CROWLAND PARISH COUNCIL

Freedom of Information Policy

1. Introduction

This Freedom of Information (FOI) Policy sets out how the Parish Council complies with the Freedom of Information Act 2000 (the Act) and the Environmental Information Regulations 2004 (EIR). The Parish Council is committed to openness and transparency and to providing the public with access to information it holds, subject to legal exemptions.

2. Scope

This policy applies to all recorded information held by the Parish Council, whether in paper or electronic form, including emails, minutes, reports, correspondence, photographs, audio recordings, and information held on behalf of the Council by third parties.

3. Legal Framework

The Parish Council will comply with: - The Freedom of Information Act 2000 - The Environmental Information Regulations 2004 - The Data Protection Act 2018 and UK GDPR - Any other relevant legislation or guidance issued by the Information Commissioner’s Office (ICO)

4. Principles

The Parish Council will: - Be open and transparent in its decision-making and activities - Proactively publish information where appropriate - Respond to information requests promptly and within statutory timescales - Apply exemptions only where lawful and justified - Protect personal data and confidential information

5. Publication Scheme

The Parish Council maintains a Publication Scheme, in line with the ICO model publication scheme for local councils. This sets out the classes of information routinely made available, how to access them, and whether a charge applies. The Publication Scheme is available on the Parish Council website or from the Clerk upon request.

6. Making a Request

Anyone may make a request for information. Requests must: - Be in writing (including email) - State the requester’s name and a correspondence address (email is acceptable) - Describe the information requested clearly and be sent to the Clerk – clerk@crowland-pc.uk

Requests do not need to mention the Freedom of Information Act to be valid.

7. Handling Requests

The Parish Council will: - Acknowledge requests where appropriate - Respond within 20 working days of receipt - Provide the information requested unless an exemption applies - Explain any refusal, citing the relevant exemption and the right to request an internal review

Requests for environmental information will be handled under the Environmental Information Regulations where applicable.

8. Exemptions and Refusals

Some information may be exempt from disclosure under the Act or EIR. Common exemptions include: - Personal data (where disclosure would breach data protection law) - Confidential or commercially sensitive information - Information intended for future publication

Where a qualified exemption applies, the Parish Council will carry out a public interest test.

9. Fees and Charges

Most requests will be provided free of charge. However, the Parish Council may charge for: - Photocopying, printing, or postage - Requests that exceed the appropriate cost limit, in accordance with regulations

Any charges will be communicated to the requester in advance.

10. Internal Review and Complaints

If a requester is dissatisfied with the handling of their request, they may request an internal review within 40 working days of the response. The review will be conducted by a councillor or officer not involved in the original decision.

If the requester remains dissatisfied, they may complain to the Information Commissioner’s Office (ICO).

11. Responsibilities

• The Parish Clerk is responsible for coordinating responses to FOI and EIR requests.
• All councillors and staff must assist in identifying and providing relevant information.
• The Parish Council is responsible for approving and reviewing this policy.

12. Records Management

The Parish Council will maintain records in an organised and accessible manner to support compliance with the Act. Records will be retained and disposed of in line with the Council’s retention schedule.

13. Review of Policy

This policy will be reviewed every three years, or earlier if required by changes in legislation or guidance.

Adopted/Reviewed by the Parish Council: 2nd February 2026

Next Review Date: 2nd February 2029