EDF open information policy

Adopted by the Executive Committee March 2019, Romania

Introduction

EDF strives to be as open and transparent as possible, this means proactively sharing timely, relevant and clear information about us and our activities, as well as answering all requests for information. EDF has developed this policy to proactively share information with the general public, unless the EDF has clear reasons not to share the information.

Scope and Applicability

The Open Information Policy applies to information and data in the custody or under the control of the EDF. This Policy sets out specific criteria that must be met before information is proactively disclosed or routinely disclosed or before data can be considered Open Data. EDF wants its partners and everyone with an interest in our work to be engaged and informed in all that we do. However, when asked for information we will occasionally need to take into account the time and financial resources necessary to fulfil this commitment. We must also consider reasons not to disclose information, such as the safety and confidentiality of our people and partners.

Policy Statement

EDF will provide information regarding the governance structure and explain the roles and responsibilities of the governing bodies, and other bodies that play a significant part in the development and implementation of the EDF strategy, policies and guidelines. EDF will provide information regarding our strategy, project information, key partnership and key collaborations, financial information, and information relating to evaluations and learnings, complaint and learning. EDF makes most of this information accessible through the website.

List of documents that EDF will share proactively

These are the main categories of documentation, which are accessible through our website or will be made available upon request:

  • Fundamentals: Our vision, mission, values, goals and objectives, legal registration and status and registered office address. 

  • Governance structure: Governing documents, such as statutes, our Board and Executive committee members, policy papers, members, information relating to staff and their role and responsibilities; key contact details.
  • Financial information: Overview of major sources of income, expenditure by categories, and our audited accounts. 

  • Relationships: Key relationships we have in terms of partnerships, networks, alliances we belong to and work with.

List of documents that EDF will not share

  • These are the main categories of documents, which EDF will not share:
  • Personal details about our staff: EDFs staff’s personal details will not be shared.
  • Handbooks, standards and position papers: Handbooks, such as documents concerning security, internal audits or logistical information will not be shared.
  • Selected contracts, Partnership Agreements and Memorandums of Understanding: EDF will not share these documents when there is a non-disclosure clause or when disclosure will harm our financial interests or may entail safety and security risks.
  • Documents for internal learning: Documents, such as internal reviews, performance appraisals, etc. will not be shared.

Reasons why the EDF won´t share the items on the list not to be shared

These are some of the reasons why we are unable to disclose information:

  • Privacy: Data protection legislation or an individual’s right to privacy might prevent disclosure. We do not, for example, share personal details about our staff, or individual supporters, unless explicitly permitted to do so.
  • Confidentiality: Due to sensitive nature of the data, information related to contracts, agreements and other legal documents cannot be shared since they are bound by confidentiality.
  • Time and cost factor: We may decline disclosure if the request proves unreasonably time or cost consuming.
  • Irrelevance: We may decline disclosure if we find the request for information has no public benefit, such as internal administrative documents or draft documents.
  • Offensive or unreasonable requests: We may decline disclosure if a person behaves in an offensive or abusive manner, or aims to use the information for unreasonable purposes.

Guidelines to access information

The EDF will proactively share the information in its website. http://www.edf-feph.org/ We will respond to all requests for information as soon as possible; normally within 7 working days, and a maximum of 30 working days. Request for information can be sent to: email info@edf-feph.org

Legal implications

The following accountability and legal considerations guided the development of the Open Information and provide context for its application.

  • Proactive disclosure and routine release of the information to promote an open and transparent organisation, while at the same time ensuring the protection of confidential information.
  • This policy is for information only. It is not a binding contract and does not confer legal rights on any person.