What information must we provide to people when we refuse their access request?

Service providers are required to give written notice when refusing all or part of an access request. How you do so will depend on your reasons for refusing access.

For example, when you are denying access because a legal privilege applies, or because a court order or other law prevents the record’s release, you must specifically reference these exceptions as your reason for denying access. Your written notice must tell the requester about their right to file a complaint with the IPC within six months.

You are not required to explain or justify to the requester why a certain access exception applies. However, if they make a complaint to the IPC, you may then be required to provide evidence and reasoning for why you relied on that exception.

For template letters giving notice of a refusal of access, see our guide to providing access to personal information under the CYFSA.