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Freedom of Information

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Cloch Housing Association comes under the Freedom of Information regulations.  You can apply to us for information on our business and environmental issues.  We have now published our Guide to Information and there are further links on this part of the website.  Look down the below panel to see the categories of information we hold and browse our website for our policies, information on our Board, and a lot more.

Freedom of Information allows you to request information from the Association about its business.  Your request must be in writing and can be by email, letter, private Facebook message, or if you come into the office where we can give you a form to fill in.  

This legislation now means that you can also make an Environmental Information Request and as well as in writing, we can accept a verbal request for information.

When we receive your request we will check that it has a correct name and address (pseudonyms are not acceptable) and we will check that the request is clear.  We will also assess if your request is actually a Subject Access Request (that is a request about personal data we hold on you) or an Environmental Information Request.  Whatever legislation applies, we will write acknowledging the request and tell you how we will treat the request.  We have 20 working days to respond.

Staff may be able to signpost you to the information without the need for a request.  Some information may be on our website and we may in some instances be able to direct you to another institution or website for the information.  If you do not have access to the internet, we will help you access the information.

If your request is greater than £100 cost to Cloch, we will charge you for the information.  See our Charging Policy for further information.

Making a Request

We are here to help you so, if you have any questions regarding FOI please contact our office on 01475 783637. Or e-mail and put in the subject line "Query about FOI".  You can also private message us on Facebook or pop into the office at 19 Bogle Street, Greenock PA15 1ER


Select from the following options: 

Terms used
Term Used


Freedom of Information (Scotland) Act 2002

Places a duty on those organisations covered to proactively publish certain types of information; and to respond to requests for information; and to provide advice and assistance to those making requests for information.


Environmental Information Regulations (Scotland) 2004

Those organisations covered by EIRs have a duty to respond to requests for environmental information


The Scottish Information Commissioner

Who is responsible for ensuring that those bodies covered by FOISA and EIRs comply with the terms of the legislation


Model Publication Scheme

Produced by the SIC – this details all of the information that those subject to FOISA should publish (if they hold it)

Guide to Information

A guide that all organisations subject to FOISA and adopting the MPS must produce to help people access the information it makes available

Classes of Information

Nine broad categories describing the types of information, authorities should publish (if they hold it).


The Freedom of Information (Scotland) Act 2002 (FOISA) requires that all housing associations/co-operatives in Scotland must produce and maintain a publication scheme. This must detail all of the key information that we publish and how you can access it. This Guide to Information is our publication scheme, and contains links to where you can find all of the information listed online.

CLOCH HOUSING ASSOCIATION has adopted the Scottish Information Commissioner’s (SIC) Model Publication Scheme (MPS), and this Guide has been approved by the SIC

Formats other than online

All of the information listed is available on our website (unless stated), and completely free to access online. However, we understand that not everyone will have online access and where this is the case you can contact us to view this in our office (where this would be convenient). If you would like a printed copy of any of the information listed, we will provide this free unless you require 10 copies or more. This fee will never exceed the cost of photocopying and postage – and we will let you know any total cost before we forward this to you. Our charges for providing any information detailed in this guide are summarised below:

Format Charge
Online FREE
View at our office FREE
Print in black and white 5p per A4 sheet
Print in colour 10p per A4 sheet
CD Rom 25p
Printed document/CD Rom Cost of postage incurred

If you would like to request information that we publish in a format other than online, or arrange a visit to our office to view information, please contact:

Tel: 01475 783637


Information we cannot publish

Whilst we will try to make all of the information we have detailed available, in rare cases there may be some information that we cannot make available. For example, sometimes if we were to publish certain Board minutes, it could reveal personal details about an individual. This would be a breach of Data Protection legislation if we were to do so. When this is the case, we will remove any personal details before publication and highlight where and why we have done so.

For how long will information be published?

We aim, where possible, to publish information for at least the current and previous two financial years. When we review any document – e.g. our policies – to avoid confusion we will only publish the current version once it has been updated. As Cloch is new to FOI, we have taken a “day one” approach to many documents and will build up a current year plus two previous years as we progress. However, archive documents we hold may be available on request.

Copyright and re-use

Where we hold the copyright on our published information, the information may be copied or reproduced without formal permission, provided that:

  • It is copied accurately
  • It is not used in a misleading context
  • The source of the material is identified
Contact Us

If you have any queries about anything contained within this Guide to Information, or if there is some information that you cannot find that you would like to access, please contact:

Tel: 01475 783637


The Information that we make available to you

Under the MPS, the information we provide must be listed under certain “classes” of information. These are the categories of information that are detailed below. As FOI applies to other bodies and sectors across Scotland – such as Scottish Government and Councils for example –this means that not all of the categories in the MPS apply to housing associations/co-operatives.1

The details of all the information we hold under each of the classes that apply to our organisation, and hyperlinks to access this information when available online, are outlined below

Class 1 - About Cloch Housing Association 

Information about Cloch Housing Association, who we are, where to find us, how to contact us, how we are managed and our external relations.

Information to Access Comments

Description of who we are

Vision & Values

Corporate Objectives

Area(s) of Operation

Available on

Key activities; strategic/corporate plan(s)

Business Plan (or summary) 

Available on under How we are doing.

Customer Charter

Location and opening arrangements

  • Address

  • Telephone number and email address for general enquiries (and dedicated lines where appropriate)

  • Opening times

  • General contact arrangements 

  • Local / area office contact details

Available on 

Contact details for making a complaint

Available on under make a complaint

Information related to Freedom of Information

Publication Scheme and Guide to Information 

Available on 

Charging Policy and Schedule for Published Information

Available on under "Policies".

Contact details and advice on making an FOI request

Available on 

Freedom of Information policie and procedure

Available on under "Policies".

Environmental Information Regulations Policy

Available on under "Policies".

About our Governing Body

List of Governing Body Members

  • Names
  • when they became a governing body member
  • Professional biographical details
  • office-bearing responsibilities
  • when they became an office-bearer
Available on under "About Us"

Description of the role of the Governing Body

  • governance structure chart (including sub-committees and working groups)

  • remits for governing body and any sub-committees

Available on under "Board Agendas, Minutes and Reports". 

How to become part of the governing body

Available on under "About Us"

About our Staff

List of Senior Management Team, including professional biography and contact details 

Available on under "About Us"

Organisational Structure 

Available on 

Governance Documents and Corporate Policies

Rules of the Association

Available at

Standing Orders 

Available on under "Policies".  

Membership Policy 

Available on under "Policies". 

Code of Conduct for Staff

Available on under "Policies". 

Code of Conduct for Governing Body Members 

Available on under "Policies". 

Entitlements, Payments and Benefits ( or equivalent, including arrangements for payments for expenses and subsistence) 

Available on under "Policies". 

Register of Interests 

Please ask the association for this information.

Equalities & Diversity Policy 

Available on under "Policies". 

Health & Safety Policy 

Available on under "Policies". 

Sustainability Policy 

Currently not available 

Relationship with Regulators 

Engagement plan with Scottish Housing Regulator 

Available on under "Engagement Plan". 

Assurance Statement 

Available on under "Annual Assurance Statement".

Annual Return on Charter Submission to SHR

Available on 

Financial Returns to SHR 

Available at


Charter report to tenants 

Available on under "Annual Reports". 

Internal and External Audit arrangements 

Every three years, the Association goes to tender for External Audits and each year at the AGM, the Auditor is approved for the coming year.  Our Internal Audits goe out to tender every 3 years.  We share the contract with Oak Tree Housing Association.  This gives us some savings on the cost and a peer organisation with which to benchmark.

Key Partnership

Strategic agreements with other organisations Not applicable. 

Return to Guide to Information Overview

Available  Class 2 - How we deliver our functions and services

Information about our work, our strategy and policies for delivering services and information for our service users. 

Information to Access Comments

How to use our Services 

List of services provided 

We provide social housing for rent, factoring services for homeowners, and run projects for our local communities.  

How to report a repair 

Available on 

Right to Repair information 

Available on under "Right to Repair". 

How to apply for a house 

Available on 

How to get information about tenancy support 

Available on 

How to make a complaint 

Available on 

How to speak to a Housing Officer 

Available on 

How we consult with tenants and other customers to inform and improve service delivery and develop new services

Available on under "Tenancy"

Policies and Procedures

Allocations Policy 

Available on under "Policies". 

Adaptations Policy

Available on under "Policies". 

Anti Social Behaviour Policy

Available on under "Policies". 

Asbestos Management Policy

Available on under "Policies". 

Arrears Management Policy

Available on under "Policies". 

Asset Management Policy (including stock condition information)

Available in 2021

Customer Service Standards 

Available on under "Policies". 

Data Protection Policy

Available on under "Policies". 

Environmental Information Regulations Policy (EIR)

Available on under "Policies". 

Equality and Diversity Policy

Available on under "Policies". 

Estate Management Policy

Available on under "Policies". 

Health and Safety Policy and Procedures

Available on under "Policies". For procedures, please contact us.

Legionnaires Inspection/Prevention Policy

Available on under "Policies". 

Procurement Policy

Available on under "Policies". 

Risk Management Policy

Available on under "Policies". 

Rent Setting Policy

Available on under "Policies". 

Repairs Policy

Available on under "Policies". 

Customer Engagement Strategy

Available on under "Policies". 

Tenancy Sustainment Policy

Included within our customer engagement strategy which is available on under "Policies". 

Internal procedures relating to the above (where available)

If a procedure isn't included within a policy and you wish to see it, please contact us

Return to Guide to Information Overview

Class 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.

Information to Access Comments

Governing Body Meetings

Governing body meeting minutes

Available on 

Governing body meeting reports/papers

For meeting report and paper please contact us

Governing body agendas 

Consultation and Participation 

Customer Engagement Strategy

Available on under "Policies". 

Consultation reports noting the outcome of any recent consultations with tenants/others

to be updated.

Return to Guide to Information Overview

Class 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).

Information to Access Comments

Information about our accounts and budgets 

Description of funding sources

The majority of our funding comes from rent. When developing new build sites we receive partial grant funding for development costs. For wider role activities grants are usually sourced from available funders. 

Audited accounts (as above)

Available on under "Audited Accounts". 

Financial Regulations Policy

 Available on under "Policies".

Our programme of work and projects

Brief details of project funding and how it's being spent

Capital works programme/plans information (annual programme figure)

Available on under "Finance". 

Spending relating to Staff and Governing Body

Expenses policies and procedures

Available on under "Policies". 

Senior staff/governing body member expenses at category level e.g. travel, subsistence and accommodation

Available on under "Finance". 

Pay and grading structure (levels of pay rather than individual salaries) 

Available on under "Finance". 

General information about the staff pension scheme

Available on under "Finance". 

Return to Guide to Information Overview

Class 5 - How we manage our resources

Information about how we manage our human, physical, and information resources 

Information to Access Comments

Human Resources

People's Strategy

Available on under "Policies".

Organisational structure

Available on 

Human resources policies, covering: 

  • Recruitment and Selection Policy

Available on under "Policies".

Internal procedures relating to the above (where available)

If a procedure is not contained within the policy, please request the procedure by contacting the office 

Trade Union information

Cloch is part of an umbrella organisation, EVH and they negotiation on T&C’s and Salary with the Unite Union 

Summary of professional organisations/trade bodies of which we are a member

Cloch staff have their affiliation paid for them to the following professional organisations:

Physical Resources

Management of our land and property assets, including environmental/sustainability reports 

To be confirmed. 

General description of our land and property holdings 

Available on 

Estate development plans

There are current plans to rejuvenate the Well Park area. 

Information Resources

Document Management Strategy

Available on under "Policies". 

Data protection Policy

Available on under "Policies". 

Return to Guide to Information Overview

Class 6 - How we procure goods and services from external providers

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

Information to Access Comments

Our contractors and suppliers

List of suppliers and contractors used by organisation (provided to staff under our Entitlements Payments and Benefits Policy) 

Available on under "Policies". 

Information about regulated procurement contracts awarded (value, scope, duration)

Available on 

Our Procurement

Procurement Policy and procedures

Available on under "Policies".

Information on how to tender for work and invitations to tender

All opportunities for tendering for works, services or goods which are not procured through recognised frameworks will be advertised on the Public Contract Scotland website. 

Register of contracts awarded which have gone through formal tendering including name of supplier, period of contract and value

Available on under "Procurement". 

Links to procurement information we publish on Public Contracts Scotland website

Available on 

Framework Agreements

Available on under "Procurement".

Return to Guide to Information Overview

Class 7 - How we are performing

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

Information to Access Comments

Annual Report 

Available on under "Annual Reports". 

ARC report to tenants

Available on 

Performance Standards/Indicators

Available on 

Benchmarking information

This website has a lot of useful information on us and all other RSL's in Scotland and allows anyone to benchmark us against others.  Cloch is also a member of QEF and Housemark, two industry benchmarking groups.  Also, when we set rents, we benchmark our rents with the other local landlords in Inverclyde.

Complaints Policy, guidance and forms

Available on under "Policies".

Complaints report or equivalent to show how complaints are handled and influence service delivery (aggregate reports rather than individual outcomes). 

Available on under "Available Downloads".  

Return to Guide to Information Overview

Class 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.

  • This class does not apply to Cloch Housing Association

Return to Guide to Information Overview

Make A Stand Pledge Info

Customer Service Excellence AwardCyber Essentials Certification Inverclyde Common Housing Register Living Wage Accreditation    Keep Safe Logo  Scottish Federation of Housing Associations Member Scottish Housing Regulator Scottish Public Services Ombudsman