Freedom of information policy is as follows:
Clause 1: Key Principles of Freedom of Information:
Principle (1): Transparency
Each individual has the right to know information related to activities of HRDF to enhance a culture of integrity, transparency and accountability.
Principle (2): Necessity and Proportionality
Any restrictions on requesting access to protected information received, produced, or handled by HRDF must be justified in a clear and explicit way.
Principle (3): In Principle, Information Is Open for Disclosure
Each individual has the right to view unprotected public information. The applicant may not need to have a certain quality or interest in this information to obtain, nor will it not expose the person to any legal accountability related to this right.
Principle (4): Equality
All requests to view or obtain public information shall be addressed on the basis of equality and non-discrimination between individuals.
For Viewing or Obtaining Information:
For more information, please contact the data request email at datarequest@hrdf.org.sa
Clause 2: Individual Rights to View or Obtain Public Information
1. The right to view any information that is not protected with HRDF.
2. The right to know the reason for rejecting the request for viewing or obtaining the requested information.
3. The right to appeal against the decision relevant to rejecting the request to view or obtain the requested information.
HRDF Obligations:
1. HRDF shall be responsible for preparing and enforcing policies and procedures related to exercising the right to access or obtain public information. The entity’s primary official shall be responsible for approving such policies and procedures.
2. HRDF shall determine and provide possible means (Public information request forms), whether in paper or electronic forms, through which an individual can request view or access to public information.
3. HRDF shall verify IDs of individuals before granting them the right to view or obtain public information in accordance with the controls approved by National Cybersecurity Authority and relevant authorities.
4. HRDF shall set necessary criteria for determining fees involved in processing requests to access or obtain public information based on nature and size of data, effort exerted and time spent, in accordance with data monetization policy (if any).
5. Further, HRDF shall document all records of requests to access or obtain information and decisions taken regarding such requests, provided that such records are reviewed to address cases of misuse or non-response.
6. HRDF shall prepare and document policies and procedures for maintaining and disposing of records of requests in accordance with laws and legislations related to the entity’s business and activities.
7. HRDF shall prepare and document necessary procedures to manage, process and document extension requests, rejected requests, and define tasks and responsibilities related to the relevant work team, as well as cases where the regulatory authority and office are notified according to the administrative hierarchy and time period specified for processing the requests.
8. HRDF shall notify individuals, in an appropriate manner, if the request is rejected in whole or in part, with an explanation of reasons for rejection, right to complain, and how to exercise such right within a period not exceeding (15) days after decision is made.
9. HRDF shall be responsible for monitoring compliance with freedom of information policies and procedures periodically, to be presented to the entity’s primary official or his delegate. Corrective actions to be taken in case of non-compliance shall be identified and documented, and the regulatory authority and office shall be notified as per the administrative hierarchy.
Clause 3: Key Requirements for Requests to Access or Obtain Public Information:
1. The request must be in written or electronic from.
2. <General Information Request Form> must be filled out
3. The request must be for the purposes of accessing or obtaining public information.
4. The application form must include details on how to send final decision and notices to the individual (National address, e-mail, or entity’s website... Etc.) etc.)
5. The application form must be sent directly to HRDF.
Key Steps for Requesting Access to or Obtaining General Information:
First: Requests are submitted by sending an email to datarequest@hrdf.org.sa
Second: HRDF shall, within a specified period of time (30 days) from receiving the request to view or obtain general information, take one of the following decisions:
1. Approval: If HRDF has approved the request to access or obtain information in whole or in part, the individual must be notified in writing or electronically of the applicable fees (if any). This information must be available to the individual within a period not exceeding (10) working days from free receipt.
2. Rejection: If the request to access or obtain information is rejected, the individual must be notified in writing or electronically of such rejection, including the following information:
• - Determine whether the application was rejected in whole or in part.
• - Reasons for rejection, if applicable.
• - The right to complain about such rejection and how to exercise such right.
3. Extension: If the request for access to information cannot be processed in the specified time, the response time should be extended to a reasonable period depending on size and nature of information requested (e.g., additional (30) days), and shall provide the individual with the following information:
• Notice of extension and date on which the application is expected to be completed.
• Reasons of delay.
• The right to complain about such extension and how to exercise such right.
4. Notice: If the requested information is available on the HRDF’s website, or not within its competence, the individual must be notified of the same in writing or electronically, provided that such notice includes the following information:
• Notice Type: For example: The required data is available on HRDF’s website, or is not within its competence.
• The right to complain about this notice and how to exercise this right.
Third: If the individual wishes to file a grievance against the rejection of request by HRDF, he can submit a written or electronic notice of the grievance within a period not exceeding (10) working days from receiving the entity’s decision. Grievance Committee shall review the request, take appropriate decision and notify the individual of review fee. Such fee shall be refunded if the committee approves the request and appeal decision.
Clause 4: General Provisions
First: HRDF aligns this policy with its organizational documents - policies and procedures to achieve integration and ensure that the objective of their preparation is achieved.
Second: HRDF must balance the right to access and obtain information with other necessary requirements such as achieving national security and maintaining the privacy of personal data.
Third: This policy must be complied with and compliance authenticated periodically in accordance with mechanisms and procedures.
Fourth: A notification shall be sent in the event that a request to access or obtain public information is rejected, or to extend the period specified for providing this information – which falls within the domain.
Fifth: HRDF, when contracting with other bodies, such as companies that carry out public services, must periodically verify the compliance of other entities with this policy in accordance with the mechanisms and procedures specified by the entity, provided that this includes any subsequent contracts that other parties undertake.
Freedom of information and open data:
Open data programs and policies are usually prepared and developed around the world to support the national economic and innovation agenda. Undoubtedly, availability and dissemination of a specific set of public information for researchers, entrepreneurs, innovators and start-ups helps to create an environment conducive to business growth, and indicates an open and transparent government.
Open data programs and policies are also a proactive step by the entities in maintaining the right to access public information by making available or publishing a specific set of information - such as open data - before requesting access to or obtaining it. Thus, effective open data programs and policies reduce the volume of requests to access public information, thus reducing government expenditures related to processing requests.
Usage Policy and Disclaimer
• Visitors to the Gateway and the beneficiaries of its services must regularly review the terms and principles of privacy and confidentiality of information for any updates. However, the Gateway administration is not required to declare any updates to these Terms and Principles. Using the Portal means that you are aware of and agree to these Terms and Principles, as well as any amendments that are made thereto.
• HRDF is not responsible under any circumstances for any direct, indirect, incidental, consequential, special or exceptional damage arising from the use or inability to use this gateway.
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