Guide to Information

The purpose of our Guide to Information, available through the Model Publication Scheme 2018, has been developed to:

• Allow the public to see what information is available (and what is not available) for Osprey Housing in relation to each class in the Model Publication Scheme 2018
• State what charges may be applied
• Explain how you can find the information easily
• Provide contact details for enquiries and to get help with access to the information
• Explain how to request information that we hold which has not been published

For more please download our Guide to Information.

Classes of Information

We publish all the information that we hold within the following classes. Once information is published under a class we will continue to make it available for the current and previous two financial years.

Where information has been updated or superseded, only the current version will be available. If you would like to see previous versions, you may make a request to us for that information.

Also See

• Class 1 - About Osprey Housing
• Class 2 - How We Deliver Our Functions and Services
• Class 3 - How We Take Decisions and What We Have Decided
• Class 4 - What We Spend and How We Spend It
• Class 5 - How We Manage Our Human, Physical and Information Resources
• Class 6 - How We Procure Services From External Providers
• Class 7 - How We Are Performing

Procurement Strategy

Osprey Housing have elected to follow Public Sector Procurement rules and as part of our everyday activities, we procure third-party companies to help us provide our services to a high standard across the north east of Scotland. In order to support this, our procurement strategy aims to procure goods, services and works by the most economic, efficient, effective and sustainable means, ensuring that the needs of the community are met within a clear framework of accountability and sustainability.

Please read our full Procurement Strategy.

Disclosure Log

The Disclosure Log details each Freedom of Information (FOI) request we have processed, including when it was received, what it concerned and our response to it.

Record Management

Records are one of Osprey Housing most vital assets. Our records support decision making, document activities, provide evidence of policies, decisions and transactions, and underpin our daily work.

To ensure that records are managed properly, we aim to follow the Code of Practice on Records Management which was issued by Scottish Ministers in line with Section 61 of the Freedom of Information (Scotland) Act 2002.

We have adopted a Record Management Policy outlining how we manage our records. This details our commitment to ensuring that records are accurate and reliable, can be easily retrieved and are kept for no longer than is absolutely necessary.

Records Management

This Policy is about the administration and efficient management of records and information, from their creation until their ultimate disposal.

Records Management Policy

Retention Schedule

List of records retained by Osprey Housing for a designated period of time which shows the title of each record, a time period for retention and why we retain it.

Privacy Policy

Guide to Information

Our guide allows you to see what information is available (and what is not available) for in relation to each class in the Model Publication Scheme.

Guide To Information

Osprey Housing Board Records

Data Protection

As part of our everyday activities, we collect and use personal information to help us provide effective services. The personal information we collect can relate to any individual who comes into contact with us.

To make sure we process and handle this information properly, we have to comply with the all applicable data laws which covers access to personal information (i.e. information about you and others).

The Act gives you the right to know and view what information we hold about you (with a few exceptions), and correct it if necessary.

Full details of our how we use and hold data can be found in our privacy policy.

Environmental Information

The Environmental Information (Scotland) Regulations 2004 provide a right of access to environmental information held by Scottish Public Authorities.

The definition of environmental information is very broad and includes:

• the state of elements of the environment and their interaction (air, water, soil, land and landscape, natural sites, flora and fauna)
• discharges, emissions, noise, radiation, waste measures and activities affecting the environment (e.g. policies, legislation, plans, activities)
• reports on implementation of environmental legislation
• cost benefit and economic analysis
• effects of the environment on conditions of human life (including flood, buildings)

The Regulations are governed by the Scottish Information Commissioner, who is also responsible for the Freedom of Information (Scotland) Act 2002.

Making a Request

Information can also be provided upon request, either verbally, in writing or by completing the Information Request Form.

If we do not hold the information requested, but know of another public authority that does, we will let you know.

You can expect to receive a response from us within 20 working days, though we may ask you for clarification to help us locate the information you are interested in more easily.

We may also extend the response time by an additional 20 working days if the enquiry is large or complex. We will let you know in good time if that is the case.

Charges

In responding to requests for information under the Environmental Information (Scotland) Regulations 2004 (EIRS), we are entitled to charge a reasonable amount towards making the information available. This includes information which may have been requested under the Freedom of Information (Scotland) Act 2002 (FOISA).

The costs for EIRS requests are based on estimated costs of staff time to locate and retrieve information, plus any costs associated with putting the information into a particular format, copying and postage costs.

We do not charge for the time taken to decide if we hold the information requested, or the time it takes to decide whether the information can be released.

Further information on charges is available in our Guide to Information PDF .

Withholding Information

As with Freedom of Information legislation, environmental information may be withheld if there is a good reason for doing so.

If we withhold information, we will let you know why. If you are unhappy with our decision, or with the way we have dealt with your request, you can ask us to review our decision.

If you do not agree with the outcome of the review, you can ask the Scottish Information Commissioner to investigate.

FOI Request Form

To submit a request for information, please complete the following form by filling in the mandatory fields: name, contact address/details, description of the information you are requesting and how you would like the information to be sent to you.

Providing your telephone number will allow us to contact you if we require any clarification.

FORM MISSING SPEAK TO CLIENT!

Freedom of Information

The Freedom of Information (Scotland) Act 2002 gives everyone a right of access to information held by Scottish public authorities.

Osprey Housing has been designated as a Scottish Public Authority by an order made under section 5 of the Act, known as the Freedom of Information (Scotland) Act 2002 (Designation of Persons as Scottish Public Authorities) Order 2013.

The aim of the Act is to increase openness and transparency by allowing people to access information about how decisions are taken and how public services are delivered.

About Freedom of Information

The Freedom of Information (Scotland) Act 2002 (the Act) requires Scottish public authorities to adopt and maintain a publication scheme which has the approval of the Scottish Information Commissioner, and publish information in accordance with that scheme.

Authorities are under a legal obligation to:

• Publish the classes of information that the authority makes routinely available
• Tell the public how to access the information and whether information is available free of charge or on payment

Alongside the Act, the Environmental Information (Scotland) Regulations 2004 (the EIRs) provide a separate right of access to the environmental information that we hold.

Model Publication Scheme

Osprey Housing has adopted the Model Publication Scheme 2018 , produced and approved by the Scottish Information Commissioner.

The Scheme can also be viewed in Publication Scheme Resources at the Scottish Information Commissioner website.

The scheme set out our commitment to make certain classes of information routinely available, such as policies and procedures, minutes of meetings, annual reports and financial information. We have developed a Guide to Information for this purpose and this also contains details of the environmental information that we routinely make available.

Contact Us

If you have a request for information, please complete and submit our Freedom of Information Request Form.

Requests can also be made in writing, by email, video or audio tape. If you have any questions or require a copy of the Model Publication Scheme 2016 or the Guide to Information in a different format, please contact us at:

Corporate Services
t: 01224 548000
e: This email address is being protected from spambots. You need JavaScript enabled to view it.

Withholding Information

Under Freedom of Information legislation, information may be withheld if there is a good reason for doing so.

If we withhold information, we will let you know why. If you are unhappy with our decision, or with the way we have dealt with your request, you can ask us to review our decision.If you do not agree with the outcome of the review, you can ask the Scottish Information Commissioner to investigate.

For a handy overview on Freedom of Information in Scotland, please watch this short video guide:

Freedom of Information in Scotland - an introduction from SIC on Vimeo

Mutual Exchange

A mutual exchange takes place when two or more tenants want to exchange houses with each other. This can be between you and a Council tenant or a tenant of a Housing Association. You cannot exchange with an owner occupier or a private landlord tenant.

For a mutual exchange to go ahead both tenants will need clear rent accounts, satisfactory tenancy/property inspection and the properties will need to be the right size and type for the people who will be moving into them.

How do I apply?

Osprey does not hold a mutual exchange list however tenants can register for free with House Exchange - a quick and easy website designed to bring people together who are looking to swap their home.

To use House Exchange, simply visit https://www.houseexchange.org.uk/ and register your details on-line.

If you have found someone you wish to exchange with, please download and complete the form accessed hereMutual Exchange Form