The Freedom of Information and Protection of Privacy Act gives the public a right to access records held by the Regional District of Okanagan-Similkameen (RDOS) with limited exceptions while protecting personal privacy. The Act also regulates how the RDOS collects, uses and discloses personal information in fulfilling its statutory responsibilities and program operations.

Access to Regional District of Okanagan-Similkameen Records

Routine Requests

Most information such as agendas, minutes, bylaws, and policies are available on the RDOS website or upon request. Please contact the appropriate department for specific information.
If you have questions regarding the zoning or OCP designation for a particular property, please call the Planning Department at 250-490-4108.
If you have questions regarding the current status of a building permit or outstanding building infractions, please call the Building Inspection Department at 250-490-4205.

Comfort Letter vs Freedom of Information Requests

Unsure if the information you are seeking should be made as a Comfort Letter or a Freedom of Information request?
Comfort Letters provide information on land use items such as the current zoning and building permit records, and are most commonly requested by law firms or real estate agents wanting to know the current status of a property before the finalization of a property sale. Comfort letters are provided by the Planning Department. Click here for more information.
Copies of records or building permit plans will not be provided through a Comfort Letter and these should be made through a Freedom of Information (FOI) request to the Regional District (see below).

Formal Requests for Records

If the records you are seeking are not routinely available, a formal Freedom of Information (FOI) request must be submitted in writing in person, by mail, or by email to:

Corporate Officer/Freedom of Information Head
Regional District of Okanagan-Similkameen
101 Martin Street
Penticton, BC V2A 5J9
Email: foi@rdos.bc.ca 

You can use the FOI Request Form, but you are not required to use the form to make a formal request. 

Please make your request clear, specific, and concise to reduce processing times and possible fees. Indicate in your request, the date range for the records you are seeking and whether you would like to receive the records by email, regular mail, or pick-up.

The Act allows a maximum of 30 business days to respond to your request, except in specific cases where an extension may be necessary. Fees may be charged for the information requested. If payment is required, you will be provided an estimate before your request is processed.

Fees

Section 75 of the Act provides that the District may charge fees for the costs of providing applicants with records. Commercial applicants must pay the actual cost of providing the service. The charge for non-commercial applicants is $7.50 per quarter hour after the first three hours for locating, retrieving and preparing records for disclosure. Additional fees such as photocopying and shipping also apply.

If there are costs involved in processing a formal request, we will send you a fee estimate before processing your application. Applicants are encouraged to maintain open communication with the Corporate Officer to understand the application of the fee schedule.  

For a list of fees and charges please refer to Fees and Charges Bylaw. 

Request a review

The Act outlines exceptions to the information the RDOS can release. If you are unsatisfied with the response you have the right to request, in writing, a review to the Office of the Information and Privacy Commissioner:

Office of the Information and Privacy Commissioner
PO Box 9038 Stn. Prov. Govt.
Victoria, BC V8W 9A4
Fax: 250-387-1696

Additional info

Questions or concerns about the FOI process can be directed to:

Christy Malden
Corporate Officer/FOI Head
corporateofficer@rdos.bc.ca
250-490-4146

The Regional District of Okanagan-Similkameen respects an individual's right to have certain personal information protected. Personal information that is collected, accessed, used and stored from individuals including employees, citizens, service providers, and others, in accordance with FIPPA is protected by:

• Ensuring compliance with the Records Classification and Retention Schedule;
• Collecting the least amount of information required for business purposes;
• Obtaining consent from individuals (in writing) when collecting personal information for a prescribed purpose;
• Ensuring all information collected is accurate;
• Providing individuals with access to their information and opportunity to correct/update their information;
• Responsible use of information technology, including physical and technological security and access controls;
• Developing privacy management policies.

For further information, please refer to the Privacy Management Framework.

If you have a concern, or would like to update your personal information:

Please contact 250-492-0237 and discuss with the applicable department staff. 

Introduction

The Regional District of Okanagan-Similkameen (RDOS) is committed to protecting the privacy of people whose personal information is held by the government through responsible information management practices. Any personal information provided to the RDOS is collected, used and disclosed in accordance with the Freedom of Information and Protection of Privacy Act or other applicable legislation.

Protecting your personal information is an obligation the RDOS takes seriously. Practices have been designed to ensure compliance with the privacy provisions of the Freedom of Information and Protection of Privacy Act (British Columbia) (FIPPA). Any personal or proprietary information you provide to us through this website or other RDOS managed public engagement websites (https://rdosregionalconnections.ca), the purpose of which is to provide feedback or other pertinent information to the RDOS, is collected, used and disclosed in accordance with FIPPA.

Questions about the collection, use or disclosure of this personal information can be directed to:
Corporate Officer/Deputy CAO
Regional District of Okanagan-Similkameen
101 Martin Street
Penticton, BC
250-492-0237
Email: corporateofficer@rdos.bc.ca

What is personal information?

Personal information is recorded information about an identifiable individual. Personal information includes such things as an individual's name, address, birth date, e-mail address and phone number.

What kind of information is being collected?

If you visit the RDOS website to browse, read pages, or download information, certain information is gathered and stored about the visit. The following information is automatically collected and stored:

•  The Internet Protocol Address and domain name used. The Internet Protocol address is a numerical identifier assigned either to your Internet service provider or directly to your computer. This address can be translated to determine the domain name of your service provider (e.g. rdos.bc.ca, xcompany.com or yourschool.edu);

•  The type of browser and operating system;

•  The date and time of the visit; and

•  The web pages or services accessed.

Information collected automatically is used for purposes such as assessing system performance, improving web services and website management. The RDOS does not use this data to determine your identity unless required to do so as part of an internal investigation or other law enforcement purpose.

Information collected directly from you

Personal information collected, used, disclosed and retained by the RDOS website is done so under the authority of the Freedom of Information and Protection of Privacy Act or other relevant legislation. Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected or for a use consistent with that purpose unless you expressly consent otherwise. The RDOS does not disclose your information to other public bodies or individuals except as authorized by the FIPPA.

The RDOS does not collect personal information about you unless you voluntarily provide it to use specific online services. However, if you choose not to provide the information required for online services you may still be able to access regional district services by traditional methods such as personal contact, fax or mail. Your decision not to participate in electronic service delivery activities will not impair your ability to browse the website or read or download any information provided on the site.

What safeguards are in place?

The RDOS is obligated to protect your personal information by making reasonable security arrangements against such risks as unauthorized access, collection, use, disclosure or disposal. Security measures have been integrated into the design, implementation and day-to-day operating practices as part of the Regional District’s continuing commitment to the protection of the personal information it holds.

How long is information retained?

The length of retention will vary in relation to the nature of the service. If the RDOS uses your personal information to make a decision that directly affects you, it must retain that information for at least one year so that you have a reasonable opportunity to obtain access to it. Information collected or created by the RDOS is maintained in accordance with the Local Government Management Association Records Retention Schedule and other legislative requirements.

Click here to view the RDOS Records Management Policy. 

How can I access and correct information I submit to a website?

You can review any personal information collected about you by submitting a Freedom of Information request. You may request changes or annotate your personal information if you believe it to be inaccurate by submitting a written request describing the error.

Links to other sites

Visitors should be aware that the RDOS websites may include links to websites operated by other government agencies, non-profit organizations and private businesses. When you link to another site, this privacy statement will not apply, however, you may be subject to the privacy provisions of that new site, if one exists. The RDOS is not responsible for the privacy practices or content of external websites.

Cookies

A cookie is a small file stored on your computer by your web browser when using some internet sites. Cookies can also store personal information such as your name, e-mail address, home or work address, or telephone number. Persistent cookies can use this type of personal information to identify you whenever you access a website. Sessional cookies are used to help you move around our website and do not store personal information. Sessional cookies are valid only during the time you are using the website.

The RDOS does not use persistent cookies (which may store personal information) but may use sessional cookies (which do not store personal information).

Who to contact for more information about this privacy statement

Any questions regarding this privacy statement, or for general information regarding FIPPA, can be directed to the Legislative Services Department.

If you have a complaint or concern about your personal information, please contact the Legislative Services Department. If your complaint is not resolved to your satisfaction the FOIPP Act provides a mechanism for independent review by contacting the Information and Privacy Commissioner.

Office of the Information and Privacy Commissioner