LAST REVIEWED: November 2022


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.

Paisley Housing Association has adopted the Scottish Information Commissioner’s (SIC) Model Publication Scheme (MPS), and this Guide has been approved by the SIC. 

At a glance – terms used in this document

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).

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, unfortunately we may have to charge a small fee to provide this. 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:





View at our office


Print in black and white

10p per A4 sheet, A3 20p per sheet

Print in colour

20p per A4 sheet, A3 40p per sheet

CD Rom

£0.50 per CD ROM

Posted document/CD Rom

Postage costs may be recharged at the rate we paid to send the information to you. Our charge is for sending information by Royal Mail Ist Class.

When providing copies of pre-printed publications, we will charge no more than the cost per copy of the total print run.

We do not pass on any other costs to you in relation to our published information. Charges for information which is not available under the scheme:If you submit a request to us for information which is not available in this Guide the charges will be based on the following calculations:

General information requests

  • There will be no charge for information requests which cost us £100 or less to process
  • Where  information  costs  between  £100  and  £600  to  provide  you  may  be asked to pay 10% ofthe cost. That is, if you were to ask for information that cost us £600 to provide, you would be asked to pay £50 calculated on the basis of a waiver for the first £100 and 10% of the remaining £500
  • We  are  not  obliged to  respond  to  requests  which  will  cost  us  over  £600  to process
  • In  calculating  any  fee,  staff  time  will  be  calculated  at  actual  cost  per  staff member hourly salary rate to a maximum of £15 per person per hour
  • We do not charge for the time to determine whether we hold the information requested,nor for the time it takes to decide whether the information can be released.   Charges may be made for locating, retrieving and providing information to you
  • In the  event  that  we  decide  to  impose  a  charge  we  will  issue  you  with notification of the charge (a fees notice) and how it has been calculated. You will have three months from the date of issue of the fees notice in which to decide whether to pay the charge. The information will be provided to you on payment of  the  charge.  If  you  decide  not  to  proceed  with  the  request  there will be no charge to you.

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:


Phone: 0141 889 7105

Information that 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.  

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:

DPO, Paisley Housing Association, 2 Lawn Street, Paisley, PA1 1HA    


Phone: 0141 889 7105

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.*  

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.

* In the MPS Class 8: Commercial Publications and Class 9: Our Open Data do not apply to RSLs.


1. Class 1 - About Paisley Housing Association

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

Descriptions of who we are

Vision Statement

PHA Business Plan 2016 -19 page 3


PHA Business Plan 2016 -19 page 3

Corporate Objectives

PHA Business Plan 2016 -19 page 3

Area(s) of operation

Key activities; strategic/corporate plan(s)

PHA Business Plan 2016 -19

Business Plan (or summary)

PHA Business Plan 2016 -19

Customer Code/Charter

PHA Customer Care Standards

Location and opening arrangements


Located at the bottom of every page - and at

Telephone number and e-mail address for general enquiries (and dedicated lines where appropriate)

Opening times

General contact arrangements

local/area office contact details

Contact details for making a complaint or email

Information relating to Freedom of Information

Publication Scheme and Guide to Information


Charging Schedule for Published Information


Contact details and advice on making an FOI request

Freedom of Information policies and procedures

Charging Schedule for environmental information provided in response to requests made under EIRs

About our Governing Body

List of Governing Body Members

· Names

· when they became a governing body member

· Professional biographical details

· when they became an office-bearer

· office-bearing responsibilities

Office bearing responsibilities page 15, 16 & 17 of our Rules

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

Delegated Authority and Standing Orders

How to become part of the governing body

About our staff

List of senior management team, including professional biography and contact details

Organisational structure

Governance Documents and Corporate Policies


Standing Orders

Membership Policy

Code of Conduct for Staff

Code of Conduct for Governing Body Members

SFHA Code of Conduct for Governing Body Members

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

Register of Interests

Available on request

Equalities Policy

Health and Safety Statement

Sustainability Policy

Nothing held for this heading

Relationship with Regulators

Engagement plan with Scottish Housing Regulator

Info on SHR website

Assurance Statement

Annual Return on Charter Submission to SHR

Financial Returns to SHR

Charter report to tenants ( PHA Annual Report)

Internal and External Audit arrangements

Group Details

Details of our subsidiary

Key Partnerships

Strategic agreements with other organisations

FLAIR and iFLAIR noted on Business Plan

Scottish Housing Regulator

Renfrewshire Council

2. 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.

How to use our services

List of services provided

How to report a repair

Report a repair button located on home page, or or

Right to Repair information

PHA Right to Repair Policy

Right to Repair Housing (Scotland) Act 2001

How to apply for a house

How to get information about tenancy support

How to make a complaint

How to speak to a housing officer

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

Policies and Procedures

Allocations Policy

PHA Allocations Policy

Aids & Adaptations Policy

PHA Aids and Apaptions Policy

Anti-Social Behaviour Policy

PHA Neighbours Relations Policy

Asbestos Management Policy

PHA Asbestos Policy

Arrears Management Policy

Available on request

Asset Management Policy (including stock condition information)

Asset Management Plan

Customer Care Policy

PHA Customer Care Policy

Data Protection Policy

PHA Data Protection Policy

Equality and Diversity Policy

PHA Equality and Diversity Policy

Estate Management Policy

Will be available later in 2021

Health and Safety Policy and procedures

Health and Statement Policy Statement

Legionnaires Inspection/Prevention Policy

Management of Water Systems and Legionella

Procurement Policy

PHA Finance Procurement Policy

Risk Management Policy

Rent Setting Policy

PHA Rent Setting Policy

Repairs Policy

Right to Repair Policy

PHA Recharge Policy

Sustainability Policy

Nothing held for this heading

Tenant Engagement Policy

PHA Tenant Participation Strategy

Tenancy Sustainment Policy

PHA Tenancy Policy

Internal procedures relating to above (where available)

On request where available.

3. 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.

Governing Body Meetings

Governing body meeting minutes

Governing body meeting reports/papers

Governing body agendas

Consultation and Participation

Tenant Participation Strategy

PHA Tenant Participation Strategy

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

4. 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 about our accounts and budgets

Description of funding sources

Audited accounts ( Financial Statements)

Budget policies and procedures

Budget allocation to key service areas

5 year financial Plan

Our programme of work and projects

Brief details of any project funding and how it’s being spent

Capital works programme/plans information (annual programme figure)

planned maintenance

Spending relating to Staff and Governing Body

Expenses policies and procedures

PHA Staff Expenses Policy

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

Not currently collated. Will be published at end of financial year.

Board member remuneration other than expenses


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

EVH Salary Scales 2020

General information about staff pension scheme

Scottish Housing Association Pension Scheme (SHAPS)

5. Class 5 – How we manage our resources

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

Human resources

Strategy and management of human resources

Staffing / organisation structure

Human resources policies, covering:

· recruitment

· performance management

· salary and grading

· promotion

· pensions

· discipline

· grievance

· staff development

· Maintenance and retention of staff records

Data retention schedule

Internal procedures relating to the above (where available)

Please request

Trade Union information

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

We are full members of Employers in Voluntary Housing
We are members of Glasgow and West of Scotland Forum of Housing Associations

We are members of Scottish Federation of Housing Association (SHFA)

Physical Resources

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

Environmental policy

General description of our land and property holdings



Estate development plans

No collated infornation

Information Resources

Records management policy and records management plan, including records retention schedule

Information Security Policy and Data Retention schedule

Data protection or privacy policy

6. 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.

Our Contractors and suppliers

Information about our key service delivery contractors who carry out:

· responsive repairs

· landscape maintenance

· planned/cyclical maintenance

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

List of suppliers as at 1.2.2020:

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

Contracts register:

Our Procurement

Procurement Policy and procedures

PHA Finance Procurement Policy

Information on how to tender for work and invitations to tender

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

Contracts Register Aug 19

Links to procurement information we publish on Public Contracts Scotland website

In line with the Public Reform (Scotland) Act 2014, the Association advertise all of our regulated procurements for goods and services over £50,000 and works over £2,000,000 via the Public Contracts Scotland website.

Framework Agreements

PHA Business Plan 2016 -19 pages 6-7

7. Class 7 – How we are performing

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

Annual Report

ARC report to tenants

Performance Standards/ indicators ( KPI's)

Benchmarking information

Complaints policy, guidance and forms

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

PHA Annual Report and Complaints

8. 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 Paisley Housing Association as we do not produce any publications for sale.

9. Class 9 – Our open data

Open data made available by us under the Scottish Government’s Open Data Resource Pack and available under open licence.

This class does not apply to Paisley Housing Association