Guidelines for the release of assessment data
This page will provide information on the following:
- Management of information
- Protection of personal privacy
- Your access to information
- Government services
- Municipalities and third party services
- Property and sales information for 2016
Management of information
We manage data and information, including the collection, retention and release of all corporate data, primarily by the requirements for:
- The Assessment Act
- The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
- The Municipal Property Assessment Corporation Act
As well, other relevant legislation, regulations, binding agreements and decisions of the courts and regulatory authorities may affect how we manage information.
We manage the release of assessment data in a way that:
- Meets the needs of property taxpayers, municipalities and other stakeholders.
- Protects personal information of individuals, such as property owners and tenants.
- Respects the financial and proprietary interests of third parties, such as business owners.
- Preserves the proprietary interests of the corporation.
- Is the most cost-effective and efficient.
Protection of personal privacy
We do not release income and expense information, personal information, or any other data that would allow the identification of individuals, or certain corporate proprietary information, except as permitted or required by law, or ordered to do so by a Canadian court or tribunal. We are committed to the protection of privacy by managing the collection, use, disclosure, retention and disposal of personal information in a manner that complies with the requirements of all relevant legislation and regulations, including the Information and Privacy Commissioner/Ontario (IPC) and other tribunal/judicial rulings.
“Personal information” is defined by the MFIPPA as recorded information about an identifiable individual and includes, but is not limited to:
- telephone number
- marital or
- family status
- transactions involving the individual
We may release aggregate information in the form of demographic or research studies constructed from our data. These studies will neither identify individuals directly nor enable others to determine an individual’s identity.
Your access to information
Every property owner has the following rights:
- To know what information we have about their property.
- To access and receive the information from us.
- To our assistance to help them understand their assessment.
Property owners can access information about their property and other properties free of charge. Information can be requested through AboutMyProperty.
This information includes:
- the physical characteristics of a property
- its location
- its classification
- the assessed value and other related assessment information
All requests for property information must contain the:
- property’s assessment roll number
- property address
- owner name(s)
- mailing address
- telephone number, fax number (if applicable) and email address (if applicable)
The owner of a property or a person who has received or is entitled to receive a Property Assessment Notice may request information about their property.
- Lawyers and paralegals may request factual information about a property on behalf of a property owner or tenant that they have been engaged to represent.
- A Representative Authorization Form signed by the property owner/tenant may be submitted, but is not required.
- An individual who is not a lawyer may request factual information about a property on behalf of a property owner/tenant.
- Individuals acting on behalf of the property owner/tenant must submit a Representative Authorization Form signed by the property owner/tenant.
- A new Representative Authorization Form must be submitted for each assessment year.
Property owner representatives can be:
- an individual acting for a family member, friend or neighbour
- an individual acting for a non-profit organization
- a constituency assistant
- members of the following organizations:
- Human Resources Professionals Association of Ontario.
- Board of Canadian Registered Safety Professionals.
Members of these organizations are required to provide a membership number or a suitable identifier.
Information for tenants
Upon request, a tenant is also entitled to receive the information for a property, or the portion of a property, leased by the tenant. However, tenants are not entitled to any actual income and expense information for the property.
In order to verify your identity and your relationship to a specific property when you contact us, we will ask some standard questions:
- You will be asked for your name and answer two to three verification questions about yourself or your property.
- If you are not the property owner, you will need to verify your relationship to the property owner and confirm your authority to access information about the property.
- Employees of corporate properties will be asked to provide:
- their name
- owner/corporate name
- their affiliation to the corporation
- any additional questions needed to confirm their authority to access property information
- If you have contacted us by email, we review the message to ensure requirements of the Assessment Act and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) have been met.
Services for government
We provide a variety of products and services (including those required or permitted by legislation or regulation) to municipal, provincial and federal governments and their agencies. Depending on the product or service, we may charge a fee.
Services for municipalities and third parties
- Municipalities requesting information about a property they own have the same entitlements as any other property owner under the GRAD policy.
- Municipalities and third parties requesting information about properties they do not own are entitled to receive reports free of charge when the information is required for preparation related to an appeal filed with the Assessment Review Board by the municipality or a third party.
- Municipalities cannot obtain any actual income or expense data.
- Copies of all information provided to municipalities and third parties under this process are also forwarded to the respective property owner.
- When a request is not related to an assessment appeal, or when the request exceeds the entitlements listed above, additional processes apply and a fee(s) will be charged for the products.
- Third parties with large volume requests for information that are not appeal-related should contact our Business Development department by email at email@example.com, or through a Custom Data Request
- Municipal employees/officials with questions may contact their local Municipal and Stakeholder Relations representatives. Third party representatives should contact us directly.
Property and sales information for 2016 base year
Property and sales information for the 2016 base year is accessible through AboutMyProperty.
- AboutMyProperty has been designed for the purpose of increasing transparency by allowing you to compare you property with others in your neighbourhood.
- Using the property and comparative information available on AboutMyProperty, you should be able to determine whether or not you agree with our assessment of your property.
- If you decide to appeal or file a Request for Reconsideration (RfR) for your property assessment, you must do so by the deadline listed on your Property Assessment Notice. There are no extensions to this date for filing either an RfR or appeal.