Dealing with your request
When you ask us for information please include your name and an address (this can be an email, postal or social media address) and to help us quickly find the information you need, please:
- keep your requests simple and focused on exactly what you want to know
- ask for specific information or documents or give us a description of the information you want
- tell us if your request relates to a specific time or place
- tell us whether you want any data in calendar years or financial years
This will help us understand your request and respond to you promptly.
You can also read the Information Commissioner's Office (ICO) "How to write an effective request for information" guide.
We'll deal with your requests under the Freedom of Information Act 2000 (FOI). If you're asking for environmental information, we'll consider this under the Environmental Information Regulations 2004 (EIR).
We might ask you for clarification if we're not sure what you're looking for.
If we do hold the information, we'll provide it unless we think it should be withheld for reasons covered by the exemptions or exceptions in the legislation. We'll always provide as much information as possible, but there are rules that allow us to withhold certain types of information.
For example; if providing the information would include someone else's information or, if the information you have asked for may cause a specific type of harm, for instance;
- endangering health and safety
- prejudicing law enforcement
- prejudicing someone's commercial interests
If we are unable to provide any information we'll explain why. You can find more information about why information may be withheld on the ICO’s website Freedom of information and Environmental Information Regulations.
We generally reply to requests by email, but if you would like the information in any specific format let us know when you make your request.
Your request will be passed on to the relevant service area, who will be responsible for replying to you.
We'll respond as soon as possible and within 20 working days. However if we require more time, for example, because the information is especially complex or voluminous, or where we need to consult third parties or consider the public interest test, we'll let you know and give you a date when we'll send your response. This should be no more than an additional 20 working days, unless there are legitimate reasons why a longer extension is necessary.
If you're not satisfied
If you're not satisfied with our response or how we've handled your request, you can ask us for an internal review within 40 working days of receiving your initial response. You can do this in the same ways as making a request.
We might need to ask you for clarification, for example, if we're not sure what you're dissatisfied with.
The internal review will be done by somebody other than the person who issued the initial response and will consider how the request was handled and the initial response, whether the relevant information was identified, and whether we wish to uphold the original exemptions or whether we wish to apply a different or additional exemptions.
We'll reply to you within 20 working days. However if we require more time to complete an internal review, for example, to address complex issues, consult with third parties or consider substantial amounts of information, we'll let you know and give you a date when we'll send your response. This should be no more than an additional 20 working days, unless there are legitimate reasons why a longer extension is necessary.
We'll also inform you of your right to appeal to the Information Commissioner.