Access to information policy

The Access to information policy explains how the NHS in Essex shares information with the public, how you can request it, and how it protects personal and sensitive information while being open and transparent.

For more information, read the full Access to information policy by downloading the accessible Word document at the end of this page.

Who the policy applies to

  • members of the public
  • patients and service users
  • NHS Essex staff and contractors
  • partner organisations working with NHS Essex

Why this policy is important

This policy helps people understand their rights to access information held by NHS Essex. It:

  • supports openness and trust in how services run
  • makes sure people can see how decisions are made
  • protects personal and confidential information
  • makes sure requests are handled fairly and on time

Your right to ask for information

You have the right to ask for information about NHS Essex services and work. This includes:

  • general information about how services are planned and funded
  • reports, policies and documents already held by NHS Essex

You can ask for information in writing, such as by email or letter.

NHS Essex aims to:

  • acknowledge your request quickly
  • reply within 20 working days
  • explain clearly if information cannot be shared

Accessing your own information

You also have the right to see personal information held about you, such as records or data.

This means you can:

  • ask for a copy of your records
  • ask for information to be explained clearly
  • request this for yourself or through someone you trust

Requests for personal information are handled carefully to protect your privacy.

When information may not be shared

Sometimes NHS Essex cannot share information. This may be because:

  • it includes someone else’s personal details
  • it could harm someone’s wellbeing
  • it is confidential or sensitive

If information cannot be shared, NHS Essex will explain why where possible.

Support to help you make a request

NHS Essex will help you ask for information if you need support. This may include:

  • helping you explain what you need
  • suggesting what information is available
  • guiding you to information already published online

Fair and equal access

Everyone can request information in the same way.

NHS Essex will:

  • treat all requests fairly
  • avoid discrimination
  • make information accessible where possible

Roles and responsibilities

  • NHS Essex staff must handle information safely and responsibly
  • staff must pass requests quickly to the right team
  • the organisation must respond clearly and on time
  • systems are in place to check requests are handled properly

Policy review

This policy was approved on 1 April 2026 and is due for review in April 2028.

For full details, download the accessible Word version of the policy below.

Access to information policy (218kB docx)


Page last reviewed:
Next review date: