Access to Information

Making a Request for Records

Requests for records must be in in writing, clearly identifying the records you are requesting and indicating whether you wish to examine the original or receive a copy. It is recommended that applicants complete and submit to the VSA a Request for Access to Records Form, available here. A request may be made orally if your ability to read or write English is limited or if there is a physical disability interfering with making a written request.

Requests may be submitted electronically to the VSA’s Privacy Officer at privacy@vsabc.ca or by mail to:

Vehicle Sales Authority of BC
280 – 8029 199^th Street
Langley, BC, V2Y 0E2
Attention:  Privacy Officer

Fees

Requests for records are subject to a $10 application fee.  In addition, the VSA may charge additional fees as follows:

• for locating and retrieving a record ($7.50 per ¼ hour after the first 3 hours);
• for producing a record manually ($7.50 per ¼ hour);
• for preparing a record for disclosure and handling a record ($7.50 per ¼ hour); and
• for shipping copies of records (actual costs of shipping method chosen by applicant).

These fees are set by FOIPPA and do not apply to a request for records that includes one’s own personal information.  The Application Fee and any other fees must be received by the VSA prior to a search for records commencing.

Applicants may request that the VSA waive one or more of the fees set out above by making a request in writing.  Factors that the VSA will consider include financial hardship, whether the applicant belongs to a vulnerable population, public interest, a transfer of the request to another public body and administrative error.

Search for Records

Once a request for records is received at the VSA, it is acknowledged in writing and given to the VSA Privacy Officer. The request is then reviewed for completeness. If it is not complete, you will be contacted for clarification. Once the scope of the request is clarified and confirmed, the Privacy Officer and any additional staff members will then search for any responsive electronic and hard copy documents that are in the VSA’s custody or control. 

Disclosure of Records

Where records are located that are responsive to a request, they are reviewed to determine whether they are able to be disclosed. Any information that cannot be disclosed will either be redacted from the record before disclosing or the record may be withheld in its entirety.  Where a record is redacted or withheld, the requestor will be told why and the appropriate provision of FOIPPA will be cited.  Records are typically disclosed in electronic format.   Alternatively, the records may be disclosed on a CD-ROM. If you request to examine the original records, this must be completed at the VSA office during normal business hours.  The FOIPPA provides that disclosure must be made within 30 business days although this may be extended by an additional 30 business days in certain circumstances.

Receipt of Records by the Requestor

Once the records have been disclosed and received by the requestor, the requestor has the right if they disagree with the disclosure, to request a review by the Office of the Information and Privacy Commissioner of BC (www.oipc.bc.ca) , pursuant to section 53 or 63 of FOIPPA.

If you have any questions, please contact VSA Consumer Services.

NOTE: This is to provide general information and is not intended to be legal advice.