Shetland Islands documentation

Request for information – FOI12313

Thank you for your letter dated 23^rd August 2012, requesting:

‘Please supply me with all documentation sent to Ordnance Survey by employees of Shetland Islands Council relative to Ordnance Survey map area ‘East Voe’ Shetland between 2005 to date.’

To determine if Ordnance Survey holds any of the requested information, we have undertaken a search of our Electronic Records Management (ERM) system and our Customer Contact Information System.  Additionally, we have contacted our Scottish region surveyors to determine what they may hold locally.

This search has provided us with one document for the area of East Voe, which has been sent to Ordnance Survey from an employee of the Shetland Islands Council.

This document has been included with this letter of response.  Please note that some of the information has been redacted, as it constitutes personal data and is exempt under Section 40 (2) of the Freedom if Information Act ‘Personal Data’. Section 40 allows us to exempt personal information, where disclosure would breach one of the data protection principles according to the Data Protection Act 1998.

In applying Section 40, we have given consideration to the data protection principles, and in particular whether disclosure of the personal data would be 'fair and lawful’ and the likely expectations of the data subjects regarding the disclosure of their personal information.  We have also consulted with the third party on this issue and are satisfied that the redacted information would constitute personal data.

Additional information meeting the terms of your request may have been provided to Ordnance Survey from in the past for which there is no business requirement for Ordnance Survey to retain.

Public Interest
When section 40 (2) of the FOIA is engaged, where the disclosure of personal data would breach one of the data protection principles set out in Schedule 1 of the Data Protection Act, this constitutes an absolute exemption, and there is no additional public interest test to consider

Internal Review
Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. If you are unhappy with our response, you may request an internal review with our FOI Appeals Officer, by contacting them as follows:

FOI Appeals Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

E-mail: foi@ordnancesurvey.co.uk

Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:

• Failed to respond to your request within the time limits (normally 20 working days)
• Failed to tell you whether or not we hold the information
• Failed to provide the information you have requested
• Failed to explain the reasons for refusing a request
• Failed to correctly apply an exemption or exception

The FOI Appeals Officer will not have been involved in the original decision. They will conduct an internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance. 

The FOI Appeals Officer will either: uphold the original decision, provide additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.

Appeal to Information Commissioner's Office (ICO)
If following the outcome of the internal review you remain unhappy with our response, you may raise an appeal with the Information Commissioner’s Office at:

The Case Reception Unit
Customer Service Team
The Information Commissioner’s Office
Wycliffe House
Water Lane 
Wilmslow
Cheshire 
SK9 5AF
E-mail: mail@ico.gsi.gov.uk

Telephone helpline: 0303 123 1113 or 01625 545745 for advice, Monday to Friday.

Thank you for your enquiry.