How to make a Freedom of Information request

Legal requirements

To ensure your request can be processed you need to:

• Make your request in writing, for example in a letter or an email.
• Give your real name; and
• Give an address to which we can reply. This can be a postal or email address

You don’t have to mention the Freedom of Information Act or say why you want the information.

Dos and don’ts

The following is a handy list to help you make an effective request.

Do

• Email your request to our business mailbox.
• Or write to us at: National Park Authority, Carrochan, Carrochan Road, Balloch, G83 8EG.
• Include your full name and contact details in your request.
• Be as specific as possible about the information you want. Try to include dates and names where possible.

Don’t

• Use offensive or threatening language.
• Use false details. This will invalidate your request if you later submit an appeal to the Scottish Information Commissioner.
• Make assumptions about how we organise our information or what we hold.
• Bury your request in lengthy correspondence which makes it difficult for us to identify exactly what information you’re asking for.

What happens next?

We’ll aim to acknowledge your request within four working days and ask you for clarification if needed.

We will reply to you within 20 working days and either:

• Advise you if there’s a charge for the information requested;
• Give you the information you’ve asked for;
• Tell you if we don’t have the information;
• Refuse to give you the information, and explain why; or,
• Under the Environmental Information Regulations, say that we need more time as the information requested is particularly complex and there’s a lot of information to provide. In such cases the time limit can be extended by a further 20 working days.

Charging Policy for EIR/FOISA requests

Most enquiries, where information not listed on the publication scheme can be easily located and retrieved, are free of charge. However, if your request is for information that is not easily available and is more complex to locate and retrieve then a charge may be applied.  If this is anticipated to take more than seven hours to complete, the following charges apply:

Staff Costs:

• £25 per hour of staff time for environmental information
• £15 per hour of staff time for non-environmental information, charges applicable up to 10% of the total cost

If we need to make a charge we will contact you before sending any material.

We are not required to comply with a request under FOISA where the estimated cost of doing so would exceed £600. There is no upper limit for charging for environmental information.

Will I receive the information?

Not always. There will be valid reasons why we may withhold some kinds of information, such as if its release would damage commercial interests.

For some exemptions/exceptions we must consider whether the public interest in withholding the information outweighs the public interest in releasing it. If we decide that the information cannot be released we will tell you and explain why.

We’re not obliged to deal with vexatious or repeated requests or if the cost of providing the information is excessive.

Can I complain?

If you are dissatisfied with the way your request has been handled, you should first write to us and ask for an internal review. You should do this as soon as possible and within 40 working days after receiving your response.

If you remain dissatisfied with our handling of your request, you have a right to appeal to the Scottish Information Commissioner.

Guidance for contractors

If you enter into a contract with Loch Lomond & The Trossachs National Park Authority, you will need to know how FOI legislation may affect you. Read our information for prospective contractors.

Relevant policies

• Records Management Policy
• Freedom of Information/ Environmental Information Policy
• Records Management Plan 2017