Freedom of Information

1. What is Freedom of Information?

Under the Freedom of Information Act (2002) you have the right to request information from any public authority, including Port of Leith Housing Association.

This is different from requesting personal information we hold about you. If you would like to access information we hold about you, please see our Privacy Policy.

2. Make a request

The information you are looking for may already be listed in our Publication Scheme (known as our Guide to Information) below. If it is not, you can make a Freedom of Information request by clicking the button below or visiting our ‘Contact us’ page. Please remember to include your full name and correspondence address when making the request.

Make a FOI request

Will I be charged for an information request?

There is no charge to make an FOI request to Port of Leith Housing Association where processing costs are below £100. We may charge 10% for FOI requests exceeding £100. We are not obliged to process information requests costing over £600.

Exemptions

Exemptions
Exemptions exist which may prevent us being able to provide information. These include:

  • information that is covered by the Data Protection Act 1998
  • information that is commercially sensitive
  • requests which are repeated or vexatious
  • requests exceeding the £600 cost limit

To see a full list of exemptions see the Scottish Information Commissioner.

3. Guide to Information

We publish all the information that we hold within the following classes:

Class 1: About Port of Leith Housing Association

Information about PoLHA, 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 Group Strategic Plan 2015-2020 (564kb pdf)
Vision Group Strategic Plan 2015-2020 (564kb pdf)
Values Group Strategic Plan 2015-2020 (564kb pdf)
Corporate objectives Group Strategic Plan 2015-2020 (564kb pdf)
Area(s) of operation Group Strategic Plan 2015-2020 (564kb pdf)
Key activities, strategic / corporate plan(s) Group Strategic Plan 2015-2020 (564kb pdf)
Business Plan Group Strategic Plan 2015-2020 (564kb pdf)
Customer Code / Charter Customer Charter 2016 (52kb pdf)
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
Local / area office contact details Online – Contact Us
Contact details for making a complaint Online – Contact Us
Information relating to Freedom of Information (FOI)
Publication Scheme and Guide to Information Guide to Information
Charging Schedule for Published Information Guide to Information
Contact details and advice on making an FOI request Guide to Information
Freedom of Information policies and procedures Guide to Information

Freedom of Information and Environmental Information Policy 2019

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 (for names, when they became a member and professional biographical details).

Board Members and rota for election at AGM 2019 (Excel doc) (for office-bearing responsibilities and when they became an office-bearer)

 

 

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
Port of Leith Housing Association does not have a structure chart for the Governing Body.

For remits see: Rules (pdf) and Standing Orders (pdf)

How to become part of the governing body Online – About us
About our staff
List of senior management team, including professional biography and contact details Online – About us
Organisational structure Staff Structure 2019 (pdf)
Governance documents and corporate policies
Rules / Articles Rules (pdf)
Standing Orders Standing Orders (pdf)
Membership Policy Membership Policy (pdf)
Code of Conduct for staff See page 13 of Staff Handbook (pdf)
Code of Conduct for Governing Body Members Code of Conduct for Governing Body Members and Involved Customers (pdf)
Entitlements Payments and Benefits Policy Entitlements, Benefits and Payments Management Policy 2019 (pdf)
Register of Interests Staff Declaration of Interests (Excel doc)
Equalities Policy Equality and Diversity Management Policy (pdf)
Health & Safety Policy Health & Safety Policy 2019 (pdf)
Sustainability Policy Sustainability Policy (pdf)
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 – SHR website
Internal and External Audit arrangements Online – SHR website
Group Details
Details of our subsidiaries / parent organisation Online – About us
Key partnerships
Strategic agreements with other organisations None
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.

Information How to access it
How to use our services
List of services provided Online – About us
How to report a repair Online – Repairs
Right to repair information Online – Repairs
How to apply for a house Online – Apply for housing
How to get information about tenancy support Online – Help & support
How to make a complaint Online  – contact us
How to speak to a housing officer Online  – contact us
How we consult with tenants and other customers to inform and improve service delivery and develop new services Online – Getting involved
Policies and procedures
Allocations Policy Allocation Policy 2017 (pdf)
Adaptations Policy Adaptations Policy (pdf)
Antisocial Behaviour Policy Antisocial behaviour management policy (pdf)
Asbestos Management Policy Management of Asbestos Containing Materials Policy (pdf)
Arrears Management Policy Social housing rent collection and arrears credits management policy (pdf)
Asset Management Policy (including stock condition information) Asset management policy statement (pdf)
Customer Care Policy Customer Engagement Policy (pdf) and Customer Contact Management Policy (pdf)
Data Protection Policy Data Management Policy (pdf)
Development Policy Development Policy 2018 (pdf)
Equality and Diversity Policy Equality and Diversity Management Policy (pdf)
Estate Management Policy Estate management policy 2017 (pdf)
Health & Safety Policy and Procedures Health & Safety Policy 2019 (pdf)
Legionnaires Inspection / Prevention Policy Legionella Management Policy and procedures (pdf)
New Development Project and Risk Policy New Development and Project Risk Policy (pdf)
Procurement Policy Procurement Policy (pdf)
Risk Management Policy Risk Control Policy and Procedure 2015 (pdf)
Rent Setting Policy Scottish Secure Tenancy Rent Setting Policy 2016 (pdf)
Repairs Policy Chargeable Repairs Policy 2017 (pdf)
Sustainability Policy Sustainability Policy 2015 (pdf)
Tenant Engagement Policy Customer Engagement Policy 2019 (pdf)
Tenant Sustainment Policy Tenancy Sustainment Policy (pdf)
Internal procedures relating to above (where available) This information is contained within the individual policies listed above.
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.

Information How to access it
Governing Body Meetings
Governing body meeting minutes Online – Board minutes
Governing body meeting reports / papers Online – Governing Bodies

We publish information from 2019 onwards. For earlier versions please contact us.

Governing body agendas Online – Governing Bodies

We publish information from 2019 onwards. For earlier versions please contact us.

Consultation and Participation
Tenant Participation Strategy Online – Getting involved
Consultation reports noting the outcome of any recent consultations with tenants / others Port of Leith Housing Association does not hold or publish this kind of information.
Tenant Scrutiny Panel composition Online – Customer Connect Group
Registered Tenant Organisations Online – Registered Tenant Organisations
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 How to access it
Information about our accounts and budgets
Description of funding sources Online – Annual Report
Audited accounts Online – Annual Report
Budget policies and procedures Online – Annual Report
Budget allocation to key service areas Online – Annual Report
Our programme of work and projects
Brief details of any project funding and how it’s being spent Port of Leith Housing Association does not hold or publish this kind of information.
Capital works programme / plans information (annual programme figure) Asset Management Strategy (pdf)
Spending relating to staff and Governing Body
Expenses policies and procedures Entitlements Benefits and Payments Management Policy (pdf)
Senior staff / governing body member expenses at category level eg travel, subsistence and accommodation Available on request
Board member remuneration other than expenses Port of Leith Housing Association does not hold or publish this kind of information.
Pay and grading structure (levels of pay rather than individual salaries) 2019/20 Salary Grade Structure (Excel doc)
General information about staff pension scheme SHAPS Membership Benefits (pdf)
Class 5: How we manage our resources

Information about how we manage our human, physical and information resources.

Information How to access it
Human resources
Strategy and management of human resources People Strategy (pdf)
Staffing structure Staff structure 2019 (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 & Selection Management Policy 2019 (pdf)

2. Performance & Recognition Management Policy (pdf)

3. Grading structure 2019 (pdf)

4. Performance & Recognition Management Policy (pdf)

5. Pensions extract from staff handbook (pdf)

6. Disciplinary Policy 2018 (pdf)

7. Grievance Management Policy & Procedures

8. Employee Learning and Development Management Policy

9. Information Security and Acceptable Use Policy 2018

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.
Trade Union information Port of Leith Housing Association does not hold or publish this kind of information.
Summary of professional organisations / trade bodies of which we are a member Affiliations (Excel doc)
Physical resources
Management of our land and property assets, including environmental / sustainability reports Asset Management Strategy (pdf)
General description of our land and property holdings Port of Leith Housing Association does not hold or publish this kind of information.
Estate development plans Port of Leith Housing Association does not hold or publish this kind of information.
Information resources
Records management policy and records management plan, including records retention schedule Data management policy 2018 (pdf)
Data protection or privacy policy Data management policy 2018 (pdf)
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.

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) Online – Contracts Register – Public Contracts Scotland
Information about regulated procurement contracts awarded (value, scope, duration) Online – Contracts Register – Public Contracts Scotland
Our procurement
Procurement Policy and procedures Procurement Policy (pdf)
Information on how to tender for work and invitations to tender Online – Procurement 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
Framework agreements Online – Procurement
Class 7: How we are performing

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 2019
ARC report to tenants Online – Scottish Housing Regulator website
Performance standards / indicators Online – Landlord Details – Scottish Housing Regulator website
Benchmarking information Online – Scottish Housing Regulator website
Complaints policy, guidance and forms Complaints Handling Policy 2019 (pdf)
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 Online – Get Involved
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 eg bookshop, museum or research journal.

Information How to access it
Port of Leith Housing Association does not hold or publish any information under this class. N/A
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.

Information How to access it
Port of Leith Housing Association does not hold or publish any information under this class. N/A

Copyright and re-use

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

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