How to request a document from a public administration or government department

Last update 02.01.2019

Starting on 1 January 2019, government administrations and departments are required to publish their documents online, either on their own websites or on the Luxembourgish data platform (www.data.public.lu).

This procedure is the implementation of a policy of openness to the citizens (be they natural or legal persons) in reference to the documents held by:

  • government administrations and departments;
  • communes and associations of communes;
  • public-sector establishments under the authority of the State or commune;
  • legal persons providing public services;
  • the Chamber of Deputies;
  • the Council of State;
  • the Ombudsman;
  • the Court of Auditors;
  • the professional chambers.

When a document is amended, the published version must be updated

Who is concerned

Who is concerned

Natural and legal persons can access the documents held by government administrations and departments, communes and associations of communes, public-sector establishments under the authority of the State, etc., if those documents relate to the exercise of an administrative activity.

Any natural or legal person has the legal right to request the communication of accessible documents:

  • regardless of the medium of the document; and
  • without having to assert a personal interest.

Documents in question

This right is applicable only to administrative documents pertaining to the exercise of an administrative activity. Examples include circulars, activity reports, studies, statistics, minutes and reports of administrative council meetings, etc.

This right does not apply to documents pertaining to:

  • foreign relations, Luxembourg national security or public order;
  • people's safety or their right to privacy;
  • the conduct of proceedings before the judiciary, before extrajudicial or disciplinary bodies, or operations carried out prior to the start of such proceedings;
  • prevention, detection or prosecution of punishable offences;
  • intellectual property rights;
  • a legally protected secret or confidential matters;
  • the administrative bodies’ remit of oversight, verification and regulation;
  • the confidential nature of business/trade information communicated to those bodies;
  • the ability of the administrative bodies to implement their economic, financial, fiscal and trade policy, if publishing the documents could hamper the related decision-making processes;
  • confidentiality of discussions within the Government.

Costs

In principle, these documents are provided free of charge. However, a Grand-Ducal regulation may specify a fee that must be paid where copies of a document are issued. However, that fee may not exceed the true cost of copying, printing and sending the document.

How to proceed

Filing an application

Anyone wishing to request the disclosure of a document may do so:

  • through MyGuichet.lu; or
  • in writing.

In the document request form, the applicant:

  • selects the administrative body to which they wish to send the request;
  • provides a precise description of the document, either as a free text or using a standard form available from the body in question.

Communication

Only the individuals in question may access documents containing:

  • their personal data;
  • an assessment/value judgement of them;
  • an opinion they expressed in confidence to the body. In this case, the person who produced the document will need to waive its confidentiality.

When the requested documents contain personal data or an assessment/value judgement of other people, either explicitly named or easily identifiable (third parties), the administration will disclose them to the applicant if:

  • it is possible to redact or extract those third parties' information at no extra cost;
  • the third parties have consented, in writing, to such disclosure.

The disclosure application may be denied if it:

  • relates to documents which are unfinished or still being drafted;
  • relates to a document that has already been published, or which was produced for commercial purposes;
  • is excessive in terms of its number, systematic nature or repetitiveness;
  • relates to internal communications.

Transfer

The requested document is sent to the applicant as quickly as possible, and no later than one month following the administration's receipt of the request:

  • as a single paper copy;
  • electronically, if:
    • the document is available in electronic form; and
    • the applicant has given their email address;
  • for consultation on site, where reproduction would:
    • damage the document and thus endanger its preservation; or
    • be impossible given the nature of the document.
Filing of accessible documents in the National Archives must not be a barrier to their disclosure.

In certain cases, the allotted period may be extended to 2 months if:

  • the volume and complexity of the requested documents are such that the one-month deadline cannot be met;
  • the request is sent to an administrative body which does not have the document;
  • the administrative body needs to redact or extract other people's personal data;
  • the document has been filed in the National Archives;
  • the administrative body needs to consult a third party.

The body is then required to:

  • inform the applicant of the extension;
  • indicate the reasons for the extension before the original one-month deadline expires.
If a request is overly general, the clock is stopped on the deadline until a more specific request is received.

Appeal

Anyone whose disclosure request is denied may appeal against that decision. To do so, the applicant must apply to the Commission on the Access to Documents (Commission d’accès aux documents - CAD) for their assessment, within a month of the notification:

  • through MyGuichet.lu; or
  • in writing, in the form of a simple letter.

The applicant must:

  • where applicable, provide the reference number of the request and, if they so desire, a free-form comment;
  • attach the notification of the decision to deny disclosure.

The CAD will notify both the applicant and the administration of their decision within 2 months of the filing of the appeal.

If the CAD deems that the document in question may be disclosed and the administrative body decides to honour that judgement, it must disclose the document within a month of receiving notice of the decision. If not, it is deemed to have rejected the application.

If the CAD deems that the document may not be disclosed, then the administrative body must confirm its refusal to disclose the document within one month of receiving notice of the decision.

The CAD's decisions may not be appealed before the courts. Only the decision of the administrative body in light of the CAD's judgement may be appealed.

The appeal must be submitted to the administrative tribunal within 3 months. This deadline begins:

  • in the absence of disclosure of a document that the CAD judged disclosable: after the expiry of the 1-month deadline, following notice of the decision, to disclose the document;
  • as of the administrative body's confirmation of the refusal to disclose the document deemed not to be disclosable by the CAD;
  • in the absence of confirmation of the refusal to disclose the document deemed not to be disclosable: after the expiry of the 1-month deadline, following notice of the decision, to confirm refusal to disclose the document.
Submission of disputes to the CAD is merely optional. Applicants may also go directly to the Administrative Tribunal.

 

Forms / Online services

Accès à l'information - Demande de document

To complete your application, the information about you collected from this form needs to be processed by the public administration concerned.

That information is kept by the administration in question for as long as it is required to achieve the purpose of the processing operation(s).

Your data will be shared with other public administrations that are necessary for the processing of your application. For details on which departments will have access to the data on this form, please contact the public administration you are filing your application with.

Under the terms of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, you have the right to access, rectify or, where applicable, remove any information relating to you. You are also entitled to withdraw your consent at any time.

Additionally, unless the processing of your personal data is compulsory, you may, with legitimate reasons, oppose the processing of such data.

If you wish to exercise these rights and/or obtain a record of the information held about you, please contact the administration in question using the contact details provided on the form. You are also entitled to file a claim with the National Commission for Data Protection (Commission nationale pour la protection des données), headquartered at 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

By submitting your application, you agree that your personal data may be processed as part of the application process.

Accès à l'information - Demande de document

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Accès à l'information - Demande de document

Ihre in diesem Formular erfassten personenbezogenen Informationen werden von der zuständigen Verwaltungsbehörde verarbeitet, um Ihren Antrag erfolgreich abzuschließen.

Diese Informationen werden von der Behörde für den zur Verarbeitung erforderlichen Zeitraum gespeichert.

Die Empfänger Ihrer Daten sind die im Rahmen Ihres Antrags zuständigen Verwaltungsbehörden. Um die Empfänger der in diesem Formular erfassten Daten zu erfahren, wenden Sie sich bitte an die für Ihren Antrag zuständige Behörde.

Gemäß der Verordnung (EU) 2016/679 zum Schutz natürlicher Personen bei der Verarbeitung personenbezogener Daten und zum freien Datenverkehr haben Sie das Recht auf Zugang, Berichtigung und gegebenenfalls Löschung Ihrer personenbezogenen Informationen. Sie haben zudem das Recht, Ihre erteilte Einwilligung jederzeit zu widerrufen.

Weiterhin können Sie, außer in Fällen, in denen die Verarbeitung Ihrer Daten verpflichtend ist, Widerspruch einlegen, wenn dieser rechtmäßig begründet ist.

Wenn Sie diese Rechte ausüben und/oder Einsicht in Ihre Informationen nehmen möchten, können Sie sich unter den im Formular angegebenen Kontaktdaten an die zuständige Verwaltungsbehörde wenden. Sie haben außerdem die Möglichkeit, bei der Nationalen Kommission für den Datenschutz Beschwerde einzulegen (Commission nationale pour la protection des données, 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette).

Wenn Sie Ihren Vorgang fortsetzen, akzeptieren Sie damit, dass Ihre personenbezogenen Daten im Rahmen Ihres Antrags verarbeitet werden.

Saisine de la Commission d’accès aux documents suite à un refus

To complete your application, the information about you collected from this form needs to be processed by the public administration concerned.

That information is kept by the administration in question for as long as it is required to achieve the purpose of the processing operation(s).

Your data will be shared with other public administrations that are necessary for the processing of your application. For details on which departments will have access to the data on this form, please contact the public administration you are filing your application with.

Under the terms of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, you have the right to access, rectify or, where applicable, remove any information relating to you. You are also entitled to withdraw your consent at any time.

Additionally, unless the processing of your personal data is compulsory, you may, with legitimate reasons, oppose the processing of such data.

If you wish to exercise these rights and/or obtain a record of the information held about you, please contact the administration in question using the contact details provided on the form. You are also entitled to file a claim with the National Commission for Data Protection (Commission nationale pour la protection des données), headquartered at 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

By submitting your application, you agree that your personal data may be processed as part of the application process.

Saisine de la Commission d’accès aux documents suite à un refus

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Saisine de la Commission d’accès aux documents suite à un refus

Ihre in diesem Formular erfassten personenbezogenen Informationen werden von der zuständigen Verwaltungsbehörde verarbeitet, um Ihren Antrag erfolgreich abzuschließen.

Diese Informationen werden von der Behörde für den zur Verarbeitung erforderlichen Zeitraum gespeichert.

Die Empfänger Ihrer Daten sind die im Rahmen Ihres Antrags zuständigen Verwaltungsbehörden. Um die Empfänger der in diesem Formular erfassten Daten zu erfahren, wenden Sie sich bitte an die für Ihren Antrag zuständige Behörde.

Gemäß der Verordnung (EU) 2016/679 zum Schutz natürlicher Personen bei der Verarbeitung personenbezogener Daten und zum freien Datenverkehr haben Sie das Recht auf Zugang, Berichtigung und gegebenenfalls Löschung Ihrer personenbezogenen Informationen. Sie haben zudem das Recht, Ihre erteilte Einwilligung jederzeit zu widerrufen.

Weiterhin können Sie, außer in Fällen, in denen die Verarbeitung Ihrer Daten verpflichtend ist, Widerspruch einlegen, wenn dieser rechtmäßig begründet ist.

Wenn Sie diese Rechte ausüben und/oder Einsicht in Ihre Informationen nehmen möchten, können Sie sich unter den im Formular angegebenen Kontaktdaten an die zuständige Verwaltungsbehörde wenden. Sie haben außerdem die Möglichkeit, bei der Nationalen Kommission für den Datenschutz Beschwerde einzulegen (Commission nationale pour la protection des données, 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette).

Wenn Sie Ihren Vorgang fortsetzen, akzeptieren Sie damit, dass Ihre personenbezogenen Daten im Rahmen Ihres Antrags verarbeitet werden.

Last update