Charges for Information

Cost of Information

Some information is available free, but for others there may be a charge. For the most part we will charge only for hard copies of information requested or copying onto media (e.g. CD ROM). The charges will vary according to how the information is to be made available. Charges are as follows:

a) Via the Trust’s Web Site- Free of charge, although any charges for Internet Service provider and personal printing costs would have to be met by the individual.

b) For those without Internet access, a single page print-out as on the website can be requested from the Trust Lead for Freedom of Information and sent by post.

c) Leaflets, brochures or booklets that we produce on, for example, services that we offer to the public, will be free of charge.

d) For “Glossy” or other bound paper copies, or in some cases a CD Rom, video or other mediums, there will be a charge. We will let you know the cost and charges that will have to be paid in advance.

e) E-mail free of charge unless it states otherwise

f) For written requests for information under the Freedom of Information Act 2000 the following applies:

Section 9 of the FOIA allows the Trust to charge a fee for providing information in response to a written request where the Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004 (the Fees Regulations) are engaged.

Section 12 of the FOIA provides an exemption from the Trust’s obligation to comply with a request for information where the cost of compliance is estimated to exceed the appropriate limit. The Fees Regulations state that this cost limit for the Trust is £450 i.e. 18 hours @£25 per hour plus £25 per hour thereafter.

On receipt of a request, if it is estimated it will take more than 18 man/woman hours the Trust will have to consider on a case by case basis if it wishes to estimate whether the appropriate limit would be exceeded in advance. It will have to make such an estimate if it is determined that it will take 18 hours or more to provide the information. In which case the Trust can refuse the request, or make a charge because the appropriate limit has been exceeded.

The Regulations set out what may be taken into account when the Trust is estimating whether the appropriate limit has been exceeded. The costs are limited to those that the Trust reasonably expects to incur in:

  • determining whether it holds the information requested,

  • locating the information or documents containing the information,

  • retrieving such information or documents, and

  • extracting the information from the document containing it (including editing or redacting information)

In certain situations, the costs of answering more than one request may be added together or aggregated for the purposes of estimating whether the appropriate limit would be exceeded in relation to any one of those requests.

If the estimate to locate, retrieve and extract the information requested is less than 18 man hours we may levy a charge for:

  • putting the information requested in the requestor’s preferred format e.g. CD rom

  • photocopying or printing the information*

  • postage

*The level of fee applicable for photocopying or printing the information is as below

Level 1 - up to reproducing 75 sheets of A4
Free of charge
Level 2-  between 75 - 150 sheets of A4
Level 3-  between 150 - 250 sheets of A4
Level 4-  between 250 - 500 sheets of A4
Level 5-  betweeen 500 - 1000 sheets of A4
Level 6- between 1,000 - 1,500 sheets of A4

Thereafter an additional charge of £35 for every 500, or part thereof, copies up to a maximum of £495 will be made, i.e. roughly equivalent to 4,500 copies.

NB It is important to note that if we propose to levy a fee in answering a request a fees notice will be issued to the requestor before any costs are incurred. On receipt of the necessary fee the information can be obtained and released. Cheques should be made payable to Gloucestershire Hospitals NHS Foundation Trust and should initially be forwarded to the Trust Freedom of Information Lead. The period between the issuing of a fees notice to the receipt of the payment does not count as part of the 20 day requirement.

We will not provide printouts of other organisation’s websites.

The charges will be reviewed regularly.

Copyright & Reuse of Public Sector Information

The information and material that is routinely published is subject to Gloucestershire Hospitals NHS Foundation Trust's copyright unless otherwise indicated. Unless expressly indicated on the material to the contrary it may be reproduced free of charge in any format or medium, provided it is reproduced accurately and not used in a misleading manner. Where any of the copyright items are being re-published or copied to others, you must identify the source of the material and acknowledge the copyright status. Permission to reproduce material does not extend to any material accessed through the Trust web site that is the copyright of third parties. You must obtain authorisation to reproduce such material from the copyright holders concerned. For further guidance on a range of copyright issues, see the Office of Public Sector Information (OPSI) web site:

or write to:

London Office
102 Petty France


Kew Office

Crown copyright, Licensing and Public Sector Information: Tel 020 8876 3444

Legislation and Command Paper Publishing Enquiries: Tel 020 3334