Request for information - Ref No: FOI221120
Thank you for your email of 12 December 2022, requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000, as set out in the extract below:
- How many SARs (not other types of data protection requests) have been made to the organisation in the last 12 months?
- How many SAR requests have gone over a deadline (either the standard 30 day allocation or the extended 90 day allocation for more complicated responses)?
- How many staff are usually contacted to provide data to contribute to the request?
- On average how many hours are spent dealing with a SAR?
- Do you have any software to assist with SAR production and if so, which?
- Who has budget responsibility over the costs & resources required to respond to the SARs? Please provide
- Direct Email
- Direct Phone Number
I confirm that Ordnance Survey does hold some of the information you have requested. Where the information is not held or exempt from disclosure this is stated. Taking each request in turn, I confirm the following:
How many SARs (not other types of data protection requests) have been made to the organisation in the last 12 months?
Information held. OS has received 5 SARs since 12 December 2021
How many SAR requests have gone over a deadline (either the standard 30 day allocation or the extended 90 day allocation for more complicated responses)?
Information held. Of the 5 SAR requests I confirm that none have exceeded their deadlines.
How many staff are usually contacted to provide data to contribute to the request?
Information held. On average 2 additional members of staff are contacted to contribute to each request.
On average how many hours are spent dealing with a SAR?
Information not held. We do not keep a record of this information; therefore, we are not able to calculate it.
Do you have any software to assist with SAR production and if so, which?
Information held. I confirm the only software used to assist with SAR production is Adobe Acrobat.
Who has budget responsibility over the costs & resources required to respond to the SARs?
I confirm we hold the information requested; however, we consider the name, title, direct email and phone number of the person responsible for the budget in relation to SARs to be exempt from disclosure under section 40(2) (personal information) of the FOI Act, as the information constitutes personal data.
Exempt information under section 40(2) (personal information)
Section 40(2) provides that personal data is exempt information if one of the conditions set out in section 40(3) is satisfied. In our view, disclosure of this information would breach the data protection principles contained in the General Data Protection Regulations and Data Protection Act 2018
In reaching this decision, we have particularly considered:
- the reasonable expectations of the employees: given their positions, Ordnance Survey considered that none of the individuals would have a reasonable expectation that their personal data would be disclosed;
- the consequences of disclosure; and
- any legitimate public interest in disclosure.
Section 40(2) is an absolute exemption and therefore not subject to the public interest test.
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 Internal Review Officer by contacting them, within two months of receipt of our final response to your Freedom of Information (FOI) request, as follows:
Internal Review Officer
Customer Service Centre
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 Internal Review Officer will not have been involved in the original decision. They will conduct an independent 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 Internal Review Officer will either: uphold the original decision, provide an 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, within three months of receiving our response, with the Information Commissioner’s Office.
Further information can be found on the ICO website (ico.org.uk) under ‘Report a concern’ or you may wish to call the ICO helpline on 0303 123 1113.