Key Policies

1 Purpose

1.1 Under the Freedom of Information Act 2000 (FOIA), Bracebridge Heath Parish Council

(the Council) has a duty to adopt and maintain a publication scheme describing:

• the classes of information it publishes;
• how and where such information is published (e.g. website, paper copy, etc.);
• whether or not a charge is made for such information.

1.2 The Council has adopted the model scheme attached at Appendix 1.

1.3 Under the Freedom of Information Act 2000, Bracebridge Heath Parish Council has two main responsibilities – to produce a Publication Scheme and to deal with individual requests for information.

1.4 The purpose of the publication scheme is to let everyone know what information will be automatically or routinely published and to ensure that a significant amount of information is available to the public, without the need for a specific request to be made.

2 Scope

2.1 This policy is concerned with information which can be accessed under the Freedom of Information Act 2000.

2.2 This policy does not cover the procedures relating to the access to personal information.

3 Responsibilities & review

3.1 The clerk to council is responsible for dealing with requests made under the Act, maintaining a disclosure log and keeping the council informed of any requests made.

3.2 The Finance and Policy committee is responsible for the review of this policy on a biennial basis or in response to changes in relevant legislation.

4 Related legislation, policies & guidance

4.1 This policy is not a substitute for legislation, regulations and codes of practice but defines how the Council will apply the relevant legislation. Related legislation, policies and guidance is listed below:

• Freedom of Information Act 2000
• General Data Protection Regulations (GDPR) 2018

Bracebridge Heath Parish Council internal documents:

• Document Retention Policy

5 The publication scheme

5.1 In accordance with the Freedom of Information Act 2000, Bracebridge Heath Parish Council has a publication scheme. The publication scheme commits Council to make information available to the public as part of its normal business activities.

5.2 Wherever possible Council will provide information through its website. Where information is only available in a non-electronic form or when an individual does not wish to access information electronically, the information may be requested in another format. Council has a duty to provide the information in an intelligible format and will try to meet specific requests where possible. Council acknowledges the need to ensure information is accessible to everyone including those with a recognised disability. In these circumstances, Council will endeavour to provide information in a suitable format.

5.3 Some information may only be available to view in person at Council’s premises. In these circumstances an appointment to view the information will be arranged within a reasonable timescale.

5.4 Council will ensure that members of the public are aware of the information that is made readily available to them, provide details of how this information can be accessed and any charges which may be applicable. These details are available in the the publication scheme which can be found in the appendix of this policy and on the Council’s website.

6 Requesting information not found in the publication scheme

6.1 The Freedom of Information Act 2000 gives the public the right to access information held by councils and other public bodies. The Act also explains what is expected of councils and the types of information that needs to be made available.

7 Making a Freedom of Information request

7.1 Freedom of Information requests need to be made in writing (by letter or email) to the clerk who is responsible for responding to requests.

7.2 When making a Freedom of Information request, the following information must be included:

• name;
• contact details;
• a detailed description of the recorded information required.

7.3 When requesting information, the enquirer does not have to mention the Freedom of Information Act, nor the reasons why the information is sought.

7.4 Most Freedom of Information requests will be free of charge. However, there may be a small charge for photocopies or postage. Council will notify the enquirer in advance if there are any charges associated with the request.

7.5 Bracebridge Heath Parish Council will respond to all Freedom of Information requests within 20 working days.

8 Exemptions

8.1 Anyone making a request to a public authority for information must be informed whether the public authority holds that information and supplied with it. Some information does not have to be revealed, such as personal information or commercially sensitive data. You can view a full list of these exemptions on the Information Commissioner’s Office website – www.ico.org.uk.

8.2 Bracebridge Heath Parish Council can refuse a Freedom of Information request if it will cost more than £450 to respond to.

8.3 Council may also ask for the request to be more specific in order for the information to be provided.

8.4 If Council refuses to provide the information requested, the enquirer can ask them to review their decision. If the enquirer is still not satisfied with the response received, they are advised to contact the Information Commissioner’s Office.

9 Version control and amendment history

Schedule of charges

All documents listed as being available on the website are accessible free of charge. Documents required in hard copy may be inspected by appointment at the Community Library. Information that can be photocopied without breaching copyright laws can be copied using the photocopier in the library at the charges shown below.

Any photocopies sent by post will be subject to the actual cost of postage and packaging.

Contact details:

Mrs S Knowles – Clerk to Council

Bracebridge Heath Parish Council

Bracebridge Heath Community Library

London Road

Bracebridge Heath

LN4 2LA

clerk@bracebridgeheath-pc.gov.uk

07899 888530