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Freedom of Information Policy

1. Introduction

Hurworth Parish Council (“the Council”) is committed to openness and transparency in the way it works and recognises the public’s right to access information held by the Council.

This policy sets out how the Council complies with its obligations under:

  • The Freedom of Information Act 2000 (FOIA)

  • The Environmental Information Regulations 2004 (EIR)

  • Associated guidance issued by the Information Commissioner’s Office (ICO)

2. Scope of the Policy

This policy applies to:

  • All recorded information held by the Council, regardless of format (paper, electronic, audio, or visual)

  • All members, employees, and contractors of the Council

  • Requests made by any individual or organisation

This policy does not apply to personal data requests, which are handled under the UK GDPR and the Data Protection Act 2018 (see the Council’s Privacy Policy).

3. Publication Scheme

The Council has adopted the ICO Model Publication Scheme and makes information available proactively through its website and other means.

The Publication Scheme includes information such as:

  • Council minutes, agendas, and reports

  • Policies and procedures

  • Financial information, including budgets and annual accounts

  • Councillor details and registers of interests

Information covered by the Publication Scheme is available free of charge or at a cost reflecting reasonable copying or postage expenses.

4. Making a Freedom of Information Request

A request for information under the Freedom of Information Act must:

  • Be made in writing (including email)

  • Include the requester’s name

  • Include a correspondence address (email or postal)

  • Clearly describe the information requested

Requests should be sent to:

Hurworth Parish Council
Hurworth Grange Community Centre
41 Hurworth Road
DL2 2BN

Email: enquiries@hurworthparishcouncil.org.uk

Requests under the Environmental Information Regulations may be made verbally or in writing.

5. Fees and Charges

Most requests are provided free of charge.

The Council may charge for:

  • Photocopying or printing

  • Postage

  • Large or complex requests, in accordance with statutory fee regulations

Any applicable charges will be communicated to the requester in advance.

6. Timescales for Responses

The Council will respond to FOI requests:

  • Within 20 working days of receipt

  • Or within 20 working days of clarification, if further information is required

Requests under the Environmental Information Regulations will normally be responded to within 20 working days and no later than 40 working days for complex cases.

7. Exemptions and Exceptions

Some information may be withheld where a lawful exemption or exception applies, including but not limited to:

  • Personal data

  • Confidential information

  • Commercially sensitive information

  • Information intended for future publication

  • Information relating to legal proceedings or law enforcement

Where information is withheld, the Council will:

  • Explain which exemption applies

  • Apply the public interest test where required

  • Provide as much information as possible without breaching the law

8. Refusals and Internal Review

If the Council refuses a request, the requester will be informed of:

  • The reason for refusal

  • Any exemption or exception relied upon

  • Their right to request an internal review

Requests for an internal review must be made in writing within 40 working days of the response.

The internal review will be conducted by a councillor or officer not involved in the original decision and completed within 20 working days, or up to 40 working days for complex cases.

9. Complaints to the Information Commissioner

If a requester remains dissatisfied after an internal review, they may complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Website: https://www.ico.org.uk
Telephone: 0303 123 1113

10. Environmental Information Regulations (EIR)

Requests for environmental information are handled under the Environmental Information Regulations 2004.

Environmental information includes:

  • Land use and planning matters

  • Environmental impact

  • Waste, energy, water, and pollution matters

  • Conservation and biodiversity issues

EIR requests may be made verbally or in writing and are subject to similar response times and exemptions.

11. Vexatious or Repeated Requests

The Council may refuse requests that are deemed:

  • Vexatious

  • Repeated

  • Manifestly unreasonable (under EIR)

Each request will be considered on its merits in accordance with ICO guidance.

12. Records Management

The Council maintains records in accordance with:

  • Local council records retention schedules

  • Legal and regulatory requirements

Good records management supports compliance with FOI obligations and ensures information is accessible and accurate.

13. Responsibilities

The Parish Clerk is responsible for:

  • Coordinating FOI and EIR responses

  • Ensuring statutory timescales are met

  • Maintaining the Publication Scheme

  • Advising councillors on FOI obligations

All councillors and staff are expected to support compliance with this policy.

14. Review of the Policy

This policy will be reviewed periodically to ensure it remains compliant with legislation and ICO guidance.

Adopted by Hurworth Parish Council: [Date]
Next review date: [Date]

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