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About HGCA

Code of Openness

Code of Openness

This Code received the Board approval in July 2005 and acknowledges our commitment to information available under the Freedom of Information Act 2000

Introduction 

The Home-Grown Cereals Authority (HGCA) has adopted the principles of the "Code of Practice on Access to Government Information" and built on these where appropriate.  This booklet explains what we do, the information we provide and how to gain access to it.  Should you have any queries regarding this document, please contact the Chief Executive of HGCA.

About HGCA
Freedom of Information Act
Publications
Meeting the public
Register of Board Members' interests
Request for specific information
Standards
Data Protection Act
Information which will not be made available
Complaints
How to contact us

About HGCA

HGCA is a Non-Departmental Public Body established under the Cereals Marketing Act 1965 (as amended), for the purpose of improving the production and marketing of cereals and oilseeds grown in the UK.
 
HGCA Board comprises 16 Members, all of whom are appointed by the Agriculture Ministers.  With the exception of the Chairman and Deputy Chairman, all Members are nominated by, and appointed to represent the interests of, the cereals and oilseeds industries.  The Board itself appoints various Advisory Committees which, together with a small permanent staff, carry out its work.
 
HGCA is funded by a statutory levy paid by growers, dealers and processors of cereals and by growers of oilseeds to carry out the following tasks:

• Provide a market information service for cereals and oilseeds
• Sponsor research & development for cereals and oilseeds
• Promote the export of UK grain
• Promote the use of UK grain in processed products

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Freedom of Information Act

The Freedom of Information Act became law on 30 November 2000.  It established a right of access to all types of recorded information held by public authorities (which includes NDPBs) and imposes obligations to disclose information, subject to certain exemptions. 

To be open and proactive about the information we have, HGCA has developed a Publication Scheme which will provide easy access to the wide range of information we have and contains the following:

• classes of information which HGCA publishes
• how the information will be published
• whether the information will be available free of charge or on payment

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Publications 

All HGCA's work is directed towards producing relevant and timely information.  Much of the information is available on the website www.hgca.com

A list of HGCA publications is available on the website, or by application to HGCA's Business Services Department , telephone number 020 7520 3920.

The list comes with an order form.  Most publications are free but some are available at a modest price which is intended to cover printing, packaging and postage.  Orders must be accompanied by payment in sterling.  They can also be ordered over the telephone using all credit cards, except American Express and Diners Card.

In accordance with the Freedom of Information Act 2000, we have developed a Publication Scheme which is available on our website.

Some free publications which provide a helpful overview of the HGCA's work are:

• HGCA Annual Report and Accounts
• HGCA: Levies for Cereals and Oilseeds

HGCA's Annual Report and Accounts for the year ending 30 June is usually published in November.

We also produce a Corporate Plan and Annual Business Plan.  These are essentially internal working documents and therefore not published formally.  Copies are, however, available on request.

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Meeting the public

Meetings of the Board and its Advisory Committees are not open to the public.  Outside those meetings, HGCA Board Members, Advisory Committee Members and staff make every effort to meet the public, especially levy-payers, face-to-face as HGCA puts the highest priority on communicating with relevant audiences.  Throughout the year, a wide range of events are held across the UK and in selected export market countries to deliver information, and to gather feedback on the performance and focus of HGCA.  A list of events is published on www.hgca.com

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Register of Board Members' interests 

A register of interests of Board Members is available for inspection at HGCA by prior appointment with the Chief Executive.

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Request for specific information 

Our publications are designed to answer most queries, certainly the more common ones.  However, we welcome and will do our best to answer ad hoc enquiries promptly.  The speed with which we are able to deal with your request will depend upon the amount and complexity of information you require.  We would normally expect to provide routine information over the telephone or via e-mail within 3 working days.  We will respond to letters and requests for more complicated or detailed information in writing within 10 working days of receipt.  If we are unable to do so, we will let you know why and provide what information we can.

If you ask us to provide detailed information which is not readily available, we reserve the right to make a charge to cover our administrative costs.  However, we will write and let you know the cost and time that it will take to collate the data before we start work.

If we are unable to provide the information you require, we will write and explain why.

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Standards

Accuracy of information:

• We aim to provide independent, unbiased, accurate, timely and relevant information, but cannot accept any liability arising from errors, omissions or other cause.

Courtesy and helpfulness:

• We will be polite and considerate in all our dealings with you;
• We will always introduce ourselves by name and at public events we will wear name badges;
• We will answer telephone calls promptly.  If the person you speak to cannot deal with your inquiry in full, you will be passed to someone who can.  If necessary, we will call you back.

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Data Protection Act

The Data Protection Act 1984 requires that all data of a personal nature be registered under the provisions of the Act.  HGCA conforms to the terms of the Data Protection Act and such data that has been registered is available for inspection by the persons concerned, as stipulated under the Act.

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Information which will not be made available

Statistical Returns

Much of the market information work of HGCA involves preparing publishable information about the total market by adding together information from individual returns containing highly confidential and valuable information of a commercial nature.  We respect this confidentiality.  Inputs to our surveys etc, are not available to anyone outside HGCA staff.  The confidentiality of the individual corn returns (from which we derive average weekly price data for home-grown cereals) is protected by the Corn Returns Act 1882.  Most of our other inputs, including data supplied under the levy scheme, is protected by section 17 of the Cereals Marketing Act 1965.

Papers relating to Board and Advisory Committee Meetings

In the interests of ensuring free and frank discussion and in order to protect commercially sensitive information, the minutes of Board and Advisory Committee meetings and reports and discussion papers prepared for those meetings are not publicly available.  Agendas and summary minutes from Board and Committee meetings, however, are available on www.hgca.com

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Complaints

If you are unhappy with the service you have received or the information you have been given, initially you should contact the person with whom you have been dealing who should be able to resolve the problem.

If your concerns have not satisfactorily been dealt with and you wish to make a complaint, you should communicate in writing to the HGCA's Chief Executive, Mr Jonathan Cowens at the address or fax number given overleaf.  Mr Cowens will acknowledge your complaint and will respond fully within 15 working days.  If this is not possible, Mr Cowens or the Director of Finance and Business Services will write explaining why and letting you know when you may expect a response.

If your complaint relates to standards of service (ie the way we operate or the services we provide) and you still feel it has not been satisfactorily resolved, you can write to Beryl Condra, Defra Service Standards Complaints Adjudicator, Area 1B, 3-8 Whitehall Place, London SW1A 2HH, telephone number 020 7270 8986, email address beryl.condra@defra.gsi.gov.uk who will act as adjudicator.  Beryl Condra is independent of the management or policy of the HGCA, thus ensuring her impartiality.  She deals with complaints about standards of service, misinformation or how information is given.  She will investigate your complaint and report back to you within 15 working days.  If this is not possible, Beryl Condra or her deputy will write to you explaining why and letting you know when you may expect a response.

If you are not satisfied with the adjudicator's decision, you can write to a Member of Parliament who may agree to refer your complaint to the Parliamentary Commissioner for Administration (the Parliamentary Ombudsman) at: OCPA, Millbank Tower, Millbank, London SW1P 4QP.

If your complaint relates to information that has been given or information that has been withheld, including the time taken to respond, and you still feel it has not been satisfactorily resolved, you can write to the Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Please note that complaints relating to the Environmental Information Regulations 2004 must be received no later that 40 working days after the date on which you believe that HGCA failed to comply with the requirements of the Regulations.

In Scotland, under The Scottish Public Services Ombudsman Act 2002, you should contact the Scottish Public Services Ombudsman, 23 Walker Street, Edinburgh EH3 7HX, telephone number 0870 011 5378, fax number 0870 011 5379, e-mail address enquiries@scottishombudsman.org.uk.  You should send your complaint to them within one year from when it occurred.

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How to contact us

Our address is:

HGCA
Caledonia House
223 Pentonville Road
London N1 9HY

Internet site: www.hgca.com

Our normal office hours are between 09.00 and 17.00 hours Monday to Friday.