FREEDOM OF INFORMATION

Preface to the North Lanarkshire Leisure Trading CIC Model Publication Scheme

Introduction

The Freedom of Information (Scotland) Act 2002 (the Act) requires Scottish public authorities (which includes North Lanarkshire Leisure Trading CIC) to adopt and maintain a publication scheme.

Authorities are under a legal obligation to:

  • publish the classes of information that they make routinely available
  • tell the public how to access the information they publish and whether information is available free of charge or on payment.

The Act also allows for the development of model publication schemes which can be adopted by more than one authority.

North Lanarkshire Leisure Trading CIC is committed to the principles of Freedom of Information and has adopted the 2015 Model Publication Scheme which has been produced and approved by the Scottish Information Commissioner. It is approved until 31 May 2019.

 

Contents

Section 1: Introduction

Section 2: About North Lanarkshire Leisure Trading CIC (NLL Trading CIC)

Section 3: Accessing Information Under the Scheme

Section 4: Information that we may withhold

Section 5: Our changing policy

Section 6: Our Copyright Policy

Section 7: Records Management

Section 8: Contact Details for enquiries, feedback and complaints

Section 9: How to access information which is not available in the Guide to Information

Section 10: Classes of Information

 

The 2015 Model Publication Scheme

Adoption commits NLL Trading CIC to:

  • adopting this model scheme without amending it.           
  • publishing the information, including environmental information, that we hold and which falls within the classes of information below.
  • ensuring that the way in which we publish our information meets the Model Publication Scheme 2015 Principles.
  • producing a Guide to Information which sets out the information that NLL Trading CIC publishes through this model scheme, how to access it, whether there is a charge for it and how to get help to access information.
  • notifying the Scottish Information Commissioner that we have adopted this model scheme.

Model Publication Scheme 2015 principles

NLL Trading CIC is also committed to the Six Principles of the 2015 Model Publication Scheme as outlined below

Principle One: Availability and formats

  • Information published through this model scheme will, wherever possible, be made available on North Lanarkshire Leisures’  website.
  • We will make alternative arrangements for people who do not wish to, or who cannot, access the information either online or by inspection at one of our venues or offices. North Lanarkshire Leisure could,  for example, arrange to send out information in paper copy on request (although there may be a charge for doing so), which is covered in a later section of this guide.

Principle Two: Exempt information

  • If information described by the classes cannot be published and is exempt under Scotland’s freedom of information laws (for example sensitive personal data or a trade secret), North Lanarkshire Leisure may withhold the information or provide a redacted version for publication, but when this occurs, we will explain why we have done so.

Principle Three: Copyright and re-use

  • North Lanarkshire Leisure Trading CICs’  Guide to Information includes a copyright statement which is consistent with the fair dealing provisions of the Copyright, Designs and Patents Act 1988. Where we do not hold the copyright in information we publish, we will make this clear.
  • Any conditions applied to the re-use of published information must be consistent with the Re-Use of Public Sector Information Regulations 2005 (1)
  • The Commissioner recommends that authorities consider using the Open Government Licence, produced by The National Archives for their published information

(1) To be revised as a result of Directive 2013/37/EU by summer 2015

Principle Four: Charges

  • The Guide to Information will contain a charging schedule, explaining any charges we may levy and how they will be calculated.
  • No charge will be made to view information on North Lanarkshire Leisures’ website or at venues or offices, except where there is a fee set by other legislation, for example, for access to some registers.
  • NLL may charge for computer discs, photocopying, postage and packing and other costs associated with supplying information. The charge will be no more than these elements actually cost North Lanarkshire Leisure for example, the cost per photocopy or postage. There will be no further charges for information in Classes 1 – 7 below. An exception is made for commercial publications (see Class 8 below) where pricing may be based on market value.

Principle Five: Contact details

  • NNL Trading CIC will provide contact details for enquiries about any aspect of the adoption of the model scheme, our Guide to Information and how to ask for copies of North Lanarkshire Leisures’ published information.
  • North Lanarkshire Leisure will also provide reasonable advice and assistance to anyone who wants to request information which is not published. Our Guide to Information provides contact details to access this help.

Principle Six: Duration

  • Once published through the Guide to Information, the information will be available for the current and previous two financial years. Where information has been updated or superseded, only the current version will available (although previous versions may be requested from North Lanarkshire Leisure.

 

Classes of Information

The Information Commissioner has identified 8 Classes of Information which North Lanarkshire Leisure will provide information on, including:

  1. About North Lanarkshire Leisure Trading CIC
  2. How we deliver our functions and services
  3. How we take decisions and what we have decided
  4. What we spend and how we spend it
  5. How we manage our human, physical and information resources
  6. How we procure goods and services from external providers
  7. How we are performing
  8. Our commercial publications



NLL’s Guide to Information

Model Publication Scheme 2015

Section 1: Introduction

The Freedom of Information (Scotland) Act 2002 (the Act) requires Scottish public authorities to adopt and maintain a publication scheme which has the approval of the Scottish Information Commissioner and publish information in accordance with that scheme. The publication scheme must:
 

  • publish the classes of information that the authority makes routinely available
  • tell the public how to access the information and whether information is available free of charge or on payment

North Lanarkshire Leisure (NLL) has been designated as a Scottish Public Authority by an order made under section 5 of the Act, known as the Freedom of Information (Scotland) Act 2002 (Designation of Persons as Scottish Public Authorities) Order 2013. 

North Lanarkshire Leisure Trading CIC has adopted the Model Publication Scheme 2015 which has been produced and approved by the Scottish Information Commissioner. It is approved until 31 May 2019.

You can see this scheme on our website at www.nlleisure.co.uk. It is also available on the Scottish Information Commissioner’s website at www.itspublicknowledge.info

You can also contact us at the address below if you prefer a copy of the Model Publication Scheme 2015, or this Guide to Information, to be provided in a different format.
 
The purpose of the Guide to Information is to:
 

  • allow the public to see what information is available (and what is not available) from North Lanarkshire Leisure Trading CIC in relation to each class in the Model Publication Scheme 2015
  • state what charges may be applied
  • explain how to find the information easily
  • provide contact details for enquiries and to get help with access to the information
  • explain how to request information that has not been published.

 
Alongside the Act, the Environmental Information (Scotland) Regulations 2004 (the EIRs) provide a separate right of access to the environmental information that we hold. This guide to information also contains details of the environmental information that we routinely make available.


Section 2:  About North Lanarkshire Leisure Trading CIC

North Lanarkshire Leisure Trading CIC was created on 18th September 2009 to undertake non-charitable trading activities on behalf of its parent company, North Lanarkshire Leisure Ltd, which is a registered charity. 

 
Section 3:  Accessing Information Under the Scheme

Availability and formats
 
The information published through this Guide to Information is, wherever possible, available on our website. We offer alternative arrangements for people who do not want to, or cannot, access the information online or by inspection at our premises. For example, we can usually arrange to send information to you in paper copy (although there may be a charge for this – see “Section 5 – Our Charging Policy”).
 
How to Contact Us:

North Lanarkshire Leisure has many channels available which provide a great deal of information, including details of how to get in touch with us, such as:

  • Online - most of the information listed in this guide to information is available to download from our website, free of charge at  www.nlleisure.co.uk.
  • By email – if the information you seek is listed in our guide to information but is not published on our website we can send it to you if you email a request to info@nlleisure.com
  • By post, please address your request to:
    • FOI Officer, North Lanarkshire Leisure, Broadwood Stadium, 1 Ardgoil Drive, Cumbernauld, North Lanarkshire, G68 9NE
  • By phone, please call the FOI Officer on 01236 341 968
  • In person, by visiting any of our venues or NLL Headquarters at Broadwood Stadium in Cumbernauld. Where staff within our venues are unable to satisfy your specific enquiry, they can easily refer your request to Headquarters.
  • When seeking information that is not contained in this ‘Guide to Information’ please also provide a telephone number and your contact details so that we can call you to clarify exactly the information you are seeking and advise you if any charges if applicable..
  • Help – If you have any difficulty in identifying the information you are looking for, or you require the information to be provided in other languages and/or other formats, please contact us and we will be happy to provide advice and assistance.
  • We also publish and provide a lot of information on our venues, programmes, services, events, news and activities via a number of social media channels, including (please click to link to the appropriate social media channel):

 
Exempt information:
We will publish all the information we hold that falls within the classes of information in Section 10. If a document contains information that is exempt under Scotland’s freedom of information laws (for example sensitive personal information or a trade secret), we will remove or redact (black out) the information before publication and explain why. 
 

Section 4:  Information that we may withhold

All information covered by our Guide to Information can either be accessed through our website, or will be provided promptly following our receipt of your request.
 
Our aim in adopting the Commissioner’s Model Publication Scheme 2015 and in maintaining this Guide to Information is to be as open as possible. There may be certain limited circumstances where information can be withheld from one of the classes of information listed in “Section 10 – Classes of Information”. Information will only be withheld, however, where the Act (or, in the case of environmental information, the EIRs) expressly permits it.
 
Information may be withheld where its disclosure would breach the law of confidentiality, harm an organisation’s commercial interests, or endanger the protection of the environment. Information may also be withheld where it contains someone else’s’ personal information, and where its release  would breach data protection legislation.
 
Whenever information is withheld we will inform you of this, and will set out why that information cannot be released. Even where information is withheld it may be possible to provide copies with the withheld information edited out.

 
Section 5:  Our charging policy

Unless otherwise stated in “Section 10 – Classes of Information”, all information contained within our scheme is available from us free of charge where it can be downloaded from our website or where it can be sent electronically by e-mail.

We reserve the right to impose charges for providing information in paper copy or on computer disc. Charges will reflect the actual costs to North Lanarkshire Leisure of supplying the information, e.g. photocopying and postage, as outlined below.
 
If a charge is to be levied, we will inform you of the charge and how it has been calculated, with the information being supplied once payment has been received.
 

Information Copying Charges
 
We may charge at cost for providing information to cover costs such as photocopying and postage and we will advise you  what the cost is and gain your agreement to incur these costs before we provide the information.

Some typical costs are noted in the table below

Item Typical Cost/Notes
A4 Black & White Photocopy £0.10
A4 Colour Photocopy £0.20
A3 Black & White Photocopy £0.20
A3 Colour Photocopy £0.40
Information provided on electronic media, such as CD, memory stick or via other media format Charges will be based on the cost to NLL of obtaining the appropriate electronic media to record the information onto
Postage Charges Postage costs may be charged at the rate we pay to send the information to you by Royal Mail First Class.
Publications When providing copies of pre-printed publications, we will charge no more than the cost per copy of the total print run.

 
Section 6:  Our Copyright Policy 

North Lanarkshire Leisure has adopted the Open Government Licence for public sector information http://www.nationalarchives.gov.uk/doc/open-government-licence
This sets out what you can and cannot do with our published information where we are the copyright holder.  Where North Lanarkshire Leisure does not hold the copyright for information we publish, we will make this clear in this Guide.
 
Where North Lanarkshire Leisure holds the copyright in its published information, the information may be copied or reproduced without formal permission, provided that:
 
• it is copied or reproduced accurately
• it is not used in a misleading context, and
• the source of the material is identified.

  
Section 7:  Records management 

North Lanarkshire Leisure regards its records as a major asset of the Company, since they  are one of the essential resources which support management in the efficient and effective fulfilment of its governance, business and legal responsibilities. 


Section 8: Contact details for enquiries, feedback and complaints 

The Act requires that we review our publication scheme from time to time. As we have adopted the Model Publication Scheme 2015, this means we will review our Guide to Information from time to time.
 
As a result, we welcome feedback on how we can develop our guide further. If you would like to comment on any aspect of this Guide to Information, then please contact us.

 
All enquiries, feedback and complaints relating to this Guide to Information, or any other aspect of Freedom of Information, Data Protection and the EIRs should be directed to:
 
FOI Officer

North Lanarkshire Leisure

Broadwood Stadium

1 Ardgoil Drive

Cumbernauld

North Lanarkshire

G68 9NE

 
01236 341 968

info@nlleisure.com

www.nlleisure.co.uk

 
Section 9:  How to access information which is not available in the Guide to Information

If the information you are looking for is not available through our Publication Scheme, you may wish to request this from us.

The Freedom of Information (Scotland) Act 2002 (FOI) provides you with a right of access to the information we hold, subject to certain exemptions. The aim of this Act is to increase openness and transparency by allowing people access to information about how decisions are taken and how public services are delivered.

Requests must be in writing, or in a permanent form such as e-mail, video or audio tape and should be sent to the contact details below.

Timescale

You can expect to receive a response within 20 working days (from the date we receive your payment, if applicable), though we may ask you for clarification to help us locate and retrieve the information you are interested in.

Costs

A cost for providing the information you request may be incurred depending on the expense involved in locating, retrieving, collating and providing this information.

  • There will be no charge for information requests which cost us £100 or less to process.
  • There may be a charge for information requests which cost us over £100 and up to £600.
  • We are not obliged to respond to requests which will cost us over £600 to process.
  • You will be advised in advance if a fee will apply.

Data Protection Act 2018 (DPA)

North Lanarkshire Leisure is registered under the Data Protection Act 2018 and at all times comply with the terms of the Act when processing personal data. The DPA provides you with a right of access to any personal information about you that we hold. This right is subject to certain exceptions or exemptions.

You must supply enough information for us to find the data you have requested along with proof that you are the person mentioned in the data.

Requests must be in writing, or in a permanent form such as e-mail, video or audio tape and should be sent to the contact details below.

Timescale

You can expect to receive a response within one month of receipt of the request, though we may ask you for clarification to help us locate and retrieve the information you are interested in.

Costs

All requests for personal information will be free unless the request is “manifestly unfounded or excessive”. A reasonable fee will be charged for multiple requests.

Contact Details

You can request information, as detailed above, by sending full details of your request to:

By e-mail:            Info@nlleisure.com

By post:                    FOI Officer

                                North Lanarkshire Leisure

                                Broadwood HQ

                                1 Ardgoil Drive

                                Cumbernauld

                                G68 9NE

 

Charge for request for your own personal data


All requests for personal information will be free unless the request is “manifestly unfounded or excessive”. A reasonable fee will be charged for multiple requests.
 

Section  10: Classes of information

This section identifies the classes of information that North Lanarkshire Leisure provides information on, including the description from the Information Commissioner on what type of information may fall within each of the classes :

  Class Description
1 About the authority

Information about the authority, who we are, where to find us, how to contact us, how we are managed and our external relations

   

North Lanarkshire Leisure Trading CIC was created on 18th September 2009 to undertake non-charitable trading activities on behalf of its parent company, North Lanarkshire Leisure Ltd, which is a registered charity. 

How to Contact Us:

North Lanarkshire Leisure has many channels available which provide a great deal of information, including:

  • Most of the information listed in this guide to information is available to download from our website at www.nlleisure.co.uk.
  • By email – if the information you seek is listed in our guide to information but is not published on our website we can send it to you if you email a request to info@nlleisure.com.
  • By post, please address your request to:

FOI Officer, North Lanarkshire Leisure, Broadwood Stadium, 1 Ardgoil Drive, Cumbernauld, North Lanarkshire, G68 9NE

  • By phone, please call the FOI Officer on 01236 341 968
  • In person, by visiting any of our venues or NLL Headquarters at Broadwood Stadium in Cumbernauld. Where staff within our venues are unable to satisfy your specific enquiry they can easily refer your request to Headquarters.
  • When seeking information that is not contained in this ‘Guide to Information’ please also provide a telephone number so that we can call you to clarify exactly the information you are seeking.
  • Help – If you have any difficulty in identifying the information you are looking for, or you require the information to be provided in other languages and/or other formats, please contact us and we will be happy to provide advice and assistance.
  • We also publish and provide a lot of information on our venues, programmes, services and events  via a number of social media channels, including:
2 How we deliver our functions and services

The activities undertaken within NLL Trading CIC include:

  • Conferencing;
  • Hospitality;
  • Special events (e.g. boxing events, careers fairs and any events not linked to the charitable objectives of the Trust).
     
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

   

North Lanarkshire Leisure Trading CIC is led by the same Managing Director and governed by the same Board of Directors as its parent company, North Lanarkshire Leisure.  This Board consists of 6 Directors who are elected members of North Lanarkshire Council and 6 independent Directors.

The Board of Directors meet on around 6 occasions per annum to consider all aspects of the business for both North Lanarkshire Leisure and North Lanarkshire Trading CIC.  The Board of Directors provide their services on an entirely voluntary basis.

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)

   

North Lanarkshire Leisure has a Head of Finance & IT in place to oversee the financial governance of the charity and the Trading Subsidiary.  There is also an Audit Committee comprising representation from the Board of Directors and Senior Financial staff who meet at least 6 times per annum.

NLL Trading CIC is subject to an annual audit, undertaken by the appointed External Auditors.  More regular system and process checks are undertaken by the same Audit Firm under an Extended Assurance contract.

The Annual report provides and annual account of the performance of the business, this is provided to Companies House following approval at the AGM.

5

How we manage our human, physical and information resources

Information about how we manage the human, physical and information resources of the authority.

   

NLL Trading CIC have no contracted staff, all staff are contracted by North Lanarkshire Leisure and allocated to work on a trading activity where appropriate.  All staff are therefore subject to the various policies approved for NLL.

6

How we procure goods and services from external providers

Information about how we procure goods and services and our contracts with external providers

   

NLL Trading CIC works within the Procurement Reform (Scotland) Act 2014.  For contracts which are relatively low value and low risk (below £50,000) quotations would be requested from 3 appropriate suppliers.  Contracts which exceed this £50,000 but which are below the OJEU threshold will be subject to competitive tender and anything above the OJEU limit would be subject to a Route 3 OJEU tender.

7 How we are performing

 

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

 

    NLL Trading CIC is a vehicle to undertake trading activities on behalf of NLL.  The targets set for the company are financial and performance against these can be seen in the Annual Report. 

 NLL_Trading_CIC_Annual_Report_2013-14

 NLL_Trading_CIC_Annual_Report_2014-15

 NLL_Trading_CIC_Annual_Report_2015-16

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.

   

NLL Trading CIC do not currently package information for sale on a commercial business.

 

9 Our board meetings

 

Minutes from our board meetings

 

   

 

 

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About NL Leisure

NL Leisure is a registered Scottish charity, regulated by the Office of the Scottish Charity Regulator (OSCR). The purpose of NL Leisure is to deliver sport, recreational, health improving and social welfare services to the community of North Lanarkshire. NL Leisure is a not for profit company (NPDO) which is limited by guarantee.

NL Leisure's vision is to provide exceptional customer service and value for money experience through the provision of a range of high quality sport, recreational and health improving activities

 

 

Contact

NL Leisure Headquarters

1 Ardgoil Drive,
Cumbernauld,
G68 9NE
01236 341968

Membership Enquiries

accessnl@nlleisure.com

General Enquiries

queries@nlleisure.com

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