How to make a freedom of information or environmental information request

Before making an information request please remember that we may already have published what you are looking for.

You can use the Publication Scheme to see if the information is already available. You might also wish to use the

website’s search facility.

Information requests should be made in written form. You can ask us for information by completing this request form, and

you can also check if the documents you're requesting are not already available. When making a request remember to

include contact details so we can send the information to you. Please add as much detail to the request as possible so

we can see exactly what information you need. If we need further details we will contact you.

If you would like to send an information request by post please send it to:

How we handle freedom of information requests

When we receive your request for information under the Freedom of Information (Scotland) Act (FOI(S)A), we will consider

the content of the request and if it meets the criteria for reply under FOI(S)A we will handle it according to the Act.

If your request is for information outside FOI(S)A we will progress the reply as a general enquiry.

When we receive your freedom of information request by e-mail or letter, we will transfer all the details about the request to a freedom of information database.  These details include:

• the date when the request is received
• when the request is due for reply
• details about where we send the reply
• details about the requested format or language required

If we need further details from you to clarify what information you need, we will contact you.

Once we know exactly what information you need, staff in the Scottish Parliament Information Centre will allocate your

request to the correct offices for reply.  Sometimes more than one office will be involved so staff in the Scottish Parliament

Information Centre will co-ordinate all the information for reply.

When the information you have asked for has been prepared, it will be e-mailed or sent to you in hard copy depending on the format you have asked for.

We welcome feedback on how you think we’ve handled your request and so our reply letters always ask for your comments.

We may not be able to provide all of the information you have asked for and if this happens, we will always explain why. Some of the reasons can be because:

• the information is already available on our website or via our Publication Scheme

If this is the case we will explain where the information is located.

• We don’t hold the information

If we don't hold the information and we know which organisation is likely to have it, we will provide you with contact details.

• the information requested is very extensive

We will explain why the reply to your request will be very extensive and try to provide other alternatives which will provide some of the information you have asked for.

• we are using one of the exemptions in FOI(S)A

FOISA recognises that some information attracts an exemption. If we use an exemption we will explain what exemption we areusing and why we are using it. This information will be provided in a refusal notice.

 

How we handle environmental information requests

Requests for environmental information are handled according to the Environmental Information Regulations rather than FOI(S)A. The provisions for environmental information are therefore slightly different:

• Requests for environmental information can be made verbally
• Environmental information can only be withheld on the basis of the exceptions in the Regulations
• Though the deadline for response is normally 20 days, we can extend this up to 40 working days if a request is complex or involves large amounts of information

Review

If you are dissatisfied with the way in which we have dealt with your request for information, you can ask us to review our decision and actions.

You must do this in writing (or other permanent form) within 40 working days of the date of this letter, stating the reasons for your dissatisfaction, and we will respond within 20 working days of receipt.  A request for a review should be made to the FOI Specialist:

Application to the Scottish Information Commissioner

If, on the outcome of any review, you are still dissatisfied, or if we are unable to resolve any other complaint, then you can contact the Scottish Information Commissioner: