At Osborne Co-operative Academy Trust, we believe in openness, fairness, and responsibility. These are the core values we follow from the International Co-operative Movement, which include equality, equity, democracy, self-help, self-responsibility, and solidarity. We also believe in being honest, socially responsible, and caring towards others. These principles guide everything we do – including how we handle requests for information.
To stay legally compliant, all our schools must follow important UK laws like the Freedom of Information Act 2000 (FOI), the Environmental Information Regulations (EIR), the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Education (Pupil Information) (England) Regulations 2005.
This guide explains what all staff, volunteers, and contractors must do when managing these types of information requests.
Key Rules Everyone Must Follow
We expect everyone working within the Trust to follow these important rules when handling information:
1. Know Which Law Applies
Each request may fall under a different law. It’s important to correctly identify which law applies and follow it accordingly.
2. Share Information – Unless Legally Justified Not To
We aim to provide requested information unless there’s a strong legal reason not to. If we refuse a request, we must clearly explain why.
3. Help the Person Making the Request
We must always offer help and guidance to anyone requesting information and do our best to respond within the legal time limits.
4. Work Together and Respond Fast
If asked, all employees must quickly provide any information needed by the person managing the request.
5. Charging for Information
If we decide to charge for any information, we must follow a set charging policy that is shared with the public.
6. Provide Information in the Right Format
Where possible and reasonable, we should give the information in the format requested, whether digital, printed or other.
7. Internal Reviews and Appeals
We must always tell the requester how to ask for an internal review if they are not happy with our reply.
8. Escalation to ICO
If someone still isn’t happy after a review, we must inform them that they can contact the Information Commissioner’s Office (ICO).
9. Publication Scheme on Website
We must keep an updated Publication Scheme on our website to meet the FOI and EIR requirements.
Where to Get Help or More Information
To follow these rules, there are other policies and documents that can help you:
- Records Management Policy
- Data Protection Rights Procedure
- Publishing for Transparency Procedure
- Subject Access Request Procedure
- Statutory Requests for Information Guidance
- Retention Schedule
If you’re ever unsure, speak to your school’s Data Protection Lead for guidance.
Want to Do Something Different from This Policy?
If you think you have a valid reason to act differently from this policy, you need to formally request permission through the school office. Make sure you’ve read and understood why the policy exists before making such a request.
What Happens If You Break These Rules?
Breaking this policy is serious. Any breach will be looked into and could lead to disciplinary action. If it’s a major breach, it might even lead to dismissal without notice or legal action.
Policy Version and Review
- Current version: C4-2024 (2.5)
- Date approved: 21st May 2024
- Approved by: Trust Board
- Next review due: May 2025
Handling requests for information correctly is essential at Osborne Co-operative Academy Trust. By following this policy, we not only meet legal requirements but also build trust with our community. Everyone who works with us plays a part in protecting data and being open and honest. If you’re ever in doubt, always ask – it’s better to be safe and clear than to make a mistake that could have serious consequences.
