Our Reponse under FOI and EIR

Ordnance Survey will respond and deal with requests in accordance with the provisions of the Freedom of Information Act (FOIA) 2000 and the Environmental Information Regulations (EIR) 2004 . 

Upon receipt of your request, we will acknowledge your request in the same manner as that in which it was received, for example by letter, email or fax. We will confirm the date we received your request and advise you of the latest date we would expect to be able to provide you with a full response, normally not more than 20 working days from the date of receipt.

In our acknowledgment we will quote a reference number relating to your individual request, in case you should need to contact us or refer to the request at a later stage.

If we feel your request it too general, we may ask you to clarify your request, so that we are able to accurately provide you with the information you are seeking.

We will then undertake an investigation to determine whether the information you have requested is held by us.

If the information is held, we will consider the release of the information as follows:

Under the Freedom of Information Act (FOIA) 2000

Generally the presumption is that information held will be released. However, some information may be refused, if it falls under one of the exemptions. We must carry out a public-interest test on qualified exemptions, to determine whether the public interest is best served by releasing or withholding the information. If we refuse to release the information, we will notify you of the exemption we consider the request falls under, and explain why we will not be releasing the information to you.

Under Environmental Information Regulations (EIR) 2004

Generally the presumption is that information held will be released. However, some information may be refused under an exception.  We must carry out a public interest test when considering an exception, to determine whether the public interest is best served by releasing or withholding the information. If we refuse to release the information, we will notify you of the relevant exception and explain why we will not be releasing the information.

Information not held under FOI or EIR

If the information you have requested is not held, by Ordnance Survey, we will provide you with a response advising you of this. Where possible, we will offer assistance as to where you may be able to seek help or obtain the information you have requested should we be aware.

In some instances, to fully consider the public interest it may be necessary to extend the 20 working day response deadline. If this is the case, we will contact you to explain this, and provide a revised deadline, by which we would expect to provide you with a full response.

Freedom of Information Fees Policy

The majority of requests for information under FOI will be free of charge. Nevertheless, regulations made under the Freedom of Information Act 2000 make provision for fees to be levied in some circumstances.

In cases where we expect significant staff time to be involved in locating and retrieving the information required, we shall estimate the time likely to be needed. If this estimate is less than 24 working hours, no fee will be charged. Should the estimate clearly exceed 24 working hours, we shall first endeavour to agree with you a reduction in the scope of the enquiry that will bring the estimate below 24 hours.  If this proves not to be possible, we shall use our discretion to either:

• refuse the request on grounds of disproportionate cost; or
• issue a Fees Notice in accordance with the Act.

Fees will be calculated at an hourly rate of £25.00 and will be subject to VAT.

In most cases we shall waive our right to charge for disbursements such as printing, CDs, photocopying and postage costs. If we do decide to charge for disbursements, a Fees Notice will be issued as above.

You have 60 days in which to pay the fee. If payment has not been received at the end of these 60 days, the enquiry will be closed.

Where a fee has been paid, and the actual time spent on locating and retrieving the information is less than the estimate, a refund will be made for each full hour not used. If the actual time spent exceeds the estimate, no further fee will be due.

If you do not agree with our charging decision, you can ask the Information Commissioner to intervene, as detailed on our Appeals page.

Environmental Information Regulations Fees Policy

Under Environmental Information Regulations (EIR) there is no ‘cost limit’ for dealing with requests, but requests that cost a disproportionate amount can be refused on the basis that they are ‘manifestly unreasonable’, subject to a public interest-test.

If you do not agree with our decision that your request is ‘manifestly unreasonable’,you can ask the Information Commissioner to intervene, as detailed on our Appeals page.

Important note: Information supplied under the Freedom of Information Act or Environmental Information Regulations may be subject to Crown Copyright, and reuse may require a licence for which a separate fee may be charged. If you have any questions about permitted use of the information we supply, please contact us.