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Guide to Information

Cunninghame Housing Association Guide to Information
Last Reviewed: September 2023

At a glance – terms used in this document

Term Used Explanation
FOISA Freedom of Information (Scotland) Act 2002

Places a duty on those organisations covered to proactively publish certain types of information; and to respond to requests for information; and to provide advice and assistance to those making requests for information.
EIRs Environmental Information Regulations (Scotland) 2004

Those organisations covered by EIRs have a duty to respond to requests for environmental information.
SIC The Scottish Information Commissioner

Responsible for ensuring that those bodies covered by FOISA and EIRs comply with the terms of the legislation.
MPS Model Publication Scheme

Produced by the SIC – this details all of the information that those subject to FOISA should publish (if they hold it).
Guide to Information A guide that all organisations subject to FOISA and adopting the MPS must produce to help people access the information it makes available.
Classes of Information Nine broad categories describing the types of information authorities should publish (if they hold it).

Background

The Freedom of Information (Scotland) Act 2002 (FOISA) requires that all housing associations/co-operatives in Scotland must produce and maintain a publication scheme. This must detail all of the key information that we publish and how you can access it. This Guide to Information is our publication scheme, and contains links to where you can find all of the information listed online.

Cunninghame Housing Association is subject to both FOISA and Environmental Information Regulations (EIR) by virtue of the: Freedom of Information (Scotland) Act 2002 (Designation of Persons as Scottish Public Authorities) Order 2019 (the “Order”).

The Order came into effect on 11 November 2019 and brought all Registered Social Landlords (“RSLs”) and certain RSL subsidiaries under the scope of FOISA and the EIR.

However, in accordance with the terms of the Order, not everything that Cunninghame Housing Association does is subject to FOISA and EIR. Instead, Cunninghame Housing Association is only subject to these regimes in respect of certain functions, namely ‘housing services’ (as defined in s.165 of the Housing (Scotland) Act 2010) which Cunninghame Housing Association carries out – subject to some restrictions.

Looking at the definition of ‘housing services’ and the restrictions which are set out in the Order, the following functions carried out by Cunninghame Housing Association are covered by FOISA and EIR:

  • the prevention and alleviation of homelessness

  • the management of social housing accommodation

  • the provision and management of sites for gypsies and travellers1

  • the supply of information to the Scottish Housing Regulator (SHR) by an RSL or a connected body (i.e. a subsidiary) in relation to its financial wellbeing and standards of governance

What is the difference between FOISA and EIR

EIR provides a right of access to ‘Environmental Information’ held by Cunninghame Housing Association. Environmental Information has a very wide definition which is set out in Regulations. Where a request under FOISA is received for Environmental Information it should be processed in accordance with EIR.

Whilst the obligations under FOISA and EIR are similar, there are some key differences that employees must be aware of when dealing with requests for information. Further guidance on the differences is available on SIC’s website.

Cunninghame Housing Association has adopted the Scottish Information Commissioner’s (SIC) Model Publication Scheme (MPS), and this Guide has been approved by the SIC.

1. Gypsies and Travelers are not applicable to Cunninghame Housing Association.

Formats other than online

All of the information listed is available on our website (unless stated), and 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 (where this would be convenient).

If you would like a printed copy of any of the information listed, unfortunately 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 let you know any total cost before we forward this to you.

Our charges for providing any information detailed in this guide are summarised below:

Format Charge
Online Free
View at our office Free
Print in black and white 10p per A4 sheet, 20p per A3 sheet
Print in colour 20p per A4 sheet, 40p per A3 sheet
CD Rom 50p per CD Rom
Posted document/CD Rom Cost of postage incurred

Charges for Environmental Information

Environmental information is provided under the EIRs rather than FOISA. The rules for charging for environmental information are slightly different.

You can access The Guide to the Environmental Information Regulations from the Information Commissioners Office

We do not charge for the time to determine whether we hold the environmental information requested or deciding whether the information can be released. Charges may be made for locating, retrieving and providing information to you, e.g. photocopying and postage.

If we decide to impose a charge, we will issue you with notification of the charge and how it has been calculated. The information will be provided to you on payment of the charge. If you decide not to proceed with the request there will be no charge to you.

Charges are calculated based on the actual cost to Cunninghame Housing Association of providing the information:

  • Photocopying is charged at 10p per A4 sheet for black and white copying, 20p per A4 sheet for colour copying.

  • Postage is charged at actual rate for Royal Mail First Class.

  • Staff time is calculated at actual cost per staff member hourly salary rate to a maximum of £15 per person per hour.

The first £100 worth of information will be provided to you without charge.

Where information costs between £100 and £600 to provide, you will be asked to pay 10% of the cost. That is, if you were to ask for information that cost us £600 to provide, you would be asked to pay £50, calculated on the basis of a waiver for the first £100 and 10% of the remaining £500.

Where it would cost more than £600 to provide the information to you, however, we will ask you to pay the full cost of providing the information, with no waiver for any portion of the cost.

Charges for requesting your own personal data

There is no charge for requesting your own personal data under the General Data Protection Regulation (GDPR) Subject Access Request. We must provide a copy of the information free of charge.

However, we can charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive. We may also charge a reasonable fee to comply with requests for further copies of the same information. This does not mean that we can charge for all subsequent access requests. The fee must be based on the administrative cost of providing the information.

When providing copies of pre-printed publications, we will charge no more than the cost per copy of the total print run. We do not pass on any other costs to you in relation to our published information.

Charges for information which is not available under the scheme:

If you submit a request to us for information which is not available in this Guide, the charges will be based on the following calculations:

General information requests

  • There will be no charge for information requests which cost us £100 or less to process.

  • Where information costs between £100 and £600 to provide, you may be asked to pay 10% of the cost. That is, if you were to ask for information that cost us £600 to provide, you would be asked to pay £50 calculated on the basis of a waiver for the first £100 and 10% of the remaining £500.

  • We are not obliged to respond to requests which will cost us over £600 to process.

  • In calculating any fee, staff time will be calculated at actual cost per staff member hourly salary rate to a maximum of £15 per person per hour.

  • We do not charge for the time to determine whether we hold the information requested, nor for the time it takes to decide whether the information can be released. Charges may be made for locating, retrieving and providing information to you.

  • In the event that we decide to impose a charge we will issue you with notification of the charge (a fees notice) and how it has been calculated. You will have three months from the date of issue of the fees notice in which to decide whether to pay the charge. The information will be provided to you on payment of the charge. If you decide not to proceed with the request there will be no charge to you.

If you would like to request information that we publish in a format other than online, or arrange a visit to our office to view information, please contact:

Joanna Thomson, Administration Officer
Email: foi@chaltd.org
Telephone: 01294 606040

Information that we cannot publish

Whilst we will try to make all of the information we have detailed available, in rare cases there may be some information that we cannot make available. For example, sometimes if we were to publish certain Board of Management minutes, it could reveal personal details about an individual. This would be a breach of Data Protection legislation if we were to do so. When this is the case, we will remove any personal details before publication and highlight where and why we have done so.

For how long will information be published

We aim, where possible, to publish information for at least the current and previous two financial years. When we review any document – e.g. our policies – to avoid confusion we will only publish the current version once it has been updated.

The information that we make available to you

Under the MPS, the information we provide must be listed under certain “classes” of information. These are the categories of information that are detailed below.

As FOI applies to other bodies and sectors across Scotland – such as Scottish Government and Councils, for example – this means that not all of the categories in the MPS apply to housing associations/co-operatives.

The details of all the information we hold under each of the classes that apply to our organisation, and hyperlinks to access this information when available online, are outlined below.

Class 1 – About Cunninghame Housing Association

Information about Cunninghame Housing Association, who we are, where to find us, how to contact us, how we are managed and our external relations.
Descriptions of who we are
Information Where to Access
Mission Statement Online – Mission Statement
Vision Online – Vision
Values Online – Values
Corporate Objectives Online – Strategic Objectives
Area(s) of Operation Online – Areas of Operation
Key Activities / Strategic or Corporate Plan(s) Executive Summary – Corporate Strategy & Business Plan 2023/24 to 2027/28
Executive Summary of Business Plan Executive Summary – Corporate Strategy & Business Plan 2023/24 to 2027/28
Location and opening arrangements
Address Online – CHA Homepage
Telephone number and email address for general enquiries (and dedicated lines where appropriate) Online – CHA Homepage
Opening times Online – Opening Times
General contact arrangements Online – CHA Homepage
Local/area office contact details Online – CHA Homepage
Online information on our Offices & Opening Times Online – CHA Homepage
Contact details for making a complaint Online – Complaints
Information relating to Freedom of Information
Publication Scheme and Guide to Information This Webpage
Charging Schedule for Published Information Charging Schedule
Contact details and advice on making an FOI request Our Services
Freedom of Information policies and procedures Freedom of Information Policy
Charging Schedule for environmental information provided in response to requests made under EIRs Environmental Charging Schedule

In the MPS Class 8: Commercial Publications and Class 9: Our Open Data do not apply to RSLs.

About our Governing Body
List of governing body Members Online – Governing Body Members
• Names Online – Governing Body Members
• When they became a governing body member Online – Governing Body Members
• Professional biographical details Online – Governing Body Members
• Office-bearing responsibilities Role Descriptions for Board of Management and Office Bearers Policy
• When they became an office-bearer Online – Governing Body Members
Description or the role of the Governing Body Online – Governance Structure
• governance stucture chart (Including sub-committees and working groups) Online – Governance Structure
• Remits for board of management and any sub-committees Standing Orders
How to become part of the governing body Online – Joining the Board
About our Staff
List of senior management team including professional biography and contact details Online – Executive Management Team

Online – Contact Information on Homepage
Organisational structure Online – Organisational Structure
Governance Documents and Corporate Policies
Rules/Articles CHA Rule Book
Standing Orders Board of Management Standing Orders
Membership Policy Share Membership Policy
Code of Conduct for Staff Code of Conduct for Staff
Code of Conduct for Governing Body Members Code of Conduct
Entitlements Payments and Benefits Policy (or equivalent, including arrangements for payments for expenses and subsistence) Entitlements Payments and Benefits Policy
Register of Interests On request
Equalities & Diversity Policy Equalities & Diversity Policy
Health & Safety Policy Health & Safety Policy
Relationship with Regulators
Engagement plan with Scottish Housing Regulator Engagement Plan 2025/26 – Scottish Housing Regulator
Assurance Statement Online – Assurance Statement
Annual Return on Charter Submission to SHR Online – Annual Return on the Charter
Financial Returns to SHR Scottish Housing Regulator – Datasets and Reports
Charter report to tenants Online – Tenant Report on Annual Performance
Internal and External Audit arrangements Online – Audited accounts
Group Details
Details of our subsidiaries/parent organisation Online – Cunninghame Furniture Recycling Company

Online – Citrus Energy
Key Partnerships
Strategic agreements with other organisations Online – Housing Common Allocation Policies for North Ayrshire Council

Online – East Ayrshire Council

Online – Dumfries & Galloway Council
Class 2 – How we deliver our functions and services

Information about our work, our strategy and policies for delivering services and information for our service users.
How to use our services
List of services provided Online – Tenant Services
How to report a repair Online – Report a Repair
Right to repair information Online – Right to Repair
How to apply for a house Online – How to Apply for a House
How to get information about tenancy support Online – Tenancy Support /

Online – Tenancy Sustainment Policy
How to make a complaint Online – Complaints
How to speak to a housing officer Online – Tenant Services

Online – Housing & Property Services Contacts
How we consult with tenants and other customers to inform and improve service delivery and develop new services Online – How we consult with Tenants and Service Users
Policies & Procedures
Allocations Policy Online – Allocations Policy
Aids & Adaptations Policy Aids & Adaptations Policy
Anti-Social Behaviour Policy Anti-Social Behaviour Policy
Asbestos Management Policy Asbestos Management Policy
Arrears Management Policy Income Management and Debt Recovery Policy
Asset Management Strategy (including stock condition information) Online – Asset Management
Customer Care Policy Customer Care Policy
Data Protection Policy Data Protection Policy
Environmental Information Regulations Policy (EIR) Being developed
Equality and Diversity Policy Equalities & Diversity Policy
Estate Management Policy Estate Management Policy
Health and Safety Policy and procedures Health & Safety Policy Statement
Legionnaires Inspection/Prevention Policy Controlling the risk of exposure to legionella bacteria in Cunninghame Housing Association premises
Procurement Policy Procurement Policy
Risk Management Strategy Risk Management Framework
Rent Setting Policy Rent Policy
Repairs Policy Reactive Repairs Policy
Sustainability Policy Nothing held for this heading
Tenant Participation Strategy Online – Tenant Participation Strategy
Tenancy Sustainment Policy Tenancy Sustainment Policy
Class 3 – How we take decisions and what we have decided

Information about the decisions we take, how we make decisions and how we involve others.
Governing Body Meetings
Governing body meeting minutes Governing Body Minutes
Governing body meeting reports/papers Governing Body Minutes
Governing body agendas Governing Body Minutes
Consultation Participation
Tenant Participation Strategy Online – Tenant Participation Strategy
Consultation reports noting the outcome of any recent consultations with tenants/others Tenant Satisfaction Survey Report

Online – Tenant Scrutiny Group Reports
Tenant Scrutiny Panel composition Available on request
Registered Tenant Organisations Tenants & Residents Groups
Class 4 – What we spend and how we spend it

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 about our accounts and budgets
Description of funding sources Online – Audited Accounts
Audited accounts Online – Audited Accounts
Budget policies and procedures Treasury Management Policy
Budget allocation to key service areas Online – Audited Accounts
Our programme of work and projects
Brief details of any project funding and how it’s being spent Online – New Build

and Annual Report
Capital works programme/plans information (annual programme figure) Online – Asset Management

Capital Works Programme – Executive Report
Spending relating to Staff and Governing Body
Expenses policies and procedures Board of Management Expenses Policy
Senior staff/governing body member expenses at category level (e.g. travel, subsistence, accommodation) Online – Audited Accounts
Pay and grading structure (levels of pay rather than individual salaries) Not applicable
Pay and grading structure (levels of pay rather than individual salaries) Determined by EVH – available on request
General information about staff pension scheme Online – Audited Accounts
Class 5 – How we manage our resources

Information about how we manage our human, physical and information resources
Human Resources
Strategy and management of human resources Cunninghame Housing Association is a member of EVH. All Human Resources policies come from this organisation. These are available on request.
Staffing structure Available on request
Human resources policies covering: recruitment, performance management, salary and grading, promotion, pensions, discipline, grievance, staff development Cunninghame Housing Association is a member of EVH. All Human Resources policies come from this organisation. These are available on request.
Maintenance and retention of staff records Cunninghame Housing Association is a member of EVH. All Human Resources policies come from this organisation. These are available on request.
Trade Union information Available on request
Summary of professional organisations/trade bodies of which we are a member
Physical Resources
Management of our land and property assets, including environmental/sustainability reports Online – Asset Management
General description of our land and property holdings Online – Tenant Services

Online – Annual Report

Property Map
Estate development plans Executive Summary – Corporate Strategy & Business Plan 2023/24 to 2027/28
Information Resources
Records management policy Awaiting update
Records management plan, including records retention schedule Data Retention Policy

CEO041 Record Retention Schedule
Data protection or privacy policy Data Protection Policy
Class 6 – How we procure goods and services from external providers

Information about how we procure works, goods and services, and our contracts with external providers.
Our Contractors and Suppliers
Key service delivery contractors who carry out: responsive repairs, landscape maintenance, planned/cyclical maintenance Direct Works

John O Conner

James Frew
List of suppliers and contractors used by the organisation (provided to staff under our Entitlements Payments and Benefits Policy) Entitlements Payments and Benefits Policy
Information about regulated procurement contracts awarded (value, scope, duration) Tenders published on PCS website: https://www.publiccontractsscotland.gov.uk
Our Procurement
Procurement policy and procedures Procurement Policy
Information on how to tender for work and invitations to tender Procurement Policy
Register of contracts awarded through formal tendering (including supplier name, contract period, and value) Procurement Register
Links to procurement information we publish on Public Contracts Scotland website https://www.publiccontractsscotland.gov.uk/search/search_mainpage.aspx
Framework Agreements https://www.pfhscotland.co.uk/

https://www.scottishprocurement.scot/
Class 7 – How are we performing

Information about how we perform as an organisation, and how well we deliver our functions and services.
Reports & Policies
Annual Report Online – Annual Report
ARC report to tenants Online – ARC Reports
Performance standards/indicators Online – Performance
Complaints policy, guidance and forms Online – Complaints
Complaints reports or equivalent (showing how complaints are handled and influence service delivery) Online – Contained in Annual Report
Tenant scrutiny reports Online – Tenant Scrutiny Group Reports
Class 8 – Our commercial publications.

Information packaged and made available for sale on a commercial basis and sold at market value through a retail outlet e.g. bookshop, museum or research journal.
Our Commercial Publications
This class does not apply to Cunninghame Housing Association as we do not produce any publications for sale. Not applicable
Class 9 – Our open data.

Open data made available by us under the Scottish Government’s Open Data Resource Pack and available under open licence.
Our Open Data
This class does not apply to Cunninghame Housing Association as we do not produce any publications for sale. Not applicable
Privacy Policy