Freedom of Information - accessing your data

Accessing your Personal records

If you wish to get a copy of your own records you can send your request in writing or complete the subject access request form 

Your request needs to contain the following:

• Your name at the time you were a patient, if it differs from your present name.
• Your date of birth.
• Your address at the time of treatment (current proof of address, dated in the last 3 months, in the form of a utility bill)
• Details of the information you are looking for (for example, requesting a copy of your xray results from 2023)
• Your present home address and telephone contact details.
• A photocopy of photo ID – either your passport or your driving licence. Please note that your ID must match the name on the records you are seeking, otherwise we may require you to provide us with further details.
• Any additional information which you feel is important to your request. 

You can send your request to us by email or by post

Allowing somebody else to access your records

• You may wish for somebody else to access your records, for example, your GP, legal representative or a family member.
• We will only give your records to someone else when we have your consent to do so.
• Requests should be made as stated above, but we must also receive a letter signed by you, stating that you give your consent to the release of the records.
• We will also need a copy of your passport or driving licence.
• We may contact you about the request to release your records

How long will the request take?

We will try to have your records ready for you in 30 days. We will send you an acknowledgement letter when we start to process your request with an indication of the timeframe. Please give us as much notice as possible.

How will I get the records?

Your records will be emailed or posted to you at the email/address you have provided.

How much will it cost to get my records?

Generally, it is free of charge to obtain a copy of your medical records.  We may charge a reasonable fee when a request is excessive or repetitive.  We may also charge a reasonable fee for requests for further copies of the same information.

What is Freedom of Information (FOI)

The Freedom of Information Act 2014 gives you the right to access records held by the FOI body. 

If you have not been provided with the information you have requested, the FOI body must give you an explanation, and this must normally be made within 4 weeks (20 working days). There may be certain conditions when the deadline can be extended for a further 4 weeks.

What records/information can I request?

You can request any of the following.

• Personal information
• All other non-personal records created after the effective date

Can I ask for a review or appeal a decision that has been made under the FOI Act 2014?

If you are not satisfied with the decision made by the FOI Body, you can seek an internal review of the decision which is a complete and new review of your request by someone more senior. The name of the internal reviewer will be provided on the final decision letter to you. If you are still not satisfied you can appeal this decision to the Office of the Information Commissioner.

Are there other ways of obtaining my own personal information if I did not wish to make a request under the FOI Act 2014?

Personal information can also be obtained by making a Subject Access Request. See how to apply for your records HERE

How to make a request under the FOI Act of 2014

Your application must be in writing stating that the information is being sought under the Freedom of Information (FOI) Act, 2014. You may submit your request by using the standard FOI Application Form, by writing to us or by email. 

It is important to provide as much information as possible in your application. 

When seeking your own personal information, you will be required to prove your identity and will be requested to provide a copy of your Driving Licence, Passport or other form of identification. Please include a copy of this identification with any personal information FOI requests.

If you are a member of staff from another hospital/health agency requesting information on a Beaumont Hospital Patient, please contact the clinical speciality in question - See here for a list of specialties.

Assistance with Your Application

If you require further advice or assistance with your FOI request please contact the FOI office.  

How to request records of a deceased relative or on behalf of a person who is incapacitated or a minor

If you wish to request a copy of personal information on behalf of a deceased relative or for a person who is incapacitated, or a minor you will need to complete an FOI 3rd party request form.

You will also be required to provide other documentation to verify your identity and your relationship with the person you are requesting the information on. The application form will give you more details.

FOI Legislation and information regarding fees

Legislation for requesting information 

The Freedom of Information Act 1997 as amended by the Freedom of Information (Amendment) Act 2003 continues to apply to any FOI request made before the new Act came into effect. It also applies to any subsequent review or appeal. 

On 14 October 2014, the Freedom of Information Act 2014 ("the Act") came into effect. The new Act introduced a number of changes to the Freedom of Information (FOI) scheme. The Freedom of Information Act 2014 provides that every person has the following legal rights:

• the right to access official records held by public bodies prescribed under the Act (FOI bodies);
• the right to have personal information held on them corrected or updated where such information is incomplete, incorrect or misleading; and
• the right to be given reasons for decisions taken by FOI bodies that affect them. 

Any person may make an FOI Request under the Act. The public body in question must normally respond within 2 weeks (10 working days) with an acknowledgment of the request, and with a final reply within the 4 weeks (20 working days) following receipt of the request. 

In the case of large and/or complex requests this timeframe may be extended by a further 4 weeks. In the case of requests for Personal Information, the processing of the FOI request will not commence until the required I.D or other verification documents have been received from the Requester. 

Under the FOI Act 2014 the Decision Maker may grant full access, may refuse access or provide partial access to the information requested based on specific exemption detailed within the FOI Act 2014. 

Under the Act, you can appeal an FOI body's decision – initially to an Internal Reviewer and if not satisfied you can make an appeal to the Office of the Information Commissioner.

Fees/Rates

Personal Information – There is no charge for requests for Personal Information/Records, unless there are a significant volume of records. 

Non-Personal Information - Section 27 of the Freedom of Information Act 2014 provides for fees and charges for Non Personal Information. 

Current Fees

* There are no fees where you appeal a decision to charge a fee or deposit, or a fee or deposit of a specific amount. 

** Reduced fees will apply in respect of medical card holders and third parties who appeal a decision to release their information on public interest grounds. No fees apply where the request or internal review involves access to your personal records.

Charges for search, retrieval and copying of records

Charges may be applied by the body for the time spent searching for and retrieving records, and for any copying costs incurred in providing requesters with the copies of the records requested. Charges will not be applied in respect of personal records, except perhaps where a large number of records are involved. 

If the cost of search, retrieval and copying is €100 or less, under the Act no fee is applicable. If the charge exceeds €100, full fees will be requested. The maximum charge for any one request most not exceed €500, however if the estimated cost of search, retrieval and copying is more than €700 the request can be refused, unless it is refined to bring the search, retrieval and copying fees below this limit.

Type of Charge and Standard Charge

Further information

A link to the legislation is provided here for information: Freedom of Information Act, 2014

Further Information on FOI

Freedom of Information Central Policy Unit
Department of Public Expenditure and Reform,
Central Policy Unit, Floor 3, 7-9 Merrion Row, Dublin 2
Tel: +353 1 631 8258
Fax: +353 1 604 5750
Email: cpu@per.gov.ie
Website: www.foi.gov.ie

Office of the Information Commissioner
18 Lower Leeson Street, Dublin 2
Tel: +353 1 639 5689
Lo-call: 1890 253 238
Fax: +353 1 639 5674 or +353 1 639 5676
Email: info@oic.gov.ie
Website: www.oic.gov.ie

Department of Public Expenditure and Reform
Central Policy Unit, Floor 3, 7-9 Merrion Row, Dublin 2
Tel: +353 1 631 8258
Fax: +353 1 604 5750
Email: cpu@per.gov.ie
Website: www.foi.gov.ie

Access to Information on the Environment (AIE)

The European Communities (Access to Information on the Environment) Regulations 2007 to 2014 (S.I. No. 133 of 2007, S.I. No. 662 of 2011, S.I. 615 of 2014 and S.I. 309 of 2018) give legal rights to those seeking to access information on the environment from public authorities. You can make a request to Beaumont Hospital for information in written, visual, electronic or any other material form from any of the categories referred to in the legislation - see HERE for more information.