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The Freedom of Information Act 2000 gives you the right to access many types of recorded information held by public organisations, such as the council. ‘Recorded information’ means information that is:
- held on computers
- in emails
- in printed or handwritten documents
- in images, video and audio recordings.
Where can I find the information?
A lot of council information is available on our website through our publication scheme.
For any information not in our publication scheme, you can make a FOI request. We must reply to your request within 20 working days.
There are some types of information that we won’t be able to give you for legal reasons, for example, because it would give you personal information about someone else.
How do I apply for information not in the publication scheme?
FOI requests must be submitted in writing and include your name and a postal or email address so we can contact you with our response. Try to be as specific as you can about the information you want.
The easiest way to submit an FOI request is to email inforequests@havant.gov.uk or write to:
Information Governance Officer, Havant Borough Council, Civic Offices, Havant, PO9 2AX.
Is there a charge?
The council can make a charge to cover costs such as photocopying and postage.
How we deal with your request
We must reply within 20 working days. If we can’t give you the information at that time, we will explain why. In complicated cases, the time limit can be extended to a maximum of 40 days from the date of your request.
Using AI to help draft information requests?
AI tools can be helpful, but they can also introduce errors or create overly complex requests that increase the burden on public bodies and cost to the taxpayer. The Information Commissioner’s Office has provided the following advice about using AI to make a request.
When using AI to help draft an information request, please make sure the final wording has been checked and reflects your actual information needs.
Before you submit a request or secondary correspondence, please check that:
You are only asking for the information you are genuinely looking for.
AI tools sometimes generate broad or excessive wording that goes beyond the information you actually want or need;
The request is clear, concise and focused.
Short, straightforward requests are easier for us to process and usually lead to quicker, more accurate responses;
There are no obvious factual inaccuracies.
AI can misrepresent legislation or misstate what organisations do. Please review the text of your request carefully and don’t assume AI is right. If it has referred to something you don’t understand, check what it is; and
The tone is appropriate.
AI-generated content can sometimes sound abrupt, or otherwise inappropriate. Please check the tone before sending.
Why does this matter?
We are seeing an increase in requests and secondary correspondence that appear to have been drafted by generative AI. These can require additional clarification because of inaccuracies or unnecessary complexity. This creates delays for both requesters and our teams.
Need guidance?
You can find advice on making effective information requests on the Information Commissioner’s Office website.
Complaints
If you're not satisfied with the response you have received to a request for information, you can ask us to review our handling of the matter.
This can be done by emailing governance@havant.gov.uk, providing the reference number of your request and the issues you would like us to investigate. Alternatively please write to the Governance Team at the council offices.
The Information Commissioner’s Office recommends that public authorities carry out internal reviews within 20 working days. The council commits to a 20-working day time period commencing the day after receipt of a valid request for review.
If you remain unsatisfied after the review outcome, you can complain to the Information Commissioner’s Office (ICO). Please be aware the ICO will not consider a complaint unless the council has fulfilled the internal review process first.