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Freedom of Information Requests

Should you wish to request information under the Municipal Freedom of Information and Protection of Privacy Act, you must do so by submitting written request.

Click on form name for link to FOI Request Form Fillable

Please send or drop off requests at:

Port Hope Police Service
55 Fox Road
Port Hope, Ontario
P.O. Box 111, L1A 3V5

In your request please include:

  • Full name
  • Full address
  • Date of birth
  • Telephone number
  • Identify the specific record(s) you request or,
  • Provide enough detail for an employed to identify the record(s)

Please note there is a legislated fee schedule for processing access requests which include photocopying, searching and preparing the record(s).

Information available through the Report Request Procedure is not subject to the Municipal Freedom of Information and Protection of Privacy Act.

Requests for copies of records that already exist within the files of this police service may be made through the Information and Privacy Unit. All requests made through this unit are responded to in accordance with the Municipal Freedom of Information and Protection of Privacy Act. 

In order to make a request, please attend the Port Hope Police Service, 55 Fox Road, Port Hope, Ontario and complete a Request Form for Access to Information. Our hours are Monday to Friday 8:30 a.m. to 6:00 p.m. You will be required to pay the legislated $5.00 application fee at the time of filling out the request. Acceptable forms of payment are by cash, cheque, money order/bank draft or debit.

You may also make your request in writing and mail it to the attention of the Information and Privacy Coordinator at the above address. When mailing your request, please be sure to include a cheque or money order/bank draft, payable to the Municipality of Port Hope. It is also important to include your address and a telephone number where you may be reached should your request need to be clarified.

A Directory of Records held by the Port Hope Police Service is available at the front counter for your perusal.   

If your request is for personal information, it may be subject to 20¢ per page photocopying charges above the $5.00 application fee.

If your request is for general information, it may be subject to $30.00 per hour search time, $30.00 per hour preparation time and 20¢ per page photocopying charges above the $5.00 application fee. Please note that you will be advised of any other charges that may also apply to your request.

A decision on access to the requested information is normally made within thirty days of receiving your request, unless your request involves a search through a large number of records and/or individuals outside this institution need to be contacted.  

If you have any questions regarding making a request under the Municipal Freedom of Information and Protection of Privacy Act, please contact the Information Coordinator at (905) 885-8123.

Fingerprint and Photo Destruction

An application can be made to have fingerprints and photographs destroyed. The requestor must complete a Request for Destruction of Fingerprints and Photographs form available at the front counter at 55 Fox Road. The following conditions must apply before an application can be made:

  1. A Peace Bond must have expired before applying for the destruction of fingerprints and photographs.
  2. The applicant cannot have pending charges against him or her.
  3. The applicant cannot have a criminal record.
  4. All charges against the applicant have been withdrawn.

Records to be destroyed are limited to fingerprints and photographs and do NOT include incident/arrest reports on file with the Port Hope Police Service. The destruction of fingerprints and photographs does not impact on any information included on a Background Check. The timely destruction of fingerprints and photographs are subject to the operational and administrative needs of the Service.


-Have no criminal records (first time offender), -Have NOT previously applied for a destruction of fingerprints and photograph, including applications that are currently being processed, appealed and/or granted.

-Have NOT been investigated in relation to a police matter, AND -If the charge subject to this request does NOT involve, but is not limited to, offences involving Sex, Drugs, Violence or Weapons. If you meet the above requirements, you may have your fingerprints and photograph destroyed if the following time frame has elapsed: STAYED CHARGES

-At least one (1) year has elapsed from the date the stay was imposed (applies to judicial and prosecutorial stays)


-After one (1) year from the date of the disposition. CONDITIONAL DISCHARGE

-After three (3) years from the date of completion of sentence. ACQUITTAL

Other than by reason of a verdict of not criminally responsible on account of mental disorder) after two (2) months after the expiration of the time allowed for the taking of an appeal or when an appeal is taken, three (3) months after all appeal proceedings have been completed.


- Other than by acquittal

-Thirty (30) days (appeal period) from disposition date. WITHDRAWN-PEACE BOND - Upon expiry of the bond, normally one (1) year from disposition date. WITHDRAWN-DIVERSION

- After two (2) years from the date of Diversion. Notwithstanding any provision of this procedure, the destruction of fingerprints and photographs will be undertaken at the sole discretion of the Port Hope Police Service and no provision of this policy shall create any private right to compel or require such destruction. You will receive a letter in the mail notifying you of the decision of your application within 60 days of your application date. Please be advised that if your application is approved it takes approximately 6 to 9 months from the approval date for the destruction of your fingerprints and photographs to be completed.

RECONSIDERATION PROCESS If you are denied destruction of your fingerprints and photograph, you may appeal the decision.  The Appeal Committee shall consist of three panel members: the Chief of Police (or designate), the Sergeant in charge of the Identification Section (or designate), and the Information and Privacy Coordinator (or designate). The Committee shall meet and review the application and apply this procedure to render a decision to confirm, vary or overturn the decision. To commence the appeal process, make a written submission to the attention of the Chief of Police.

Submissions must be in writing and include supporting documentation (i.e. court transcripts, correspondence from solicitor) Please be advised that if you are granted a Fingerprint and Photograph Appeal, this does not affect any charges that may be listed on any background check. For information on obtaining a background check appeal, see Reconsideration Process

Miscellaneous Fees


-Employment, Passports, Pardons:  $28.25

-Vulnerable Sector comparison:  No charge

 Insurance Companies:

-Collision Investigator's Report: $339.00

-Police Report:  $45.20

-Video Statements: $28.25    

-Witness Statements/Photos/Officer's Notebook Pages: Submit an FOI request and $5.00

 Local Records Check:

-For Pardon Applicants: $27.00  

 ($33.00 for residents outside of Northumberland County)