What can I request?
The Freedom of Information Act and Environmental Information Regulations give you rights to access official information. The Environmental Information Regulations give you specific rights to obtain environmental information. You don’t have to know whether the information you want is covered by the Freedom of Information Act or the Environmental Information Regulations, it is for the council to decide which law to follow. The right only covers information which is recorded, including information held on computers, in e-mails and in printed or handwritten documents as well as images, video and audio recordings; we do not have to answer your question if this would mean creating new information or giving an opinion or judgement that is not already recorded.
What are the essential requirements for a request?
For your request to be dealt with according to the Freedom of Information Act, you must:
Contact us directly in writing. Letters should be addressed to:
Data Protection and Governance Officer
Basingstoke and Deane Borough Council
Civic Offices
London Road
BASINGSTOKE
Hampshire
RG21 4AH
E-mails should be sent to: FOI@basingstoke.gov.uk
Give your real name; and
Give an address to which we can reply: this can be a postal or e-mail address.
You can make a verbal or written request for information under Environmental Information Regulations but a written request is preferred to avoid any misunderstanding of your requirements.
You do not have to:
Mention the Freedom of Information Act or Environmental Information Regulations, although it may help to do so;
Know whether the information is covered by the Freedom of Information Act or the Environmental Information Regulations; or
Say why you want the information.
It is sensible to write the date on any letters or e-mails you send and keep a copy, so you have a reliable record of your request. If you make a verbal request for environmental information, we recommend that you note who you spoke to, the date, and what information you requested.
How should I word my request?
Use straightforward, polite language; avoid basing your request or question on assumptions or opinions, or mixing requests with complaints or comments.
Be as clear as possible. If we are not sure what you want, we will have to ask you for further explanation, which may delay our final response.
Where possible, ask for specific information rather than using open-ended questions. ‘What?’ or ‘How much?’ are more likely to get a useful response than ‘Why?’. However, you don’t have to specify particular documents.
Say how you would prefer to receive the information, for example, electronically or as a hard copy. Otherwise, we would normally respond by the same medium by which your request is submitted.
