Freedom of information requests: how to get data from a public body

A Freedom of Information (FOI) request is a written ask to a public authority to show you recorded information it holds. The right comes from the Freedom of Information Act 2000, with a separate Act in Scotland. The organisation should respond within 20 working days, and in most cases it costs nothing.

Who can you send a request to?

Public authorities, and the list is wider than most people assume. GOV.UK names government departments, devolved administrations and other public bodies and committees; local councils; schools, colleges and universities; the NHS including hospitals, GPs, dentists, pharmacists and opticians; publicly owned companies; publicly funded museums, galleries and theatres; the police and fire services; and registered social landlords in Scotland. Separately, a request for environmental information can also go to a private company with public responsibilities, such as a water company.

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How do you make the request?

In writing only: by letter, email, social media, an online form on the organisation's website, or fax. If a disability means you cannot make the request in writing, contact the authority and it should help you make it another way, for example by phone. Environmental information can be requested in writing, in person or by phone.

What has to be in it?

Your name, a contact postal or email address, and a detailed description of the information you want. The description does the work: you can ask for everything held on a subject, or just a summary. The name is not needed for environmental information. You can also ask for the information in a particular format — paper or electronic copies, audio, or large print. You do not have to say which law you are using; the authority works that out.

How long does a response take?

Twenty working days from the day the request is received. Some schools are allowed more time during school holidays. In Scotland, allow six extra days if you post the request. If the organisation needs longer, it must tell you when to expect the information.

When should you not bother making one?

When the information is already published, or has already been released in response to someone else's request. Many organisations keep a "disclosure log" of answers to past FOI requests, worth checking on their website. Published responses from government departments, agencies and arm's length bodies can be searched centrally. You can also simply email or phone and ask whether the information is already out there.

What does it cost?

Most requests are free, though you may be asked for a small amount to cover photocopying and postage. There is a cost ceiling on the authority's side: it can refuse if finding the information would cost more than £450, or more than £600 where the body is a government department, Parliament, part of the armed forces, the Northern Ireland Assembly, the Welsh Assembly, or based in Scotland. For environmental information, an authority can refuse if it considers the cost of obtaining the information too high.

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What if the request is turned down?

Ask the organisation to review its own decision first — that internal review is the required first step. Some sensitive information is not available to the public, and in that case the organisation must tell you why it cannot give you some or all of what you asked for. It may also ask you to be more specific so it can supply exactly what you need.

Where do you complain if the review fails?

For England, Wales, Northern Ireland and organisations covering the whole UK, complain to the Information Commissioner's Office. For Scottish public authorities, appeal to the Scottish Information Commissioner. The ICO's number is 0303 123 1113, Welsh language 0330 414 6421, textphone 01625 532692, Monday to Friday 9am to 5pm.

What if you want information about yourself?

That is a different route. Information an organisation holds about you — health records, credit reference files, correspondence with your name in it — is requested as personal data, not under FOI. The deadline differs too: a copy must be provided as soon as possible and within one month at most. Mixing the two up is not fatal, since the authority will treat it under the right regime, but it costs you time.

Will your name be passed around?

Only in one narrow case. If you send the same FOI request to several government departments, they may share your name and the request between them to handle the enquiry more effectively. No other details are shared, and the information is not used for any other purpose.