Data Protection & Freedom of Information Office

FoISA - How to request information

The Freedom of Information (Scotland) Act 2002 provides a general right of access to information held by the University. The University already publishes a great deal of information that can be accessed via the Publication Scheme.

Any request for information about yourself will be handled via the Subject Access Request procedures of the General Data Protection Regulation (GDPR).

Information requested under FOISA or EIRs can be submitted via email. Please note that there are separate charging policies for obtaining information through FOISA and EIRs. The EIRs charging policy provides an overview of fees charged for obtaining information as well as reproduction and postage costs. More information on fees can be found here.

• A request for information may be submitted by email to the Data Protection and Freedom of Information Office.
• A clear description of the requested information must be provided. The University may need to seek clarification on any request where it is not possible to identify the information needed from the original description provided.
• The University will give directions on how to locate the information if your request covers information that is already published by the University.
• The University will give advice and assistance if you are uncertain how to describe the information you require. 
• In those cases where the information is only available in paper format, the University will request a postal address to which the response will be sent, even if the request was originally submitted by email.
• The University may refuse vexatious requests for information, under section 14 of FOISA.
• The University may redact or withhold personal data relating to living individuals, under the terms of the General Data Protection Regulation (GDPR).
• The University may redact or withhold information that is covered by other relevant exemptions of FOISA.
• An explanation will be provided when an information request is refused or is only partially answered.
• The University we will respond as fully as possible when it holds only some of the information requested.
• A request for information may be subject to a fee in accordance with the Freedom of Information (Fees for Required Disclosure) Regulations 2004.
• Please refer to the University's Freedom of Information Complaints and Review Procedure if you are dissatisfied with the way in which the University has handled your request for information. 
• The University retains the documents relating to the handling of an Information Request according to the Retention Schedule for FOISA Information Requests.

Please note the following advice from the Scottish Information Commissioner’s website:

The Act says that a request must include the name of the applicant and an address for correspondence. The Commissioner has confirmed that an e-mail address is sufficient when you are asking for information. However, if you send your request by email, you must give your name in the body of the email to fulfil the requirement that the name of the applicant is given. Even if your name appears in your email address (e.g. john.smith@hotmail.com) you must add your name to the text of your request, so that it is clear who the email is from. You must give your real name, as the public authority does not have to answer your request if you have used a false name or pseudonym. The Commissioner will not be able to carry out an investigation if he finds out that you have used a false name. If you have particular reasons for not wanting to reveal your identity to the public authority, you should ask a friend or family member to make the request for information.