Freedom of information
We will provide access to information about our activities, unless there is a good reason for us not providing it. Disclosure of information should be the default.
Requests for information under FOI must be made in writing. This could be a letter or email. Requests can also be made via the web or using social media. We will not accept requests made verbally.
A request must include the requester’s real name and an address for correspondence. This need not be the person’s residential or work address – it can be any address at which the person can be contacted, including a postal address or email address.
To be valid, the request must describe the information requested. If we are unable to answer the request because it is unclear or ambiguous, we will contact the requester at the earliest opportunity to seek clarification. We will stop the clock whilst clarification is sought.
A person requesting the information does not need to give a reason for wanting the information, however, we must justify refusing them information.
We will:
- treat all requests for information equally
- treat any information we release under FOI as if it were being released to the world at large
- always respond in writing, and we will tell the requester whether we hold any information
- make that information available, unless an exemption applies
We will normally respond to a request within 20 working days of receipt. However, we may extend the 20 working day limit up to a ‘reasonable’ time if we need more time to determine whether or not the balance of the public interest lies in maintaining an exemption; or we need more time to consider whether it would be in the public interest to confirm or deny whether you hold the information.
We do not initially charge for making an FOI request, however, we may charge an appropriate fee for complying with some requests for information.
We will supply a detailed breakdown and explanation of charges to the requester.
Refusing a request
We will consider refusing a request for information if:
- it would cost too much or take too much staff time to deal with the request
- the request is vexatious, repeated, manifestly unfounded or excessive
- the request meets an exemption under FOI and/or EIR or UK GDPR
We may also refuse to confirm or deny whether we hold information where the law allows.
We may seek legal advice where appropriate before refusing a request.
We will ensure that our grounds for refusal are robust, and justification may be provided should the refusal be challenged.
A written refusal notice will be issued to the requester if we:
- refuse to say whether we hold information at all; or
- confirm that information is held but refuse to release it.
A refusal notice will include, where appropriate, a clear explanation of the exemption relied upon to withhold information from disclosure and explain the requesters' options to challenge that decision.