Access to Information

Access to Information Charging Policy
This charging policy applies to information that is not publicly available via our website or available from publications which anyone can request from us.  The policy covers requests under the Environmental Information (Scotland) Regulations 2004 and the General Data Protection Regulation (EU) 2016/679.

Environmental Requests
Abertay has the right to charge a reasonable fee towards the costs of responding to requests under the Environmental Information Regulations.

What we will not charge for:

  • Employee time spent determining whether information is actually held.
  • Employee time spent determining if information can be disclosed.

What we may charge for:

  • Employee time taken in the location and / or retrieval of the information.
  • Employee time to redact information so that it can be provided in response to a request.
  • Photocopying / Printing.

Charges are calculated on the basis of the actual cost to Abertay of providing the information.

Employee time is charged at the average hourly rate of pay for the grade(s) of the employee responding to the request, up to a maximum of £20 per hour per employee.

Copying or printing of material is charged at 10p per black and white copy of A4 or A3 and 45p per colour copy of A4 or A3.

Postage is charged at the current Royal Mail cost for Second Class postage.

Charge Waiver
We do not charge for information which takes less than 4 hours to retrieve in order to provide you with a response to your request.

Where information takes us over 4 hours to retrieve, we may ask you to pay the cost up to a maximum of £500.

Notice of Fees
If we intend to make a charge for any requested information, we will contact you as soon as possible.  We will issue you with a Fees Notice which sets out the charge and how it has been calculated.  The notice will tell you how to pay the fee to us.  It will also offer advice and assistance to help you to narrow your request to reduce or avoid charges altogether.

If we do not hear from you within 60 working days of issue of a Fees Notice, we will assume that you have withdrawn your request.

Personal Data
During the course of our activities, we collect and process personal data in relation to tenants, owners and members.  Our Fair Processing Notice sets out how we do this.  We have a separate Fair Processing Notice for employees.  This sits in the context of our Privacy and Data Protection Policy and our Data Retention Schedule.

Requests for your own Personal Data
You will not have to pay a fee to access your information.  However, we may charge a reasonable fee, as above, if your request for information is clearly unfounded or excessive.  Alternatively, we may refuse to comply with the request in such circumstances.

Advice and Assistance
Abertay will provide advice and assistance to anyone who would like to request information from us.  Please contact us, marking you request for the attention of the Corporate Services Director.