A Guide to Information 

Terms used in this document


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.


Enviromental Information Regulations (Scotland) 2004

Those organisations covered by EIRs have a duty to respond to requests for environmental information.


The Scottish Information Commissioner

Who is responsible for ensuring that those bodies covered by FOISA and EIRs comply with the terms of the legislation.


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).


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.

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

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:



Online Free
View at our office Free
Print in black and white  10p per side of A4
Print in colour  20p per sode of A4
CD Rom  50p per CD Rom 
Posted document/ CD Rom Cost of postage incurred

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:

Gillian Spence, Corporate Governance Officer on 0141 559 5644 or email gillianspence@spireview.org.uk  

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. 

Charges for Environmental Information: Environmental information is provided under the EIRs rather than FOISA.  

The rules for charging for environmental information are slightly different.  

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 Spire View Housing Association of providing the information:

  • Photocopying is charged at 4p per A4 sheet for black and white copying, 4p 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 for 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. 

Further information on GDPR can be found on the Information Commissioner’s Office website.

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 Committee 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.   

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

Contact us

If you have any queries about anything contained within this Guide to Information, or if there is some information that you cannot find that you would like to access, please contact:

Spire View Housing Association 

43 Tharsis Street


G21 2JF 


0141 559 4644 

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.

Information                                                    Where to Access

Class 1 - About Spire View Housing Association

Information about Spire View 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

Mission Statement  About us
Vision  About us
Values  About us
Corporate Objectives  Business Plan
Area(s) of Operation  Our Properties
Key Activities; Strategic/ Corporate Plan(s) Business Plan
Business Plan (or summary)  Business Plan
Customer code/ Charter/ Service Standards  SVHA Service Standards

Location and Opening Arrangements

General Inqiuries (and dedicated lines where appropriate) Our Staff
Opening Times Contact us
General Contact Arrangements Conact us
Local/ area office contact details  Contact us
Contact details for making a complaint Make a complaint
Address Contact Us
Telephone and email addresses Contact Us

Information relating to Freedom of Information

Publication scheme and Guide to Information  Guide to information 
Charging schedule for Guide to Information  Guide to information 
Contact details and advice on making an FOI request Guide to information
FOI Policies and procedures Freedom of Information Policy
Charging schedule for enviromental 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 governing body member 
  • professional biographical details
  • office bearing responsibilities
  • when they became an office bearer

Business Plan

Description of the role of the Governing body: 

  • Governance Structure Chart (including subcommittees and working groups)
  • Remits for governing body and any subcommittees
Standing Orders
How to become part of the Governing Body How to become a Committee Member

About our Staff

List of Senior Management Team, including professional biography and contact details Our Staff
Organisational structure Business Plan

Governance Documents and Corporate Policies

Rules/ Articles  SVHA Rules
Standing Orders Standing Orders
Membership Policy SVHA Membership Policy
Code of Conduct for Staff SVHA Code of Conduct
Code of Conduct for Governing Body Members Governing Body Code of Conduct
Entitlement Payments and Benefits Policy (or equivalent, includign arrangements for payments for expenses and subsistence) Entitlements Payments and Benefits Policy
Register of Interests

Register of Interests Staff

Register of Interests Committee

Equalities Policy  Equality and Diversity Policy
Health and Safety Policy  Health and Safety policy
Sustainability Policy Sustainability Policy

Relationship with regulators

Engagement Plan with Scottish Housing Regulator Engagement Plan 
Annual Assurance Statement Annual Assurance Statement
Annual Return on Charter submission to SHR Annual Return on Charter submission to SHR
Financial returns to SHR

SVHA Signed Accounts

SVHA Financial Projections and Assumptions

SVHA Loan Portfolio and Return 

Charter report to tenants Issue 67 SVHA Newsletter (Annual Report)
Internal and External audit arrangements Business Plan

Group Details

Details of our subsidaries/ parent organisation Not applicable 

Key Partnerships 

Strategic agreements with other organisations Not applicable

Class 2 - How we deliver our functions and services

Information about our work, our strategy and policiesfor delivering services and information for our service users.

How to use our services

List of services provided Business Plan
How to report a repair Reporting a repair
Right to Repair information Right to Repair Policy
How to apply for a house Apply for a House
How to get information about tenancy support Tenant Services
How to make a complaint Complaints Handling
How to speak to a housing officer Our Staff
How we consult with tenants and other customers to inform and improve service delivery and develop new services. Tenant Participation and Action Strategy

Policies & Procedures

Allocations Policy SVHA Allocations Policy
Adaptations policy Adaptations Policy
Anti-Social Behaviour Policy Anti-Social Behaviour Policy
Asbestos Management Policy Asbestos Management Policy
Arrears Management Policy Arrears Management Policy
Asset Management Policy (including stock condition information) Asset Management Policy
Customer Care Policy Customer Care Policy
Data Protection Policy Data Protection Policy
Enviromental Information Regulations (EIR) Policy EIR Policy
Equality and Diversity Policy Equality and Diversity Policy
Estate Management Policy  Estate Management Policy
Health and Safety Policy and Procedures Health and Safety Policy
Legionnaires Inspection/ Prevention Policy Legionnaires Inspection/ Prevention policy
Procurement Policy Procurement Policy
Risk Management Policy Risk Management Policy
Rent Setting Policy Rent Setting Policy
Repairs Policy Repairs Policy
Sustainability Policy Sustainability Policy
Tenant Engagement Policy Tenant Engagement policy
Tenancy Sustainment Policy Tenancy Sustainment Policy
Internal Procedures relating to above (where available)

Anti-social Behaviour Procedures

Complaints Handling Procedure 

Registered Tenant Organisation (RTO) Procedure 

Gas Safety Policy and Procedure

Procedure for Housing Applications 

Financial Procedures

Recruitment and Selection 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 Meeting Minutes Committee Meeting Minutes
Governing Body Meeting Reports and papers Committee Meeting Reports and Papers
Governing Body Agendas Committee Agenda

Consultation and Participation 

Tenant Participation Strategy  Tenant Participation and Strategy Action Plan 
Consultation reports noting the outcome of any recent consultations with tenants/ others Issue 69 SVHA Newsletter (Page 10) 'What you told us...'
Registered Tenant Organisation RTO Procedure

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).

Description of funding sources Signed Accounts 
Audited Accounts Signed Accounts
Budget policies and procedures Financial Regulations
Budget allocation to key service areas Budget

Our programme of work and projects

Brief details of any project funding and how it is being spent Issue 69 SVHA Newslettter (Page 5) 'Funding update - didn't we do well'
Capital works programme/ plans information (annual programme figure) Investment Plan 

Spending relating to staff and governing body

Expenses policies and procedures Committee Members Expenses
Senior staff/governing body member expenses at category level e.g. travel, subsistence and accommodation Signed accounts
Board member remuneration other than expenses Not applicable 
Pay and grading structure (levels of pay rather than individual salaries) EVH Grading Guidelines
General information about staff pension scheme

Online Support from TPT

SHAPS Membership Benefits

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 Business Plan
Staffing structure Business Plan

Human resources policies covering: 

  • recruitment
  • performance management
  • salary and rgading
  • promotion
  • pension
  • discipline
  • grievance
  • staff development 
  • maintenance and retention of staff records
Internal procedures relating to the above (where available)

Stress Management Policy

Staff Training and Development Policy

Lone Working Policy

Flexible Working Policy 

Code of Conduct for Staff

Attendance Management Policy 

Disciplinary Policy 

Grievance policy 

Dignity at Work Policy 

Alcohol and Substance Misuse Policy 

Trade Union information  Unite the Union
Summary of professional organisations/ trade bodies of whcih we are a member Professional Organisation

Physical Resources

Management of our land and property assets, including enviromental/ sustainability reports Asset Management Strategy 
General description of our land and property holdings Asset Management Strategy 
Estate development plans Asset Management Strategy 

Information Resources

Records management policy and records management plan, including records retention schedule Privacy Policy 
Data protection or privacy policy Privacy 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 

Information about our key service delivery contractos who carry out: 

  • responsive repairs 
  • landscape maintenance 
  • planned/ cyclical maintenance
Entitlements payments and Benefits Policy 
List of suppliers and contractors use by organisation (provided to staff under our Entitlememnts and benefits Policy).  Entitlements Payments and Benefits Policy 
Information about regulated procurement contracts awarded (value, scope, duration) Contracts Register

Our Procurement

Procurement Policy and procedures Procurement Policy 
Information on how to tender for work invitations to tender Procurement Policy 
Register of contracts awarded which have gone through formal tendering, including name of supplier, period of contract and value Contracts Register
Links to procurement information we publish on Public Contracts Scotland website  Contracts Register
Framework Agreements  Not applicable

Class 7 - How we are performing

Information about how we perform as an organisation, and how well we deliver our functions and services 

Annual Report  Issue 70 SVHA Newsletter October 2021
ARC report to tenants  Annual Return to the Charter
Performance Standards/ indicators  Business Plan
Benchmarking information  Business Plan
Complaints policy, guidance and forms 

Complaints Handling Policy 

Complaints Handling Procedure 

Complaints reports or equivalent to show how complaints are handled and influence service delivery (aggregare reports rather than individual outcomes).  Issue 70 SVHA Newsletter October 2021

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.

This class does not apply to Spire View 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. 

This Class does not apply to Spire View Housing Association Not applicable