Oxfam's Open information policy
Oxfam GB is committed to being transparent in its work and accountable to its key stakeholders, in particular people living in poverty. We share information with people living in poverty and partner organisations, and are also accountable to our staff, volunteers, supporters, donors, suppliers and host governments. An important aspect of this is how we respond to requests for information. We will disclose information, or give reasons for any decision not to disclose (for example, to respect confidentiality or privacy). Our key criterion for the decision will be the impact on our mission, to overcome poverty and suffering. We will publish guidance about the implementation of this Open Information Policy.
Guidance about Open Information Policy
- How to make a request for information
- Timescale for response to requests for information
- Oxfam GB and Freedom of Information legislation
- Oxfam GB and Data Protection and privacy legislation
- What information do we publish and in what media?
- Language and translation policy
- What use may I make of the information Oxfam discloses?
- When may we require evidence of your identity before providing disclosure?
- What information is subject to disclosure restrictions, and when might we refuse disclosure in whole or in part?
- Vexatious requests
- Appeals and complaints mechanism/What if I am unhappy with the way my request has been handled?
- Who is responsible for the development of this policy?
How to make a request for information
Requests for information can be made in writing to Supporter Relations or by e-mail to: enquiries@oxfam.org.uk
Oxfam GB
Oxfam House
John Smith Drive
Cowley
Oxford OX4 2JY
Tel: 0300 200 1300
Timescale for response to requests for information
We endeavour to respond promptly. All requests made to Supporter Relations should be responded to in any event within 20 days, unless there is a compelling reason why this is not practical.
Oxfam GB and Freedom of Information legislation
Oxfam GB is registered as a charity and a company limited by guarantee in the United Kingdom. However, it is not a public body and so is not subject to the United Kingdom Freedom of Information Act 2000. Nevertheless, in framing this policy we have had regard to the policy aims behind the Freedom of Information Act, and our general approach is in keeping with the Act's assumption that information should be disclosed unless there is a good public policy reason for withholding it, or the cost of disclosure would be disproportionate.
Oxfam GB and Data Protection and privacy legislation
This policy is subject to United Kingdom and European Union data protection and privacy legislation. Accordingly we will not disclose data about living individuals where this is prohibited under applicable law. See Oxfam's Privacy policy at www.oxfam.org.uk/privacy
What information do we publish and in what media?
- A large amount of information is published on our website: www.oxfam.org.uk
- In addition, we have a publishing programme list
- Our Supporter Relations Department will also maintain a list of Classes of Information and items within it that can be disclosed on request (a Publication Scheme). The information is not all on the website, for reasons of economy. The list will be published on our website
Language and translation policy
This Open Information Policy applies primarily to information requests in the English language addressed to Oxfam GB's offices in the United Kingdom. Our Programme officers in other countries will often respond to relevant requests for information, but time and resource constraints will not always make it practical to respond, whether providing information or giving reasons for not disclosing.
Most information is published in the English language. However, much information is also published in French, Spanish and Portuguese, and some limited information is also available in other languages. For Welsh language, please see www.oxfam.org.uk/applications/blogs/cymru-welsh/ The main barrier to producing more information in other languages is cost.
What use may I make of the information Oxfam discloses?
Most of our publications are copyright, but may be reproduced without fee for advocacy, campaigning and non-commercial teaching, but not for resale. Any request to reproduce copyright material (save as permitted under applicable mandatory exceptions to copyright law) should be referred to: publish@oxfam.org.uk
When may we require evidence of your identity before providing disclosure?
Some categories of information are only available to certain groups and we reserve the right to require evidence of identity where we consider it appropriate.
What information is subject to disclosure restrictions, and when might we refuse disclosure in whole or in part?
If we do not disclose information, we will give reasons for not disclosing. The most frequent reasons are:
Security
The safety of our staff is a primary concern. We will not disclose information where we consider it could jeopardise our ability to operate or the safety of our staff and that of our partners.
Privacy
Some information is by its nature private to the individuals concerned.
Confidential information
Information may be confidential because of legal, commercial or contractual reasons, or because its premature disclosure would jeopardise action that Oxfam is planning to take.
Copyright limitations
In some cases we do not have the right to disclose information because it is someone else's copyright, and while we have the right to make internal use of it this does not extend to publishing it. We do favour open publishing where we can, such as for our policy papers.
Cost
Where we consider that the cost of disclosure, whether as a time cost or a monetary cost, would be disproportionate to the request, we may decline disclosure but will explain that this is the reason.
Detailed information about programmes
Our project officers' priority in information is providing information to our partners and the people for whom we work. We may decline to provide information to requests made in United Kingdom about our international programme work in other countries where this would take up significant staff time in our programme.
Internal planning, drafts and trivial or ephemeral information
We will generally not disclose internal working papers that address future plans, or drafts of work, or information which we consider is of ephemeral interest such that the work involved in disclosure is in our view disproportionate.
Harm to operations
We recognise the importance of how we put principles into practice. But there will be occasions where we do not disclose information because we consider that the disclosure could harm our work, whether in UK or in our international operations. An example would be information about a campaign involving particular targets, where the disclosure could jeopardise the effectiveness of the campaign.
Historic information
This policy addresses information, which has come into being since 1 May 2007. While we will make reasonable efforts to deal with requests for information, it is more likely that we will decide not to disclose historic information.
Vexatious requests
Where in our opinion a person is making repeat requests for information, we may consider that the request is vexatious, in which case we may decide not to spend time in dealing with the request. Such decision will be taken by the Head of the Supporter Relations Department, and will be subject to review by the Company Secretary. They will report annually to Trustees on the number of requesters deemed to be vexatious.
Appeals and complaints mechanism/What if I am unhappy with the way my request has been handled?
You may request a review of any decision under this Policy to withhold information by UK departments of Oxfam GB to the Company Secretary of Oxfam GB. As Oxfam GB is not a public body, there is no right of appeal to the Information Commission. If you consider Oxfam GB is acting illegally, you may complain to the Charity Commission of England and Wales, whose details are at www.charitycommission.gov.uk or in writing to The Large Charities Unit, Charity Commission (PO Box 1227, Liverpool, L69 3UG). At this time we do not have an appeal process against failure by our country programmes to disclose information.
No contractual rights
This policy is not a binding contract and does not confer legal rights on any person. Individuals may however have rights concerning their personal data held by Oxfam under applicable law.
Who is responsible for the development of this policy?
The day to day aspects of this Policy are the responsibility of the Head of Supporter Relations, with support from the International Finance Director and the Company Secretary. They will report annually on this policy and compliance to the Corporate Management Team and to the Chair of Oxfam GB's Council of Trustees. We believe that a Public Information Policy needs to take into account primarily the needs of people living in poverty, and secondly those of our other stakeholders. This first iteration of our Policy will be the subject of consultation with a number of staff, volunteers, partners, beneficiaries, donors and other stakeholders, with a view to a revised policy being published in 2009-10.
Version 1.2 April 2008 Valid until May 2010 Author: Joss Saunders
