Contracts Register (FOI2532)

We received your request on 11 June 2025.

We have handled your request under the Freedom of Information Act (FOIA) 2000.

A copy of your request is set out in the extract below: 

1. Contract Register

Please provide a complete and current extract of your organisation’s contract register or equivalent database. We are not asking you to compile new information or manually populate missing fields – we simply request the register in its existing form, preferably in Excel or CSV format.

Where available, we are particularly interested in the following fields (though this is not a strict requirement):

• Contract Title
• Supplier Name
• Estimated Spend (Total or Annual)
• Contract Duration and Total Period (including extensions)
• Contract Start and Expiry Dates
• Review Date
• Contract Description
• Contract Owner (Name, Job Title, Contact Details if available)
• Contract Notes
• Managing Department
• Award Date
• Participating Organisations
• Procurement Category
• Framework or Tender References
• Central Purchasing Body
• Classification Codes (CPV, Pro-Class, etc.)

Please don’t spend time populating these fields if they aren’t readily available – we welcome receiving the raw register as it exists in your system.

2. Total Number of Active Contracts

Please confirm the total number of contracts currently listed as active.

3. Procurement Strategy (2025/2026)

Please provide your organisation’s Procurement Strategy for 2025/2026.

• If this is part of a multi-year strategy (e.g., 2024–2028), please provide the most recent version covering 2025/2026 or indicate when this will be available.
• If any parts are redacted, please identify the redacted sections and the reason.

4. Contact Information

If possible, please provide the name, job title, phone number, and email address for the following roles:

• Responsible officer for API access or data sharing (if applicable)
• Individual managing the contract register
• Finance Director
• Head/Director of Procurement or Purchasing
• Head/Director of ICT
• Head of Estates and Facilities
• Relevant Committee Member, Councillor, or Board Member for Procurement/Finance

If direct contact details are restricted due to GDPR, please indicate the best department or method of contact.

5. Additional Notes

• If your contract register is available via an online portal, please ensure all records are accessible (as some portals may only show summary data).
• If your organisation uses a contract management system or CRM, please confirm whether it allows for data exports.

If you intend to withhold spend figures, please note that we are requesting an overall total or indicative spend only – not a line-by-line financial breakdown.

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 explained below:

1. Contract Register

A copy of the information you have requested for the contract register, which can be disclosed, is set out in this Contracts Register spreadsheet (.xlsx).

Please note that the letters at the beginning of the Reference (Column B) for each contract denotes the Procurement Category: TS – Technology, OP – Operations, and BS – Business Services.

Exempt information under Section 12(1) of the FOIA: Contract Extensions

In order to locate, retrieve extract and compile this information we would need to review each contract for the relevant information, which in addition to the time spent collating the information provided, we estimate would take in excess of the applicable time limit of 18 hours. We are therefore entitled to refuse to comply with this part of your request pursuant to section 12(1) of the FOIA (where the authority estimates that the cost of complying with the request would exceed the appropriate limit, which is set at £450 (18 hours).

Exempt information under section 40(2) (personal information): Contract Owner

I confirm OS holds the full contact details of the contract owner(s) requested above but this information is exempt from disclosure under section 40(2) (personal information) of the FOI Act, as the information constitutes personal data which is not already in the public domain.   

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, OS 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.   

However, under the duty to provide information and assistance in accordance with section 16 of FOIA, we can provide the following information which may assist you in this matter.

The contracts are managed by our Procurement Category Managers. You can find out information in relation to our procurement process on our website: General procurement and tender opportunities | Home | OS, which contains a Contact us form | Home | OS for our Strategic Procurement and Supplier Management team.

Information not held

• Review Date
• Contract Notes
• Award Date
• Participating Organisations
• Central Purchasing Body
• CPV codes/Pro-Class

I confirm we do not hold the above information.

2. Total Number of Active Contracts

There are 168 contracts currently listed as active.

3. Procurement Strategy (2025/2026)

I confirm we do not hold this information.

4. Contact Information

The contracts register is maintained and updated by OS Procurement Contract Managers. I confirm we do not hold an API. The names, job titles, telephone and email addresses for all members of staff are exempt from disclosure under section 40(2) (personal information), apart from the names of our Directors, which are publicly available. Please see our response above to Q1 explaining the exemption and how you can contact OS. To see the names of our Directors please visit this page on our website: Directors | About us | OS.