who must then collect responsive records and determine if you are entitled to receive them. MHPS also has a duty to protect any personal information we collect and any member of the public may request an independent review of MHPS' decisions related to the collection, use, and disclosure of that information.
An Access Request made under the FOIP Act provides a formal method for requesting records held by MHPS. It is intended to be an avenue of last resort, used when information is not available through other request procedures.
Making an Access Request
The process for making an Access Request under the FOIP Act will depend on whether you are wanting to make a request for:
- Personal Information
- General Information
- A Correction to Personal Information
In all cases, requests must be made in writing. While MHPS will accept any written request for records, it is recommended that the appropriate form for each type of request be used. This ensures that MHPS receives all the required information necessary to complete your request in the most effective, efficient manner and avoid any delays due to missing or unclear information.
Personal Information Requests
A Personal Request is a request for access to a record of your own personal information or the personal information of a person you are legally authorized to represent. Personal Information is generally defined as information that identifies a person or is about a person.
Please Note: MHPS will not release any personal information about your family, friends, neighbours, or associates without their written and signed authorization.
Expand the option below for specific instructions on submitting a personal information requests.
- Use the MHPS Access Request form or submit a complete written request to the MHPS Office of the Information Coordinator that includes:
- Your full name, date of birth, and address. Depending on the nature of your request, you may also wish to provide any other names you have previously used.
- Your contact details, including an email address.
- A clear description of the records you wish to obtain. Make your request as specific as possible, including a file number, date of incident, type of record, names of involved officers, etc. This will be essential to MHPS when identifying which records are responsive to your request.
- If your request is too broad or vague in description, a member of our team will be required to follow up with you, extending the timeframe for a response and delaying the processing of your request.
- If your request is too broad or vague in description, a member of our team will be required to follow up with you, extending the timeframe for a response and delaying the processing of your request.
- Arrange for proof of identification by showing or photocopying one (1) piece of valid government-issued photo ID. Examples include, but are not limited to:
- Driver's License or Identification Card
- Passport
- Permanent Residence Card
- Indian/Metis Status Card
- Submit your request using one of the following methods:
- In Person
- Attend the front counter in the main lobby of the Medicine Hat Police Service (884 2nd St SE) during regular business hours (Monday to Friday from 8:30am to 4:30pm. We are closed weekends and statutory holidays)
- Your ID will be verified during your visit so we can expedite the release of records electronically once prepared.
- By Mail
- Mail your completed package, along with all supporting documents and payment
to:
Medicine Hat Police Service
884 2nd St SE
Medicine Hat, AB T1A 8H2 - Mail your completed package, along with all supporting documents and payment
- By Email - only for personal information requests for which there is no fee associated
- Submit your request package to the Office of the Information Coordinator at police.info@mhps.ca.
- All supporting documents, including images of your photo ID, must be included with your submission to avoid delays in processing.
- In Person
Processing of your request will commence once all forms and supporting documents are received in good order and associated fees are paid in full.
- Use the MHPS Access Request form or submit a complete written request to the MHPS Office of the Information Coordinator that includes:
- Your full name, date of birth, and address.
- The full name of the person for whom you are requesting information, along with any other names they may have previously used on the records
- Your contact details, including an email address.
- A clear description of the records you wish to obtain. Make your request as specific as possible, including a file number, date of incident, type of record, names of involved officers, etc. This will be essential to MHPS when identifying which records are responsive to your request.
- If your request is too broad or vague in description, a member of our team will be required to follow up with you, extending the timeframe for a response and delaying the processing of your request.
- If your request is too broad or vague in description, a member of our team will be required to follow up with you, extending the timeframe for a response and delaying the processing of your request.
- Arrange for proof of identification by showing or photocopying one (1) piece of valid government-issued photo ID. Examples include, but are not limited to:
- Driver's License or Identification Card
- Passport
- Permanent Residence Card
- Indian/Metis Status Card
- Provide proof that you have the authority to act on behalf of the person you are requesting information about. The following examples may be helpful:
- Parents: Must provide proof of parentage documentation, including any active court or parenting orders, detailed description of records sought after AND an explanation of how disclosure is in the best interest of the child.
- If the child is considered a mature minor, their consent may also be requested
- Guardians/Trustees: Must provide legal appointment records, a detailed description of the records being sought, AND an explanation of how disclosure is related to the appointed guardian/trustee duties
- Parents: Must provide proof of parentage documentation, including any active court or parenting orders, detailed description of records sought after AND an explanation of how disclosure is in the best interest of the child.
-
- Accessing Records of a Deceased Person
- Next of Kin Requestor: You must provide documentation proving relationship to deceased AND an explanation for context as to why records are being requested.
- Administrator of Estate: You must submit a grant of probate or letters of administration proving authority to administer the estate, detailed description of records sought, AND an explanation of how disclosure is related to the administration of the estate.
- Accessing Records of a Deceased Person
-
- Other Appointed Representative
- You must provide a letter authorizing you to represent the person you are requesting information about. This must include the consent of the represented party and their signature. You can download our Authorization Form or you may wish to obtain one from a lawyer.
- You must provide a letter authorizing you to represent the person you are requesting information about. This must include the consent of the represented party and their signature. You can download our Authorization Form or you may wish to obtain one from a lawyer.
- Other Appointed Representative
- Submit your request using one of the following methods:
- In Person
- Attend the front counter in the main lobby of the Medicine Hat Police Service (884 2nd St SE) during regular business hours (Monday to Friday from 8:30am to 4:30pm. We are closed weekends and statutory holidays)
- Your ID will be verified during your visit so we can expedite the release of records electronically once prepared.
- By Mail
- Mail your completed package, along with all supporting documents and payment
to:
Office of the Information Coordinator
Medicine Hat Police Service
884 2nd St SE
Medicine Hat, AB T1A 8H2
- Mail your completed package, along with all supporting documents and payment
- In Person
-
- By Email - only for personal information requests for which there is no fee associated
- Submit your request package to the Office of the Information Coordinator at police.info@mhps.ca.
- All supporting documents, including images of your photo ID, must be included with your submission to avoid delays in processing.
- By Email - only for personal information requests for which there is no fee associated
Processing of your request will commence once all forms and supporting documents are received in good order and associated fees are paid in full.
General Information Requests
A General Information Request is a request for non-personal information. This includes information within MHPS occurrence reports that is not your own recorded personal information or that of someone you are authorized to represent. Requests for general information can also be topical in nature and relate to organizational operations that do not contain personal information, such as statistics or MHPS policy.
An initial fee of $25 is required when submitting a General Request and must be received before processing will begin.
- Use the MHPS Access Request form or submit a complete written request to the MHPS Office of the Information Coordinator that includes:
- Your full name, date of birth, and address.
- Your contact details, including an email address.
- A clear description of the records you wish to obtain. Make your request as specific as possible, including a file number, date of incident, type of record, names of involved officers, etc. This will be essential to MHPS when identifying which records are responsive to your request.
- If your request is too broad or vague in description, a member of our team will be required to follow up with you, extending the timeframe for a response and delaying the processing of your request
- If your request is too broad or vague in description, a member of our team will be required to follow up with you, extending the timeframe for a response and delaying the processing of your request
- Arrange for proof of identification by showing or photocopying one (1) piece of valid government-issued photo ID. Examples include, but are not limited to:
- Driver's License or Identification Card
- Passport
- Permanent Residence Card
- Indian/Metis Status Card
- Prepare payment
- An initial $25 fee is required for all general information requests.
- Any additional fees will provided to you ahead of processing in the form of a fee estimate.
- Payment Methods:
- In Person: MHPS accepts cash, cheque, or debit
- Mailed: Cheque or money order. MHPS does not advise sending cash in the mail.
*Make cheques and money orders payable to Medicine Hat Police Service
- Submit your request using one of the following methods:
- In Person
- Attend the front counter in the main lobby of the Medicine Hat Police Service (884 2nd St SE) during regular business hours (Monday to Friday from 8:30am to 4:30pm. We are closed weekends and statutory holidays)
- Your ID will be verified during your visit so we can expedite the release of records electronically once prepared.
- By Mail
- Mail your completed package, along with all supporting documents and payment
to:
Office of the Information Coordinator
Medicine Hat Police Service
884 2nd St SE
Medicine Hat, AB T1A 8H2
- Mail your completed package, along with all supporting documents and payment
- In Person
Correction of Personal Information Request
If you believe there is an error or omission in a record containing your personal information held by MHPS, you may request that we correct the information.
Please Note: This is not to be used in instances where you disagree with or wish to dispute police investigations concerning yourself, charges laid, or allegations made against you or by you.
- Use the MHPS Access Request form or submit a complete written request to the MHPS Office of the Information Coordinator that includes:
- Your full name, date of birth, and address.
- Your contact details, including an email and physical address.
- A clear description of the corrections you want to make.
- Specify what information on record that is currently incorrect and outline what the correct information should be.
- Specify what information on record that is currently incorrect and outline what the correct information should be.
- Arrange for proof of identification by showing or photocopying one (1) piece of valid government-issued photo ID. Examples include, but are not limited to:
- Driver's License or Identification Card
- Passport
- Permanent Residence Card
- Indian/Metis Status Card
- If you are requesting a correction on behalf of another person, you must provide proof that you are an authorized representative with the authority to act on behalf of that person.
- Submit your request using one of the following methods:
- In Person
- Attend the front counter in the main lobby of the Medicine Hat Police Service (884 2nd St SE) during regular business hours (Monday to Friday from 8:30am to 4:30pm. We are closed weekends and statutory holidays)
- In Person
- By Mail
- Mail your completed package, along with all supporting documents and payment
to:
Office of the Information Coordinator
Medicine Hat Police Service
884 2nd St SE
Medicine Hat, AB T1A 8H2
- Mail your completed package, along with all supporting documents and payment
Fee Information
All applicable fees are charged in accordance with Schedule 2 of the FOIP Act.
All fees must be paid before a request is processed.
- Personal Information Requests - Generally No Charge
- There is no fee for a Personal FOIP Request unless the cost of producing copies exceeds $10. In these cases, you will be notified of the fee
- General Information Requests - $25 for the initial application
- An initial $25 application fee is required before a General Request is processed
- Additional fees may be charged pursuant to Schedule 2 of the FOIP Act. In these cases, a Fee Estimate will be provided before processing begins
- If the total cost of processing the General FOIP Request is more than $150, an initial deposit of 50% will be required
- General Information Continuing Requests - $50 for the initial application
- An initial fee of $50 is required when requesting that the same request be processed repeatedly at pre-determined intervals over a period of up to two (2) years
- Applicants will be required to pay any additional costs as information becomes available
- Production of Multimedia - $65 per media file
Note: Multimedia is subject to the MHPS Routine Requests for Information procedure.- Audio media (does not include 911 files, make request to City of MH)
- Photos/Photobooks
- Video files
Costs are listed in Canadian dollars and include taxes and processing fees, when charged.
Accepted Forms of Payment
Requests made in-person: Cash, cheque, or debit
Requests made via mail: Cheque or money order
*All cheques or money orders must be made payable to "Medicine Hat Police Service"
Exceptions to Disclosure
The FOIP Act outlines a number of reasons access to information held by MHPS may be denied or only partially granted. This could appear as a redaction, severing the withheld information from the information being released, or may be otherwise removed from a release. All vetting will be explained to you in writing.
The following are some examples of exceptions:
- Ongoing Prosecution: These records are not within the scope of the FOIP Act and MHPS will not provide any records that relate to any criminal matter that is before the Courts at the time of the request.
- Third Party Personal Information: Someone else's personal information is considered "third party". MHPS will not release personal information about your family, friends, neighbours, or anyone else to you without their written authorization. MHPS will 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, as per section 12(2) of the FOIP Act.
- Ongoing or Unsolved Investigations: Information that could harm an ongoing or unsolved investigation, including Professional Standards investigations will not be released.
- Harm to Others: Information that could be used to harm a member of the public or members of the Medicine Hat Police Service.
- Information Obtained from Other Agencies: Any information that originated with or is held by another agency or public body must be requested from that agency directly. For example, requests for 911 records must be made to the City of Medicine Hat, medical records must be requested from Alberta Health Services, and information from incidents reported to the RCMP must be requested from the RCMP.
Please Note: This is not an exhaustive list. If you have questions, please email the Office of the Information Coordinator directly at police.info@mhps.ca.
Processing Times
Under the FOIP Act, we have up to thirty (30) calendar days to respond to your request and we may extend that time if the request is particularly complex or involves an extremely large number of records.
MHPS receives multiple requests for records every day. We recognize that each request is urgent to the applicant requesting it and it is for this reason that we will not expedite the disclosure process to accommodate individual needs, such as court appearances.
We strive to complete requests in the order in which they are received and as quickly as possible.
Resource Information
Click the following links to access additional information that may be helpful to you regarding Access Requests.
The Freedom of Information and Protection of Privacy Act
Office of the Information and Privacy Commissioner Website
FOIP Information from the Government of Alberta Website
MHPS Authorized Representative Consent Form (link to pdf)
Contact Us
Email: police.info@mhps.ca
Phone: 403-529-8400 select option #9 from the main menu and follow the prompts
Mailing Address:
Medicine Hat Police Service
884 2 St SE
Medicine Hat, AB T1A 8H2