Cardiff FOI Fees - When Charges Apply

General Governance and Administration Wales 4 Minutes Read · published February 12, 2026 Flag of Wales

This guide explains how fees and charges operate for Freedom of Information (FOI) requests affecting Cardiff, Wales, and where requesters should look for official rules and contacts. Cardiff Council publishes its FOI procedure and how to submit requests on its website, including practical steps to request records and contact details for information governance.Cardiff Council Freedom of Information[1] The legal framework is the Freedom of Information Act 2000 and associated regulations that set the basis for fees, exemptions and appeals.Freedom of Information Act 2000[2]

FOI charges are applied only where law or council policy permits and often relate to reproduction or excessive cost.

When Charges Apply

Under the Act and Fees Regulations, public authorities may levy charges in specified circumstances, typically for disbursements (photocopying, postage) or where compliance would exceed the cost limit in section 12 of the Act. Cardiff Council’s FOI guidance sets out how they calculate costs and when they will refuse requests under the cost limit or offer a chargeable estimate; where specific fees or thresholds are not shown on that page, they are governed by the national legislation and ICO guidance.ICO guidance on fees and charges[3]

Penalties & Enforcement

The Cardiff Council FOI page does not specify local monetary fines for FOI breaches; enforcement and sanctions are handled under national powers and ICO decisions, not local bylaw fines, unless separate offences apply under other statutes (see cited sources). For monetary penalties, escalation and specific fine amounts, the council page states procedural routes rather than set fines, so where a numeric amount is required it is "not specified on the cited page" and requesters should consult the ICO and the Act for enforcement remedies.[3]

  • Enforcer: Information Commissioner Office (ICO) and Cardiff Council Information Governance team act on compliance and internal remedy.
  • Inspection & complaints: submit an internal review to Cardiff Council, then complain to the ICO if not satisfied.
  • Fines/financial penalties: not specified on the cited council page; ICO decisions and other statutes may impose penalties.
  • Appeals: appeal an ICO decision to the First-tier Tribunal (Information Rights) within statutory time limits stated on the ICO decision notice.
  • Defences/discretion: exemptions (absolute and qualified), reasonable excuse, or a valid request for review or fee negotiation may apply.
If you believe information was unlawfully withheld or destroyed, report it promptly to the council and the ICO.

Applications & Forms

Cardiff Council accepts FOI requests by email or web form; the council page lists the required contact details and any published request form. If no specific fee application form is published, the council will provide a fee estimate in response to a request when charges are likely. Where the council has not published a named fee form on its FOI page, state that no separate fee application form is required and follow the request procedure on the council site.Cardiff Council Freedom of Information[1]

Practical Steps

  • Submit a clear FOI request to Cardiff Council by the published email or web form, describing records sought and any preferred format.
  • Expect an initial response within 20 working days unless an extension is lawful or a fee estimate is provided.
  • If charged, ask for a breakdown of the fee and how it was calculated; request an internal review if you dispute it.
  • If unresolved, complain to the ICO using the decision notice or council review outcome.

FAQ

Who sets FOI fees for Cardiff Council?
Fees follow the Freedom of Information Act 2000, associated regulations and Cardiff Council’s FOI guidance; the council implements charges where the law permits.
Will I ever have to pay for an FOI request?
Payment is possible for disbursements or where complying exceeds the cost limit; Cardiff Council will provide an estimate if charges apply.
How do I challenge a fee or refusal?
Ask the council for an internal review, then if still dissatisfied complain to the ICO and pursue the tribunal process as needed.

How-To

  1. Identify the records and preferred format, then submit your FOI request to Cardiff Council via the published web form or email.
  2. If the council issues a fee estimate, ask for clarification on the calculation and what services the fee covers.
  3. Pay any lawful fee if you accept the estimate, or request an internal review if you dispute the charge or a refusal.
  4. If internal review is unsatisfactory, escalate to the ICO and follow the tribunal appeal route if necessary.

Key Takeaways

  • Cardiff Council follows the Freedom of Information Act and will only charge where legislation or council policy permits.
  • Requesters should expect a fee estimate for large or resource-intensive requests and can seek internal review.
  • Contact the council’s information governance team first; the ICO is the independent regulator for enforcement and appeals.

Help and Support / Resources

  1. [1] Cardiff Council Freedom of Information
  2. [2] Freedom of Information Act 2000
  3. [3] ICO guidance on fees and charges

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