Communication with Royal Mail including shapefile fileset (digital map)

Tracey Brown made this Rhyddid Gwybodaeth request to East West Railway Company Limited

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Roedd y cais yn llwyddiannus.

Dear East West Railway Company Limited,

Please supply me with the shapefile fileset (digital map) EWR Co provided to Royal Mail along with copies of any other communication, in paper or electronic form, between EWR Co (or its agents) and Royal Mail (or its agents) pertaining to the postcard mailing for the 2019 non-statutory consultation.

By way of background, on 23 December 2020 by email I sent you a Freedom of Information request asking that you provide me with information pertaining to the number of consultation postcards sent by postcode. You replied saying, “as is standard practice with large-scale mail-outs, EWR Co provided Royal Mail with a shapefile (a digital map) of the consultation area. Royal Mail supplied us with the number of addresses in that area and we arranged for the appropriate number of leaflets to be printed and supplied to Royal Mail for distribution. Consistent with standard practice, Royal Mail don’t supply a breakdown for individual conurbations within a distribution area, so we do not hold the specific numbers for any villages.“

In response, on 17 February 2021 I again contacted you by email specifically requesting that you send me the aforementioned shapefile fileset along with any other information provided to Royal Mail on this topic. You have not confirmed receipt of my 17 February request and you have also not responded to the polite reminder I emailed on 6 March so I am now sending my request via this public forum.

Yours faithfully,

Tracey Brown

East West Rail Contact, East West Railway Company Limited

Thanks for getting in touch.

We try to deal with all enquiries quickly: usually within five working
days, though depending on the complexity of the question it may take a
little longer. We'll keep you up-to-date if that's the case.

Kind regards,

East West Rail Team

This message is private and confidential. If you have received it in
error, please notify us and remove it from your system. Unauthorised use,
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Railway Company Limited nor the sender accepts any responsibility for
malware and it is the recipient’s responsibility to check this e-mail and
any attachments accordingly. For more information on how we process
personal data please see our [1]Personal Information Charter.

East West Railway Company Limited is a company registered in England and
Wales. Registered office: Great Minster House 3/13, 33 Horseferry Road,
London SW1P 4DR. Company registration number: 11072935.

Disclaimer

The information contained in this communication from the sender is
confidential. It is intended solely for use by the recipient and others
authorized to receive it. If you are not the recipient, you are hereby
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relation of the contents of this information is strictly prohibited and
may be unlawful.

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East West Rail team, East West Railway Company Limited

1 Atodiad

  • Attachment

    2019 consultation zone.jpg

    15.8M Download

Dear Ms Brown, 

Thank you for your continued interest and engagement with East West Rail. 

As requested, please find attached the digital map that was supplied to
Royal Mail regarding the distribution of postcards. More information on
who we consulted can also be found on page 29 of the [1]Public Feedback
report.  

We are aware of the interest in a deeper understanding of the postcard
distribution data and we understand the importance of this to the public.
Since our last correspondence we have sourced the address list from our
supplier. We are currently undertaking a piece of work to sanitise and
remove personal data in compliance with GDPR for all 120,000 plus outbound
addresses that were used for the postcard distribution. We hope to have
this information available to publish on our website shortly, however, it
will take time to conduct this exercise. 

In addition, the instruction to Royal Mail to distribute the 2019 non
statutory consultation postcards was issued directly by a third-party
supplier. As this correspondence came from a third-party supplier, this
information is not held by EWR and therefore is not subject to FOI in
accordance with Section 1(1) of the Freedom of Information Act 2000. As
such, we unfortunately are refusing your request.

I hope this information is useful, if you have any further questions,
please don’t hesitate to get in touch. 

Kind regards, 
EWR Co. Team 

dangos adrannau a ddyfynnir

Dear East West Rail team,

Thank you for your response. Unfortunately, the information you've provided is not what I've requested.

You've sent me a low resolution jpg of the consultation zone which is devoid of detail. I've requested the actual shapefile file set that you sent to Royal Mail. I've also requested copies of any other communication, in paper or electronic form, between EWR Co (or its agents) and Royal Mail (or its agents) pertaining to the postcard mailing for the 2019 non-statutory consultation.

I appreciate and welcome the work you are undertaking with your supplier to make available sanitised information pertaining to the postcard mailing but your promise to put this information on your website at some point in the future does not satisfy my very specific FOI request for the actual shapefile file set you sent to Royal Mail together with copies of any communications between EWR and Royal Mail (or their agents).

Yours sincerely,

Tracey Brown

Dear East West Railway Company Limited,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of East West Railway Company Limited's handling of my FOI request 'Communication with Royal Mail including shapefile fileset (digital map)'.

On 24 March 2021, you provided an insufficient response to my Freedom of Information Request dated 20 March 2021. On the same day, I replied to you explaining why your response to my request was insufficient and since then, I have heard absolutely nothing from you about this request.

To date, you have not supplied the information I requested, nor have you told me why you have not supplied the information.

Please consider this message to be an official complaint. I expect to you undertake an internal review of my complaint per your own Internal Review procedure for Freedom of Information Requests.

The full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/c...

Yours faithfully,

Tracey Brown

East West Rail Contact, East West Railway Company Limited

Thank you for your email.

 

If your email is a response to the 2021 non-statutory consultation, it
will be recorded and analysed alongside all responses to consultation. A
summary of consultation responses will be published in a report when the
Government announces the decisions made on the matters we are consulting
on.

 

If your enquiry is about the works on the line between Bicester and
Bletchley please contact the East West Rail Alliance, who are delivering
these works, on 03457 114141.

 

If you are a journalist and have an enquiry please contact:
[email address].

 

We try to deal with all enquiries quickly, usually within 10 working days,
though it may take longer if we need to ask several colleagues for
information. We'll keep you up-to-date if that's the case.

 

Kind regards,

 

EWR Co Team

This message is private and confidential. If you have received it in
error, please notify us and remove it from your system. Unauthorised use,
disclosure, copying or distribution is prohibited. Neither East West
Railway Company Limited nor the sender accepts any responsibility for
malware and it is the recipient’s responsibility to check this e-mail and
any attachments accordingly. For more information on how we process
personal data please see our [1]Personal Information Charter.

East West Railway Company Limited is a company registered in England and
Wales. Registered office: Great Minster House 3/13, 33 Horseferry Road,
London SW1P 4DR. Company registration number: 11072935.

Disclaimer

The information contained in this communication from the sender is
confidential. It is intended solely for use by the recipient and others
authorized to receive it. If you are not the recipient, you are hereby
notified that any disclosure, copying, distribution or taking action in
relation of the contents of this information is strictly prohibited and
may be unlawful.

This email has been scanned for viruses and malware, and may have been
automatically archived by Mimecast Ltd, an innovator in Software as a
Service (SaaS) for business. Providing a safer and more useful place for
your human generated data. Specializing in; Security, archiving and
compliance. To find out more [2]Click Here.

References

Visible links
1. https://eastwestrail.co.uk/personal-info...
2. http://www.mimecast.com/products/

East West Rail team, East West Railway Company Limited

Dear Ms Brown,

Thank you for your email.

We are aware that our response is taking longer than 20 working days and
we thank you for your patience. We are currently talking to our relevant
technical leads to provide you with the best possible response and we will
come back to you as soon as we are able to.

Kind regards,
EWR Co Team

dangos adrannau a ddyfynnir

East West Rail team, East West Railway Company Limited

Dear Ms Brown,

Thank you for your email. We can confirm that your appeal for a Freedom of
Information request review has been escalated to the Head of External
Affairs. 

An internal review will now be undertaken by a Director and we will write
to you within 20 working days of the day we received your message.

We will be in touch with you soon and thank you for your patience.

Kind regards,
EWR Co Team

dangos adrannau a ddyfynnir

East West Rail team, East West Railway Company Limited

1 Atodiad

Dear Ms Brown

Thank you for your reply.

The file we sent you illustrates the area that received the postcard
mailing for the 2019 non-statutory consultation. However, please also find
attached the shapefile file set for the consultation zone in 2019.

We have undertaken an internal review to identify the requested
information and can confirm we hold no communication between East West
Rail and Royal Mail regarding the postcard mailing for the 2019
non-statutory consultation. However, we do hold correspondence with Royal
Mail pertaining to other unrelated subjects.

As mentioned, we will be in touch again to supply you with postcode data
for all 120,000 plus outbound addresses that were used for the postcard
distribution as soon as possible. The piece of work to sanitise and remove
personal data in compliance with GDPR will be available shortly. It has
taken some time to conduct this exercise and we thank you for bearing with
us.

We hope this is helpful and in line with what you are looking for.

As advised separately, we have also received your request for an internal
review of the Freedom of Information request process, which has been
escalated to the Head of External Affairs. We will be in touch with you
shortly and thank you for your patience.

Kind regards,
EWR Co Team

dangos adrannau a ddyfynnir

Dear East West Rail team,

Thank you for providing the shapefile fileset for the 2019 consultation.

This fileset confirms that your consultation zone did not extend to areas of Great Shelford east of the WAML. By area, about half of Great Shelford Parish was omitted from the consultation zone. This is particularly concerning given that, at the time of the 2019 consultation, EWR was actively considering (and ultimately chose) a route joining the WAML through Great Shelford.

Without further delay, I very much look foward to receiving the postcard data that you have promised to send.

Yours sincerely,

Tracey Brown

East West Rail team, East West Railway Company Limited

Dear Ms Brown, 

Thank you for your patience while we compiled our response to you.

We can confirm an internal review of your Freedom of Information request
has now been undertaken by a Director who has confirmed that the original
decision is to be upheld.

Therefore, a further internal review by a different Director, who was
independent to the original decision, has also been undertaken (as would
be expected by the Information Commissioner for processing a
complaint). The results of this review also confirmed that the original
decision should be upheld.

Taking into account the circumstances at the time the original response
was requested, and following clarification of the original request, the
information provided was appropriate. However, we are pleased to have
since shared the requested information with you.

If, following this internal review, you are still not satisfied, you have
the right to apply directly to the Information Commissioner for a
decision. The Information Commissioner can be contacted at Information
Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9
5AF. 

Kind regards, 
EWR Co Team

dangos adrannau a ddyfynnir

Dear East West Rail team,

Thank you for your response. I must admit I am rather puzzled by it.

You say that after undertaking an internal review, your original decision to deny me the information that I requested has been upheld. But then you go on to say that you are pleased to have since shared the information with me. That leaves me scratching my head. Nevertheless, I too, am pleased that you finally supplied the information that I requested (though I'm not so pleased at what the information revealed).

I still anxiously await the postcode data that you promised in an email to me on 19 May. In that message, you said, "As mentioned, we will be in touch again to supply you with postcode data for all 120,000 plus outbound addresses that were used for the postcard distribution as soon as possible."

Yours sincerely,

Tracey Brown

East West Rail team, East West Railway Company Limited

1 Atodiad

Dear Ms Brown, 

Thank you for your patience while the team worked to produce the
information you have requested.

We refer to your request for information on the addresses to which
postcards were sent to inform people of our 2019 non-statutory
consultation. The attached document provides a summary for each postcode
district and sector as well as the full list of addresses.

We have handled your request in accordance with the Freedom of Information
Act 2000 (FOIA). Whilst FOIA section 1 provides a general right for the
public to request information held by public bodies, this right is not
absolute and is subject to a number of exemptions. For example, FOIA
section 40 provides an exemption from the right to information if it is
personal data as defined in the Data Protection Act 2018. Accordingly, we
have made some redactions to the information which are described in more
detail in the attached document.

In addition, FOIA section 14 has the effect of disapplying the citizen’s
right to be provided with information under FOIA section 1 if this would
impose a disproportionate burden on the public authority in question. The
purpose of section 14 is to protect the resources (in the broadest sense
of that word) of the public authority. 

In preparing this information for publication, we have been required to
devote a significant amount of resources and staff time to collating,
redacting and checking each individual item in the dataset. We estimate
that this work has taken over 36 hours to complete given the sheer volume
of information in question and it has entailed a significant cost to the
public purse.

We consider that the exemption in FOIA section 14 would have been engaged
in this case and would have permitted us to refuse to comply with your
request. Nevertheless, given the level of public interest, we have
prepared the information for general publication and it is also available
on our website. 

As you will be aware the second [1]non-statutory consultation is currently
open and we look forward to receiving feedback from you, as well as
continuing our engagement with you as the railway progresses into the next
stages of design. 

Kind regards, 
EWR Co Team

dangos adrannau a ddyfynnir

East West Rail team, East West Railway Company Limited

1 Atodiad

Dear Ms Brown, 

Thank you for your patience while the team worked to produce the
information you have requested.

We refer to your request for information on the addresses to which
postcards were sent to inform people of our 2019 non-statutory
consultation. The attached document provides a summary for each postcode
district and sector as well as the full list of addresses.

We have handled your request in accordance with the Freedom of Information
Act 2000 (FOIA). Whilst FOIA section 1 provides a general right for the
public to request information held by public bodies, this right is not
absolute and is subject to a number of exemptions. For example, FOIA
section 40 provides an exemption from the right to information if it is
personal data as defined in the Data Protection Act 2018. Accordingly, we
have made some redactions to the information which are described in more
detail in the attached document.

In addition, FOIA section 14 has the effect of disapplying the citizen’s
right to be provided with information under FOIA section 1 if this would
impose a disproportionate burden on the public authority in question. The
purpose of section 14 is to protect the resources (in the broadest sense
of that word) of the public authority. 

In preparing this information for publication, we have been required to
devote a significant amount of resources and staff time to collating,
redacting and checking each individual item in the dataset. We estimate
that this work has taken over 36 hours to complete given the sheer volume
of information in question and it has entailed a significant cost to the
public purse.

We consider that the exemption in FOIA section 14 would have been engaged
in this case and would have permitted us to refuse to comply with your
request. Nevertheless, given the level of public interest, we have
prepared the information for general publication and it is also available
on our website. 

As you will be aware the second [1]non-statutory consultation is currently
open and we look forward to receiving feedback from you, as well as
continuing our engagement with you as the railway progresses into the next
stages of design. 

Kind regards, 
EWR Co Team

dangos adrannau a ddyfynnir

East West Rail team, East West Railway Company Limited

1 Atodiad

Dear Ms Brown, 

Thank you for your patience while the team worked to produce the
information you have requested.

We refer to your request for information on the addresses to which
postcards were sent to inform people of our 2019 non-statutory
consultation. The attached document provides a summary for each postcode
district and sector as well as the full list of addresses.

We have handled your request in accordance with the Freedom of Information
Act 2000 (FOIA). Whilst FOIA section 1 provides a general right for the
public to request information held by public bodies, this right is not
absolute and is subject to a number of exemptions. For example, FOIA
section 40 provides an exemption from the right to information if it is
personal data as defined in the Data Protection Act 2018. Accordingly, we
have made some redactions to the information which are described in more
detail in the attached document.

In addition, FOIA section 14 has the effect of disapplying the citizen’s
right to be provided with information under FOIA section 1 if this would
impose a disproportionate burden on the public authority in question. The
purpose of section 14 is to protect the resources (in the broadest sense
of that word) of the public authority. 

In preparing this information for publication, we have been required to
devote a significant amount of resources and staff time to collating,
redacting and checking each individual item in the dataset. We estimate
that this work has taken over 36 hours to complete given the sheer volume
of information in question and it has entailed a significant cost to the
public purse.

We consider that the exemption in FOIA section 14 would have been engaged
in this case and would have permitted us to refuse to comply with your
request. Nevertheless, given the level of public interest, we have
prepared the information for general publication and it is also available
on our website. 

As you will be aware the second [1]non-statutory consultation is currently
open and we look forward to receiving feedback from you, as well as
continuing our engagement with you as the railway progresses into the next
stages of design. 

Kind regards, 
EWR Co Team

dangos adrannau a ddyfynnir