Freedom of Information


The Freedom of Information (Scotland) Act 2002 (FOI) provides you access to information held by any public authority, including Harbour Homes.

Make a FOI request

You 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.

Photo of man using laptop.

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

Photo of a person reading on a smartphone.

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:

  • Names
  • When they became a member
  • Professional biographical details
  • Office-bearing responsibilities
  • When they became an office-bearer
Online – About us
Description of the role of the Governing Body:

  • Governance structure chart (including sub-committees and working groups)
  • Remits for governing body and any sub-committees
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 –
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:

  • recruitment
  • performance management
  • salary and grading
  • promotion
  • pensions
  • discipline
  • grievance
  • staff development
  • maintenance and retention of staff records
1. Recruitment and Selection Management Policy

2. Performance and Recognition Management Policy

3. Grading Structure available on request

4. Pensions extract from staff handbook

5. Disciplinary Policy

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:

  • Responsive repairs
  • Landscape maintenance
  • Planned / cyclical maintenance
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, 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 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 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.