Transparency & Accountability

Freedom of Information, Subject Access Requests, Public Records, Open Government & Holding Local Authorities Accountable

Transparency and accountability are fundamental principles of democratic government. Local Authorities (Councils) make decisions that affect housing, homelessness, education, social care, safeguarding, planning, public health, environmental services, local taxation, and many other areas of daily life.

Because councils exercise significant powers and spend public money, they are expected to operate openly, lawfully, and transparently.

Members of the public have important rights to:

• Access information.
• Understand how decisions are made.
• Review public records.
• Request personal information.
• Challenge inaccuracies.
• Hold public bodies accountable.

Transparency helps build trust, promotes good governance, reduces the risk of maladministration, and allows communities to understand how public services operate.

At Right First Time UK, we believe accountability starts with access to information. People cannot effectively challenge decisions, identify mistakes, or protect their rights if they do not have access to the records and information that affect them.

What Is Transparency?

Transparency means public authorities operate openly and provide information about:

• Decisions
• Spending
• Policies
• Procedures
• Contracts
• Performance
• Governance

Transparency allows the public to understand:

• What councils are doing.
• Why decisions were made.
• How public money is spent.
• Whether legal duties are being met.

What Is Accountability?

Accountability means public bodies are responsible for their actions and decisions.

Councils should be able to explain:

• What decisions were made.
• Why decisions were made.
• What evidence was considered.
• How legal duties were fulfilled.

Where mistakes occur, councils should be willing to:

• Investigate concerns.
• Correct errors.
• Learn lessons.
• Improve services.

Freedom of Information (FOI) Requests

What Is Freedom of Information?

The Freedom of Information Act 2000 gives the public the right to request recorded information held by public authorities.

Councils are generally subject to Freedom of Information legislation.

FOI requests can help people understand:

• Council decisions.
• Policies.
• Spending.
• Service performance.
• Contracts.
• Public projects.

What Information Can Be Requested?

Examples include:

Policies & Procedures

Internal Guidance

Meeting Records

Spending Information

Procurement Information

Contracts

Performance Data

Statistics

Public Service Information

What FOI Cannot Usually Be Used For

FOI is generally not intended for obtaining personal information about yourself.

Personal information is normally obtained through:

Subject Access Requests (SARs)

under data protection legislation.

How To Make An FOI Request

Requests can usually be made:

• Online
• By email
• By letter

Good Practice

Include:

• Your name.
• Contact details.
• Clear description of the information requested.

Example:

"Please provide copies of council policies relating to homelessness prevention under the Homelessness Reduction Act 2017."

FOI Response Time Limits

Councils normally have:

20 Working Days

to respond to a valid Freedom of Information request.

Some requests may require clarification.

Reasons Information May Be Refused

Information may sometimes be withheld where legal exemptions apply.

Examples include:

• Personal information.
• Commercial confidentiality.
• Law enforcement concerns.
• Legal privilege.
• National security matters.

A refusal should normally explain why information cannot be disclosed.

Challenging FOI Decisions

If you disagree with an FOI response:

Request An Internal Review

The council should reconsider the decision.

Complain To The Information Commissioner's Office (ICO)

If concerns remain unresolved.

Subject Access Requests (SARs)

What Is A Subject Access Request?

A Subject Access Request allows individuals to obtain copies of personal information held about them.

SAR rights arise under:

• UK GDPR
• Data Protection Act 2018

Information That May Be Requested

Examples include:

Case Records

Assessment Reports

Internal Notes

Emails

Complaint Records

Housing Records

Social Care Records

Safeguarding Records

Subject to legal restrictions.

Why Subject Access Requests Matter

SARs can help individuals:

• Understand decisions.
• Check records for accuracy.
• Gather evidence.
• Challenge inaccuracies.
• Support complaints.
• Prepare appeals.

Correcting Inaccurate Records

Individuals may request correction of inaccurate information.

Examples include:

• Incorrect dates.
• Incorrect case notes.
• Factual errors.
• Missing information.

Accurate records are important because decisions may be based on the information held.

ICO Complaints

The Information Commissioner's Office regulates data protection and information rights.

The ICO may consider complaints relating to:

• Subject Access Requests.
• Freedom of Information.
• Data protection concerns.
• Privacy issues.

Website:

Information Commissioner's Office (ICO)

Public Records & Transparency

Many council records are publicly available.

Transparency allows residents to understand how decisions are made and how public money is spent.

Council Budgets

Councils publish budget information showing how public funds are allocated.

This may include:

• Service budgets.
• Department spending.
• Funding priorities.
• Capital projects.

Spending Reports

Many councils publish spending data.

This may include:

• Supplier payments.
• Expenditure reports.
• Procurement spending.

Public spending information helps support accountability.

Contracts & Procurement

Councils often publish information relating to:

• Contracts.
• Procurement exercises.
• Tender opportunities.
• Major suppliers.

This helps ensure public money is spent transparently.

Public Registers

Depending on the service area, councils may maintain public registers such as:

Planning Applications

Licensing Decisions

Land Charges

Public Notices

Certain Regulatory Registers

Audit Reports

Councils are subject to audit and financial oversight.

Audit reports may identify:

• Financial risks.
• Governance concerns.
• Service weaknesses.
• Improvement recommendations.

Audits help ensure accountability and effective use of public resources.

Open Meetings & Public Participation

Transparency is not limited to documents.

Many council meetings are open to the public.

Residents may often access:

• Agendas
• Minutes
• Reports
• Decision records

through council websites.

Advanced Claimant Protection

Transparency can be a powerful tool when dealing with public services.

Request Information Early

Do not wait until evidence becomes difficult to obtain.

Keep Copies Of Requests

Maintain records of:

• FOI requests.
• SAR requests.
• Responses received.

Create A Timeline

Record:

• Requests submitted.
• Responses received.
• Review requests.
• Complaints.

Challenge Inaccuracies Promptly

Incorrect records may influence future decisions.

Use Information To Support Complaints

Evidence often strengthens complaints and accountability processes.

Evidence Standards Handbook

When reviewing information obtained from councils:

✓ Check dates carefully.

✓ Review decisions thoroughly.

✓ Compare records against your own evidence.

✓ Identify inaccuracies.

✓ Keep organised copies.

✓ Create a chronology.

✓ Save electronic and paper copies.

✓ Record missing information.

✓ Follow up where clarification is needed.

Relevant Legislation

Key legislation includes:

Freedom of Information Act 2000

Provides public rights of access to recorded information.

Data Protection Act 2018

Protects personal information and data rights.

UK GDPR

Provides rights relating to personal information.

Local Government Act 1972

Supports transparency and access to local government information.

Human Rights Act 1998

Supports fairness, accountability, and access to justice principles.

Local Audit and Accountability Act 2014

Provides important accountability and audit arrangements.

Useful Resources

Freedom of Information Guidance:

Freedom of Information Guidance (ICO)

Information Commissioner's Office:

Information Commissioner's Office (ICO)

Find Your Local Council:

Find Your Local Council

Local Government Association:

Local Government Association

Local Government & Social Care Ombudsman:

Local Government & Social Care Ombudsman

National Audit Office:

National Audit Office

Transparency & Accountability Checklist

✓ Understand your information rights.

✓ Use FOI requests for public information.

✓ Use SARs for personal information.

✓ Review records carefully.

✓ Challenge inaccuracies promptly.

✓ Keep copies of requests and responses.

✓ Monitor council spending and decisions.

✓ Access public reports and meetings.

✓ Escalate concerns where appropriate.

✓ Use evidence to support accountability.

Key Message

Transparency and accountability are essential to good local government. Councils exercise significant powers, spend public funds, and make decisions that can affect people's homes, families, finances, health, education, and wellbeing. Public access to information helps ensure decisions can be understood, scrutinised, challenged where necessary, and improved over time.

Freedom of Information requests, Subject Access Requests, public records, audit reports, and open meetings all play an important role in helping residents hold public authorities accountable and ensure local government operates fairly, lawfully, and transparently.