Freedom of Information
About
The Freedom of Information (Scotland) Act 2002 (FOI) provides you access to information held by any public authority, including Harbour Homes.
Make a FOI requestYou can request information from us or search for it in our Publication Scheme.
How we provide information:
- We publish certain information about our activities on our website, check our Publication Scheme
- We provide information, which is not readily available, on request. You can use our online form to request information.
Some activities which are carried out by us are not included in the scope of the legislation. These are factoring and shared ownership.
Alongside the Freedom of Information (Scotland) Act, the Environmental Information (Scotland) Regulations 2004 (the EIRs) provide a separate right of access to the environmental information that we hold. To find out more click here.
Guide to Information
The purpose of our Guide to Information is to:
- Let you see what information is available for each class of the Model Publication Scheme
- 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 information;
- Explain how to request information that we hold which has not been published.
All the information available on our website are completely free to access online. However, we understand that not everyone will have online access and where this is the case you can contact us to view this in our office.
If you would like a printed copy of any of the information, we may have to charge a small fee to provide this. This fee will never exceed the cost of photocopying and postage and we will always advise you of the fee ahead of time and the information will be provided on receipt of payment.
Photocopying costs:
- A4 single sided, non-colour: 10p per sheet
- A4 single sided, colour: 20p per sheet
We publish the information we hold that falls with the classes of information below. If any information within the document is exempt under Freedom of Information (Scotland) Act, we will redact this information before publication and explain why.
Where we hold the copyright on our published information, the information may be copied or reproduced without formal permission, provided that:
- It is copied accurately
- It is not used in a misleading context
- The source of the material is identified
We publish all the information that we hold within the following classes:
- Class 1: About us
- Class 2: How we deliver our functions and services
- Class 3: How we take decisions and what it has decided
- Class 4: What we spend and how it spends it
- Class 5: How we manage our human, physical and information resources
- Class 6: How we procure goods and services from external providers
- Class 7: How we are performing
- Class 8: Our commercial publications
- Class 9: Our open data
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.
To check what information we published under each class, please click here to visit our publication scheme.
You can contact us for assistance with any aspect of this publication scheme:
Freedom of Information
Harbour Homes Scotland Ltd
108 Constitution Street
Leith, Edinburgh
EH6 6AZ
Publication Scheme
We have adopted the Scottish Information Commissioner’s Model Publication Scheme making information available under nine classes below. If you can’t find what you are looking for you can ask us for information.
Information about Harbour Homes, who we are, where to find us, how to contact us, how we are managed, and our external relations.
| Information | How to access it |
| Descriptions of who we are | |
| Mission statement | Strategic Plan |
| Vision | Strategic Plan |
| Values | Strategic Plan |
| Corporate objectives | Strategic Plan |
| Area(s) of operation | Online – Looking for a home? |
| Key activities, strategic / corporate plan(s) | Strategic Plan |
| Business Plan | Strategic Plan |
| Customer Code / Charter | Customer Charter |
| Location and opening arrangements | |
| Address | Online – Contact Us |
| Phone number and email address for general enquiries | Online – Contact Us |
| Opening times | Online – Contact Us |
| General contact arrangements | Online – Contact Us |
| Contact details for making a complaint | Online – Make a complaint |
| Information relating to Freedom of Information (FOI) | |
| Publication Scheme and Guide to Information | This document |
| Charging Schedule for Published Information | Guide to Information |
| Contact details and advice on making an FOI request | Make a FOI request |
| Freedom of Information policies and procedures | Freedom of Information and Environmental Information Policy |
| Charging Schedule for environmental information provided in response to requests made under EIRs | Guide to Information |
| About our Governing Body | |
List of Governing Body Members:
|
Online – About us |
Description of the role of the Governing Body:
|
Harbour Homes does not have a structure chart for the Governing Body.
For remits see: Rules and Standing Orders |
| How to become part of the Governing Body | Boards Membership Policy & Procedures |
| About our staff | |
| Group Leadership Team | Online – About us |
| Organisational structure | Harbour Staff Structure Harbour Board Structure |
| Governance documents and corporate policies | |
| Rules / Articles | Rules |
| Standing Orders | Standing Orders |
| Membership Policy | Rules |
| Code of Conduct for staff | Staff handbook extract |
| Code of Conduct for Governing Body Members | Code of Conduct for Governing Body Members |
| Entitlements Payments and Benefits Policy | Entitlements, Payments & Benefits Policy |
| Register of Interests | Available on request |
| Equalities Policy | Available on request |
| Health and Safety Policy | Health and Safety Policy |
| Sustainability Policy | Sustainability Policy |
| Relationship with Regulators | |
| Engagement plan with Scottish Housing Regulator (SHR) | Online – SHR website |
| Assurance Statement | Online – SHR website |
| Annual Return on Charter Submission to SHR | Online – SHR website |
| Financial returns to SHR | Online – SHR website |
| Charter report to tenants | Online – Our performance |
| Internal and External Audit arrangements | Harbour Financial Regulations |
| Group details | |
| Details of our subsidiaries / parent organisation | Online – About us |
| Key partnerships | |
| Strategic agreements with other organisations | EdIndex – PDF |
Information about our work, our strategy and policies for delivering services and information for our service users.
| Information | How to access it |
| How to use our services | |
| List of services provided | Online – www.harbour.scot/homes |
| How to report a repair | Online – Repairs and Maintenance |
| Right to repair information | Online – Repairs and Maintenance |
| How to apply for a house | Online – Looking for a home |
| How to get information about tenancy support | Online – Tenant advice |
| How to make a complaint | Online – Make a complaint |
| How to speak to a housing officer | Online – Find your housing officer |
| How we consult with tenants and other customers to inform and improve service delivery and develop new services | Online – Get involved |
| Policies and procedures | |
| Allocations Policy | Allocations Policy |
| Adaptations Policy | Adaptations Policy |
| Agency Services Policy | Agency Services Policy |
| Antisocial Behaviour Policy | Antisocial Behaviour Management Policy |
| Asbestos Management Policy | Management of Asbestos Containing Materials Policy |
| Arrears Management Policy | Social Housing Rent Collection and Arrears Credits Management Policy |
| Asset Management Policy (including stock condition information) | Asset Management Policy |
| Customer Care Policy | Customer Engagement Policy and Customer Contact Management Policy |
| Data Protection Policy | Data Protection Policy |
| Development Policy | Development Policy |
| Equality and Diversity Policy | Available on request |
| Estate Management Policy | Estates Policy |
| Health and Safety Policy and Procedures | Health and Safety Policy and Health and Safety on Side and CDM (Client) Procedures |
| Legionnaires Inspection / Prevention Policy | Legionella Management Policy and Procedures |
| New Development Project and Risk Policy | New Development Project and Risk Policy |
| Procurement Policy | Available on request |
| Risk Management Policy | Risk Control Policy & Procedures |
| Rent Setting Policy | Scottish Secure Tenancy Rent Setting Policy |
| Repairs Policy | Chargeable Repairs Policy |
| Sustainability Policy | Sustainability Policy |
| Tenant Engagement Policy | Customer Engagement Policy |
| Tenant Sustainment Policy | Tenancy Sustainment Policy |
| Difficult Customer Management Policy | Difficult Customer Management Policy |
| Internal procedures relating to above (where available) | This information is contained within the individual policies listed above. |
Information about the decisions we take, how we make decisions and how we involve others.
| Information | How to access it |
| Governing Body Meetings | |
| Governing body meeting minutes | Online – Board minutes |
| Governing body meeting reports / papers | Make a FOI request |
| Governing body agendas | Make a FOI request |
| Consultation and Participation | |
| Tenant Participation Strategy | Online – Get involved |
| Consultation reports noting the outcome of any recent consultations with tenants / others | Available on request |
| Tenant Scrutiny Panel composition | Harbour Homes does not hold this information currently. |
| Registered Tenant Organisations | Online – Registered Tenant Organisations |
Information about our strategy for, and management of, financial resources (in sufficient detail to explain how we plan to spend public money and what has actually been spent).
| Information | How to access it |
| Information about our accounts and budgets | |
| Description of funding sources | Online – About us |
| Audited accounts | Online – Annual Accounts |
| Budget policies and procedures | Financial Regulations |
| Budget allocation to key service areas | Financial Regulations |
| Our programme of work and projects | |
| Brief details of any project funding and how it’s being spent | Make a FOI request |
| Capital works programme / plans information (annual programme figure) | Make a FOI request |
| Spending relating to staff and Governing Body | |
| Expenses policies and procedures | Expenses Policy |
| Senior staff / governing body member expenses at category level eg travel, subsistence and accommodation | Expenses Policy |
| Board Member remuneration other than expenses | Harbour Homes does not hold or publish this kind of information |
| Pay and grading structure (levels of pay rather than individual salaries) | Make a FOI request |
| General information about staff pension scheme | SHAPS Membership Benefits |
Information about how we manage our human, physical and information resources.
| Information | How to access it |
| Human resources | |
| Strategy and management of human resources | Available on request |
| Staffing structure | Staff structure (PDF) |
Human resources policies covering:
|
1. Recruitment and Selection Management Policy
2. Performance and Recognition Management Policy 3. Grading Structure available on request 4. Pensions extract from staff handbook 6. Grievance Management Policy and Procedures – Available on request 7. Employee Learning and Development Management Policy 8. Information Security and Acceptable Use Policy – Available on request |
| Internal procedures relating to the above (where available) | The procedures are contained in the policies above with the exceptions of policies listed as No.3 and No.5 where none are available. |
| Summary of professional organisations / trade bodies of which we are a member | Affiliations |
| Physical resources | |
| Management of our land and property assets, including environmental / sustainability reports | Make a FOI request |
| General description of our land and property holdings | Online – Social Housing |
| Estate development plans | Online – Our Developments |
| Information resources | |
| Records management policy and records management plan, including records retention schedule | Available on request |
| Data protection or privacy policy | Data Protection Policy |
Information about how we procure works, goods and services, and our contracts with external providers.
| Information | How to access it |
Information about our key service delivery contractors who carry out:
|
Online – Contracts Register – Public Contracts Scotland |
| List of suppliers and contractors used by organisation (provided to staff under our Entitlements Payments and Benefits Policy) | Entitlements, Benefits & Payments Policy |
| Information about regulated procurement contracts awarded (value, scope, duration) | Online – Contracts Register – Public Contracts Scotland |
| Our procurement | |
| Procurement Policy and procedures | Online – Procurement |
| Information on how to tender for work and invitations to tender | We advertise all of our opportunities on the Scottish Government’s Public Contracts Scotland website and we encourage prospective contractors or suppliers to sign up to receive notifications about any contract opportunities. |
| Register of contracts awarded which have gone through formal tendering, including name of supplier, period of contract and value | Online – Public Contracts Scotland |
| Links to procurement information we publish on Public Contracts Scotland website | Online – Public Contracts Scotland |
Information about how we perform as an organisation, and how well we deliver our functions and services.
| Information | How to access it |
| Annual report | Online – Annual Report |
| ARC report to tenants | Online – Landlord Performance Report |
| Performance standards / indicators | Online – Landlord Details – Scottish Housing Regulator website |
| Benchmarking information | Online – Scottish Housing Regulator website |
| Complaints policy, guidance and forms | Complaints Handling Process |
| Complaints reports or equivalent to show how complaints are handled and influence service delivery (aggregate reports rather than individual outcomes) | Online – Our performance |
| Tenant scrutiny reports | Available on request |
Information packaged and made available for sale on a commercial basis and sold at market value through a retail outlet eg bookshop, museum or research journal.
| Information | How to access it |
| Harbour Homes does not hold or publish any information under this class. | N/A |
Open data made available by us under the Scottish Government’s Open Data Resource Pack and available under open licence.
| Information | How to access it |
| Harbour Homes does not hold or publish any information under this class. | N/A |
Information request
The information you are looking for may already be published in our Publication Scheme. If you can’t find what you’re looking for, please contact us by emailing data@harbour.scot, or by writing to Harbour Homes Ltd, 108 Constitution Street, Leith, Edinburgh EH6 6AZ.
Make a request using our form
You can also request information by completing the form below. Providing your telephone number will allow us to contact you if we require any clarification. We will acknowledge your request within three working days and we will respond to your request within 20 working days.
Make a request
Environmental Information
What is it?
The Environmental Information (Scotland) Regulations 2004 provide a right of access to environmental information held by Scottish Housing Associations. 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 (eg 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
To find out more about the definitions of environmental, please visit the Scottish Information Commissioner’s website.
Scottish Information CommissionerEnvironmental information is available within our Publication Scheme. If you can’t find what you’re looking for, information can also be provided upon request, either verbally, in writing or by filling out our Information Request Form.
Please email data@harbour.scot or write to Harbour Homes Ltd, 108 Constitution Street, Leith, Edinburgh EH6 6AZ.
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.
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 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.
Whilst we will try to make all the information, we have detailed available, in rare cases there may be some information that we cannot make available.
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.