Public Appointments Privacy Statement
The City Clerk’s Office collects personal information from applicants for public appointment opportunities to determine eligibility and qualification for appointment. We also use the information to communicate with applicants about the appointments process.
If you refuse to provide some or all of the personal information requested, we may not be able to process your application for appointment.
If You Apply
If you apply for appointment to a City board:
- We will keep your information confidential unless you are recommended for appointment.
- We will store your personal information in a secure manner to prevent unauthorized access to it.
- We will limit access to your personal information to the following people:
- City officials whose duties include processing and reviewing applications
- Members of City Council and Council-appointed selection panels responsible for reviewing, interviewing and recommending candidates for appointments
We take applications on an on-going basis, whether there are vacancies or not, to establish pools of candidates for consideration.
We will keep you application as an active file for two years from the date you submit it. You can update the information at any time by contacting us.
If You Are Selected for an Interview
We conduct interviews as part of committee or panel meeting. These are committee meetings for the purposes of the City of Toronto Act and must be conducted in accordance with the law.
We keep lists of people interviewed confidential. We keep minutes of these meetings, but we keep personal information confidential.
In addition to selection committee members, your interview may be attended by City officials whose duties include the public appointments process. At least one City official will be present to perform the duties of the City Clerk in recording the proceedings of the meeting.
If You Are Recommended for Appointment
If a committee or panel recommends you for appointment to a City board, some of your personal information becomes public including your name and qualifications for appointment.
We will list your name and biography on the public agenda of City Council or other appointing body. We post agendas online at www.toronto.ca/council, so your name may be indexed by search engines like Google.
City Council has the final say on appointments unless it has delegated that to another body. City Council may choose to appoint you, not appoint you or substitute another candidate.
If You Are Appointed
If you are appointed to a City body, we will share your personal information with authorized representatives of that body so they can register you as a member and contact you. We require City boards to have their own policies for the management of personal information.
Your name will appear in the public minutes of the meeting at which you were appointed. We post minutes online at www.toronto.ca/council.
We will post the following information on the boards, committees and tribunals profile pages:
- Your name
- The start and end dates of your appointment
- Any remuneration or expenses paid to you
- A short biography stating your qualifications
Remuneration and Expenses are Public Information
Members of some bodies are entitled to remuneration or the reimbursement of approved expenses.
The City is required by law to publicly disclose on an annual basis the amounts paid to the City’s appointees. You can view remuneration reports on the City Council website:
Questions about the collection of personal information for public appointments can be directed to the Manager, Public Appointments, City Clerk’s Office.
Read the City of Toronto’s Privacy Statement for more information.