How to Request Information from UK Public Bodies

Understanding Your Right to Information from Public Bodies

Accessing information held by public bodies is a fundamental right in the UK, designed to promote openness, transparency, and accountability. If you want to know what information a government department, local council, NHS body, or other public authority holds, there are clear legal frameworks that give you the right to ask.

Your Legal Rights: The Freedom of Information Act (FOIA)

The Freedom of Information Act 2000 (FOIA) gives anyone the right to request recorded information from most public authorities in England, Wales, and Northern Ireland (with similar legislation in Scotland). This includes information about how decisions are made, how money is spent, and how services are delivered. The aim of FOIA is to make public bodies more open and accountable by giving the public access to information that can shed light on their activities.

You do not need to explain why you want the information or be a UK citizen to make a FOIA request. The law covers a wide range of organisations, including government departments, local councils, police forces, schools, and the NHS. For more on which organisations are covered and how your rights work in practice, the Information Commissioner’s Office (ICO) provides a helpful overview of public authorities.

Data Protection Laws and Access to Personal Data

While FOIA covers access to general information held by public bodies, data protection laws – such as the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 – give you the right to access your own personal data. This is known as making a subject access request (SAR). Personal data is information that relates to you as an individual, such as your medical records, educational files, or correspondence that identifies you.

It’s important to understand the distinction:

• Public information: General information about how a public body operates, its policies, spending, or statistics (covered by FOIA).
• Personal data: Information specifically about you (covered by data protection laws).

To learn more about your rights in relation to your personal data, see our guide on privacy and data protection laws.

Why Request Information from Public Bodies?

There are many reasons you might want to request information, such as:

• Understanding how a decision that affects you was made.
• Checking how public money is being spent.
• Investigating issues in your local area.
• Ensuring your personal data is accurate and up to date.
• Holding authorities to account for their actions.

Requests can range from asking for meeting minutes and spending reports to accessing your own case files.

The Importance of Transparency and Accountability

Open access to information is vital for a healthy democracy. It allows individuals, journalists, campaigners, and organisations to scrutinise public bodies, challenge decisions, and ensure that those in power are acting in the public interest. Transparency helps prevent misuse of public funds, improves trust, and enables informed debate.

Public authorities are legally required to respond to requests and provide information unless a valid exemption applies. While requests do take time and resources to process, the law recognises the public’s right to know and sets out clear rules for when and how information must be provided.

For further details on your rights and how to make a request, the ICO’s page on public authorities is a valuable starting point.

What Information Can You Request?

Under UK law, you have the right to request a wide range of information from public bodies. The type of information you can access depends on whether you are seeking general public information or your own personal data. Understanding these differences helps ensure your request is directed correctly and increases your chances of getting the information you need.

Information Available Under the Freedom of Information Act

The Freedom of Information Act 2000 (FOIA) gives you the right to ask public bodies – such as government departments, councils, NHS trusts, and schools – for recorded information they hold. This can include:

• Official documents and correspondence
• Internal reports and research
• Minutes of meetings
• Policies and procedures
• Financial records and expenditure
• Statistics and performance data

For example, you might request a council’s spending breakdown, a hospital’s waiting time statistics, or copies of environmental reports. Requests under FOIA are not limited to UK citizens; anyone can make a request, and you do not need to explain why you want the information.

Accessing Your Personal Data

If you want to see information that a public body holds about you personally – such as your medical records, school files, or employment details – this is covered by data protection laws, not FOIA. Instead, you should make what’s known as a subject access request under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

To learn more about how to make this type of request and what to expect, see our guide on subject access requests for personal data.

Key Differences Between FOIA and Personal Data Requests

• FOIA requests: Used to access general information held by public authorities, not specifically about you.
• Subject access requests: Used to access information that is specifically about you as an individual.

If you submit a FOIA request for information about yourself, the public body will usually treat it as a subject access request instead.

Limits on the Information You Can Access

While both FOIA and data protection laws provide broad rights, there are important limits:

• Third-party data: You generally cannot access information about other individuals unless you have their consent or another legal basis. Public bodies must balance your right to know with the privacy rights of others. For more on this, see the ICO’s guidance on third-party data. Please note, this guidance is being reviewed due to upcoming legal changes.
• Sensitive or exempt information: Certain information is protected for reasons such as national security, law enforcement, commercial confidentiality, or legal privilege. Public bodies may refuse requests or redact parts of documents if an exemption applies.
• Vexatious or repeated requests: Requests that are clearly unreasonable or repeated without good reason may be refused.

Practical Advice

• Be specific about the information you want to help the public body locate it quickly.
• Remember, you cannot use FOIA to access your own personal data – use a subject access request for this.
• If your request is refused or only partly answered, you have the right to ask for an internal review or appeal the decision.

For more details on how to make a request and what to expect, continue exploring our guidance on requesting information from public bodies.

How to Make a Request for Information

Making a request for information from a public body in the UK is a straightforward process, but following the correct steps will help ensure you receive a timely and complete response. Here’s a detailed guide to help you make an effective Freedom of Information (FOI) request, as well as advice on accessing your personal data.

Step-by-Step Guide to Submitting a Freedom of Information Request

• Identify the Public Body
  Decide which public authority holds the information you need. This could be a government department, local council, NHS body, police force, or another public organisation.
• Write Your Request Clearly
  Your request should:
• Be in writing (email, online form, or letter).
• Clearly state that you are making a request under the Freedom of Information Act 2000.
• Describe the information you want as specifically as possible (e.g., “minutes of council meetings from January to March 2023” rather than “all meeting records”).
• Include your name and contact details so they can respond.

Choose How to Send Your Request
Most public bodies accept FOI requests by:

• Email (check the organisation’s website for the correct address)
• Online forms (if available)
• Post (send to the organisation’s official address)

Make sure to keep a copy of your request for your records.

Wait for a Response
Public bodies are legally required to respond to FOI requests promptly and within 20 working days. In some cases, they may ask for clarification or explain if more time is needed (for example, if your request is complex).

Check the Response
The response should tell you whether the information is held and, if so, provide it. If your request is refused, the authority must explain why, citing the relevant exemption under the Act.

What to Include in Your Request

To make your request as effective as possible:

• Be specific about the information or documents you want.
• Avoid overly broad requests, which may be refused as too costly or time-consuming.
• Provide any details that will help identify the information (dates, subjects, departments, etc.).
• Include your name (requests can’t be made anonymously) and a contact address (email or postal).

Accepted Formats for Requests

You can make an FOI request by:

• Email
• Online forms (where offered by the public body)
• Letter

Verbal requests are not accepted under the Freedom of Information Act, so always submit your request in writing.

Response Timeframes

Under the Freedom of Information Act 2000, public bodies must respond within 20 working days of receiving your request. If they need more time (for example, to consider exemptions or consult third parties), they should inform you and explain the delay.

What to Do If You Don’t Receive a Response

If you haven’t received a response within 20 working days:

• Contact the public body to ask for an update.
• If you still don’t receive a reply, you can request an internal review of how your FOI request was handled.
• If you are dissatisfied after the internal review, you can complain to the Information Commissioner’s Office (ICO), which oversees FOI compliance.

Accessing Your Personal Data

If you want information that relates specifically to you (such as health records or employment files), you should make a subject access request under data protection laws, rather than an FOI request. For detailed guidance, see our page on making a subject access request.

To understand more about your rights and the differences between FOI requests and subject access requests, you may also find our privacy and data protection information helpful.

Where to Get Help

If you need further advice, the Information Commissioner’s Office (ICO) provides comprehensive resources on making FOI and subject access requests, your rights, and what to do if things go wrong.

By following these steps and including all necessary details, you can improve your chances of receiving the information you need quickly and efficiently.

What to Expect After Making a Request

After you submit a request for information to a public body – whether under the Freedom of Information Act 2000 (FOIA) or data protection laws such as the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 – there are clear steps and legal obligations that the organisation must follow. Understanding what happens next can help you know what to expect and how to respond if things don’t go as planned.

How Public Bodies Handle Your Request

Once your request is received, the public body will log and review it to determine what information you are seeking and under which law your request falls. If your request is unclear, they may contact you for clarification. For FOIA requests, you do not need to explain why you want the information, but you may be asked to narrow your request if it is too broad.

The organisation will then search its records to locate the information you have asked for. They are required to deal with your request promptly and in accordance with the law.

Possible Outcomes: What You Might Receive

There are three main ways a public body can respond to your request:

• Full Disclosure: You receive all the information you requested.
• Partial Disclosure: You receive some of the information, but certain details are withheld because of legal exemptions.
• Refusal: Your request is denied in full, usually for specific legal reasons.

Common Exemptions: When Information Can Be Withheld

Not all information held by public bodies has to be released. The law allows organisations to withhold information in certain situations, known as exemptions. Common exemptions include:

• National Security: Information that could harm the safety or security of the UK.
• Personal Data: If the information includes personal data about someone else, it will usually be withheld to protect privacy, unless disclosure is lawful under data protection laws.
• Commercial Interests: Information that could damage the commercial interests of an organisation or third party.
• Law Enforcement: Information that could prejudice the prevention or detection of crime.
• Confidentiality: Information provided in confidence may be protected.

If an exemption applies, the public body must explain which exemption they are relying on and, where possible, why it applies. Some exemptions are “absolute,” meaning the information does not need to be released under any circumstances. Others are “qualified,” which means the public body must decide whether the public interest in disclosure outweighs the need to withhold the information.

How Decisions Are Communicated

You will receive a written response – usually by email or letter – explaining the outcome. If information is withheld, the response should clearly state which exemptions have been applied and provide reasons. If your request is refused, you should be told how to request an internal review or make a complaint.

Time Limits for Responses

By law, public bodies must respond to FOIA requests within 20 working days of receiving them. For subject access requests (requests for your own personal data), the time limit is one calendar month. In some cases, these deadlines can be extended if the request is complex, but you should be informed if this happens.

Your Rights if Refused or Delayed

If your request is refused or you do not receive a response within the legal time limit, you have the right to:

• Request an Internal Review: Ask the public body to reconsider its decision. This is usually the first step if you are unhappy with the outcome or how your request was handled.
• Complain to the Information Commissioner’s Office (ICO): If you are still dissatisfied after an internal review, you can raise a complaint with the Information Commissioner’s Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights and can investigate complaints about how public bodies handle information requests.

For more detailed guidance on your rights and the responsibilities of public bodies, you can visit the Information Commissioner’s Office (ICO) website.

Knowing what to expect after making a request ensures you can exercise your rights effectively and take appropriate action if you encounter delays or refusals.

Exemptions and Limitations on Accessing Information

Exemptions and Limitations on Accessing Information

While the Freedom of Information Act 2000 (FOIA) gives you the right to request information from public bodies in the UK, there are important exemptions and limitations to be aware of. These rules are designed to balance the public’s right to know with the need to protect sensitive information, personal privacy, and other important interests.

Main Exemptions under the Freedom of Information Act

Not every piece of information held by a public body must be disclosed. The FOIA sets out several exemptions that allow organisations to withhold information in certain circumstances. Some of the most common exemptions include:

• Personal Data: Information that relates to an identifiable individual is protected under data protection laws and is usually exempt from disclosure, unless you are requesting your own data.
• Commercial Interests: Details that could harm the commercial interests of an organisation or business, such as trade secrets or sensitive financial information, may be withheld to avoid unfair advantage or harm.
• National Security and Defence: Information that could compromise the safety or security of the UK is exempt to protect the public and the nation.
• Law Enforcement: Details that might prejudice the prevention or detection of crime, or the prosecution of offenders, can also be withheld.
• Confidentiality: If the information was provided in confidence, public bodies are generally not allowed to release it.

For a full list and detailed explanations of these exemptions, you can visit the Information Commissioner’s Office (ICO), which provides guidance on how these rules are applied.

Why Information May Be Withheld

Exemptions exist to protect a range of interests. For example, public bodies may refuse to release information to:

• Safeguard personal privacy and comply with privacy laws.
• Prevent harm to commercial or economic interests.
• Protect national security or international relations.
• Uphold confidentiality agreements or professional secrecy.

A practical example is where releasing the minutes of a council meeting might reveal sensitive personal details about individuals. In such cases, only the non-sensitive parts may be shared, with the rest redacted.

Data Protection and Personal Data Requests

When you request information about yourself (a "subject access request"), data protection laws such as the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 apply. These laws give you the right to access your personal data but also set limits to protect the rights and freedoms of others. For instance, you may not receive information that would reveal someone else’s personal details without their consent.

Public bodies must balance your right to access information with their duty to protect the privacy of others. To understand more about the intersection of information rights and privacy, see our section on privacy laws.

What Happens If Information Is Exempt or Sensitive?

If a public body decides that the information you have requested is exempt, they must tell you which exemption applies and why. In some cases, only part of the information may be withheld, with the rest provided to you. This process is known as "redaction." If your request is refused, you should receive a clear explanation.

Sometimes, public bodies must consider the public interest before applying an exemption. This means weighing the benefits of disclosure against the potential harm. For example, information that affects public safety or accountability may be released if it is in the public interest, even if an exemption could apply.

For more on how privacy concerns can limit information access, including topics like unauthorised recording and privacy, see our related guidance.

Challenging Refusals or Exemptions

If you believe information has been wrongly withheld, you have the right to challenge the decision:

• Request an Internal Review: Ask the public body to review their decision. They are required to reconsider and respond, usually within 20 working days.
• Complain to the ICO: If you are not satisfied with the internal review, you can escalate your complaint to the Information Commissioner’s Office (ICO). The ICO can investigate and, if appropriate, order the release of information.

Balancing Transparency and Privacy

The law aims to strike a fair balance between transparency – making public bodies accountable – and protecting privacy, security, and other vital interests. While your right to access information is important, it is not absolute. Exemptions exist to ensure that releasing information does not cause harm or violate the rights of others.

To explore your broader rights and how they relate to information access, visit our pages on privacy laws and unauthorised recording and privacy. For official guidance and further support, the Information Commissioner’s Office (ICO) remains the best source of up-to-date information.

Your Rights and Next Steps if You Are Unhappy with the Response

If you are dissatisfied with the response you receive from a public body after making a Freedom of Information (FOI) request or a subject access request under data protection law, you have several rights and options to challenge the decision and seek a better outcome.

Requesting an Internal Review

The first step if you disagree with the response is usually to request an internal review. Most public bodies have a formal process for reviewing their decisions. You should write to the organisation, clearly stating why you believe their response is inadequate, incomplete, or incorrect. It’s helpful to refer to specific points, such as missing information or improper use of exemptions under the Freedom of Information Act 2000 or the UK General Data Protection Regulation (UK GDPR).

Public bodies are generally expected to complete an internal review within 20 working days. If you are still unhappy after the review, or if the organisation fails to respond, you can escalate your complaint.

Making a Complaint to the Information Commissioner’s Office (ICO)

If your concerns are not resolved through an internal review, you have the right to complain to the Information Commissioner’s Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights and enforce data protection and FOI laws.

The ICO can investigate whether the public body has complied with its legal obligations. They can order the organisation to release information, correct how your data is handled, or take enforcement action if necessary. For more details on how to raise concerns about the misuse of your personal data, see how to report data misuse to the ICO.

Legal Action if Your Request is Wrongly Refused

In rare cases, if you believe your request has been wrongly refused and the ICO’s decision does not resolve the issue, you may have the option to appeal to a tribunal or court. For FOI requests, this is usually the First-tier Tribunal (Information Rights). For data protection issues, you may be able to seek a judicial remedy. Legal advice is recommended before pursuing this route, as the process can be complex.

Empowering Yourself Through Knowledge

Understanding your rights is key to holding public bodies accountable and protecting your own data and privacy. Knowing how to challenge decisions and escalate complaints can help ensure your requests are treated fairly and in line with the law. For a broader overview of your data rights, explore related guidance to make informed choices about your personal information.

If you need more information on your rights or the complaints process, the Information Commissioner’s Office (ICO) provides clear, up-to-date advice and support for individuals in the UK.

Related Topics to Explore

When it comes to understanding your rights around accessing information from public bodies, there are several related topics that can help you build a fuller picture of your data and privacy protections. Exploring these areas can answer further questions you might have and guide your next steps if you encounter issues with your data.

Compensation for Data Breaches
If your personal information has been mishandled or exposed due to a security failure, you may have the right to seek compensation for data breaches. This topic explains when you can claim compensation, what losses or distress might be covered, and how this process is linked to your ability to access and control your information.

Making a Subject Access Request
While Freedom of Information requests let you access general information held by public bodies, you have specific rights to see your own personal data under data protection law. For step-by-step guidance, see making a subject access request. This section explains how to ask for your data, what to expect in response, and how to challenge any refusal or delay. You can also find practical advice from the Information Commissioner’s Office on subject access requests, including how to submit your request and what records to keep.

Consumer and Employee Data Rights
Your rights over your data extend beyond public bodies. If you believe your data has been misused in a consumer context or you have faced unfair treatment, discrimination and consumer rights explains protections under UK law. Employees have specific rights too – employee privacy and data protection outlines what information your employer can hold, your right to access it, and how to challenge misuse or excessive monitoring at work.

Reporting Data Misuse
If you think your information has been mishandled or your request for data has not been properly answered, you can learn how to escalate your concerns by reporting data misuse to the Information Commissioner’s Office (ICO). This guide covers what evidence to collect, how to make a complaint, and what outcomes you might expect under UK data protection law.

Privacy and Unauthorised Recordings
Privacy issues can also arise in situations involving recordings made without your knowledge or consent. The unauthorised recording section discusses your rights if you are recorded at work, in public, or in private settings, and what legal steps you can take if your privacy is violated.

By exploring these topics, you can better understand your rights to information, how to protect your personal data, and what to do if things go wrong. If you have specific questions about your circumstances, these resources offer practical steps and further guidance.