Dear Harriet
I acknowledge receipt of your email below dated 16 May 2024

This has been allocated reference FOI24-173 which should be quoted in all correspondence.

In order for us to deal with your request under the Freedom of Information Act 2000 I should be grateful if you could please provide your full name in accordance with section 8(1) of the Act. Information regarding the legal requirements for making a valid request under the Act is available on the Information Commissioner's website at: https://ico.org.uk/for-the-public/offici...

Yours sincerely,

Swyddfa Ysgrifenydd y Brifysgol
Prifysgol Caerdydd
Ebost : [email address]

Mae'r Brifysgol yn croesawu gohebiaeth yn Gymraeg neu'n Saesneg. Ni fydd gohebu yn Gymraeg yn creu unrhwy oedi.

University Secretary's Office
Cardiff University
Email: [email address]

The University welcomes correspondence in Welsh or English. Corresponding in Welsh will not lead to any delay.

show quoted sections

Dear Harriet Clugston
I acknowledge receipt of your email received by this office on 17 May 2024.
Your request will now be dealt with under the Freedom of Information Act 2000 and has been allocated reference FOI24-173 which should be quoted in all correspondence. We will respond to your request within 20 working days starting the next working day after receipt, therefore you can expect to receive a response no later than 17 June 2024
In some circumstances a fee may be payable and, if that is the case, we will let you know. A fees notice will be issued to you, and you will be required to pay before we will proceed to deal with your request.

Finally, should you require the disclosure in an alternative format, e.g. screen reader accessible, large print etc, please let us know as soon as possible.

Yours sincerely

Swyddfa Ysgrifenydd y Brifysgol
Prifysgol Caerdydd
Ebost : [email address]

Mae'r Brifysgol yn croesawu gohebiaeth yn Gymraeg neu'n Saesneg. Ni fydd gohebu yn Gymraeg yn creu unrhwy oedi.

University Secretary's Office
Cardiff University
Email: [email address]

The University welcomes correspondence in Welsh or English. Corresponding in Welsh will not lead to any delay.

show quoted sections

Dear Harriet Clugston

I am writing in response to your Freedom of Information request dated

For ease of reference, I have reproduced your questions below and set out
our corresponding responses.

1. A list of any and all meetings between the police and any university
staff which have taken place at your university since 1 October 2023 to
discuss Pro-Palestine protest activity, including but not limited to:

- Encampments

- Chanting

- Written or verbal comments

- Flyering

2. For each of the meetings covered under the scope of question 1, please
provide the:

A. The meeting agenda

B. The list of attendees and apologies

C. Meeting minutes

D. Any presentations shown at the meeting E. Documents circulated during
the meeting

3. Please provide copies of all emails sent and received by your
university staff and the police liaison officer and/or local police force
since 1 October 2023 discussing Palestine protest activity on your campus.

Due to regular contact with South Wales Police across the University for a
range of different matters and the requirement for us to plan and react to
ensure we maintain a safe, secure and accessible campus working in
partnership with South Wales Police and many other internal university
departments/schools, it is a reasonable estimate that this information
would take longer than 18 hours to collate. As the time involved in
searching for and providing the information you have requested would
exceed the time limit (18 hours) allowed under the Freedom of Information
and Data Protection (Appropriate Limit and Fees) Regulations 2004. 
Accordingly, section 12(2) of the Freedom of Information Act 2000 will
apply.

4. Have the police informed your university that they used facial
recognition technology at any Palestine protests which have taken place on
your campus since 1 October 2023?

No.

5. If the answer to Q4 if yes, please specify:

A. The date(s) of the protest(s) in relation to which officers used facial
recognition B. The type(s) of facial recognition used (i.e Live Facial
Recognition, Retrospective Facial Recognition, Operator-initiated facial
recognition)

Not applicable.

I trust this information satisfies your enquiry.  Should you feel
dissatisfied with this response or the way in which your request was
handled you can request an Internal Review. This should be made in writing
within 40 working days of the date of this email. Please provide your
unique reference number of your request, information on why you are
dissatisfied and any detail you would like us to consider as part of the
Internal Review process. Email your request to
[1][email address] where it will be forwarded to the
University’s Data Protection Officer who will be responsible for
overseeing the review.

If you remain dissatisfied following the outcome, you have the right to
apply directly to the Information Commissioner for consideration.  The
Information Commissioner can be contacted at the following address:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF. Further information is available on their
website: [2]Make a complaint | ICO.

I would like to take this opportunity to thank you for your interest in
Cardiff University. If you require further assistance, please feel free to
contact me.

Kind regards,

Swyddfa Ysgrifenydd y Brifysgol University Secretary’s Office

Prifysgol Caerdydd Cardiff University

Ebost : [3][email address] Email: [4][email address] 
 
 
 
The University welcomes
Mae'r Brifysgol yn croesawu correspondence in Welsh or English. 
gohebiaeth yn Gymraeg neu'n Saesneg.  Corresponding in Welsh will not lead
Ni fydd gohebu yn Gymraeg yn creu to any delay.
unrhwy oedi.

References

Visible links
1. mailto:[email address]
2. https://ico.org.uk/make-a-complaint/
3. mailto:[email address]
4. mailto:[email address]

Dear Harriet Clugston
I acknowledge receipt of your email received by this office on 5 July 2024.
Your request will now be dealt with under the Freedom of Information Act 2000 and has been allocated reference FOI24-220 which should be quoted in all correspondence. We will respond to your request within 20 working days starting the next working day after receipt, therefore you can expect to receive a response no later than 6 August 2024.
In some circumstances a fee may be payable and, if that is the case, we will let you know. A fees notice will be issued to you, and you will be required to pay before we will proceed to deal with your request.

Finally, should you require the disclosure in an alternative format, e.g. screen reader accessible, large print etc, please let us know as soon as possible.

Yours sincerely

Swyddfa Ysgrifenydd y Brifysgol
Prifysgol Caerdydd
Ebost : [email address]

Mae'r Brifysgol yn croesawu gohebiaeth yn Gymraeg neu'n Saesneg. Ni fydd gohebu yn Gymraeg yn creu unrhwy oedi. University Secretary's Office
Cardiff University
Email: [email address]

The University welcomes correspondence in Welsh or English. Corresponding in Welsh will not lead to any delay.

show quoted sections

Dear Harriet Clugston,

Further to our email of 5 July 2024, we are not able to respond to your Freedom of Information request by today's date.

We are waiting on information to fulfil your request and will endeavour to respond in full as soon as possible.

Please accept our apologies for any inconvenience this may cause.

Yours sincerely,

Swyddfa Ysgrifenydd y Brifysgol
Prifysgol Caerdydd
Ebost : [email address]

Mae'r Brifysgol yn croesawu gohebiaeth yn Gymraeg neu'n Saesneg. Ni fydd gohebu yn Gymraeg yn creu unrhwy oedi. University Secretary's Office
Cardiff University
Email: [email address]

The University welcomes correspondence in Welsh or English. Corresponding in Welsh will not lead to any delay.

show quoted sections

Dear Harriet,

We believe that the exemptions provided under sections 24 (national
security), 31 (prejudice to law enforcement) and 38 (endangering Health
and Safety) of the Freedom of Information Act to be engaged with regard to
this request.  These are exemptions that require a public interest test to
be undertaken.  The Freedom of Information act allows for a "reasonable"
extension of time to consider the public interest test which is expected
to normally be no more than an extra 20 working days.  You should
therefore expect to receive a response by 4th September.

We will contact you if further time is required to consider the public
interest test.

Yours sincerely,

┌─────────────────────────────┬─┬─────────────────────────────┐
│Gwasanaeth Cais am Wybodaeth │ │Information Request Service, │
│ │ │Compliance & Risk,  │
│Cydymffurfiaeth a Risg  │ │ │
│ │ │University Secretary’s │
│Swyddfa Ysgrifennydd y │ │Office  │
│Brifysgol  │ │ │
├─────────────────────────────┼─┼─────────────────────────────┤
│Prifysgol Caerdydd  │ │Cardiff University  │
├─────────────────────────────┼─┼─────────────────────────────┤
│  │ │  │
├─────────────────────────────┼─┼─────────────────────────────┤
│Ebost: │ │Email: │
│[1][email address] │ │[2][email address] │
│ │ │ │
│  │ │  │
│ │ │ │
│Rydym yn croesawu gohebiaeth │ │We welcome correspondence in │
│trwy’r Gymraeg neu’r Saesneg │ │Welsh or English  │
└─────────────────────────────┴─┴─────────────────────────────┘

show quoted sections

Dear Harriet Clugston,

Further to our email of 29 August 2024, we are not able to respond to your Freedom of Information request by today's date.

We are continuing to consider the public interest test and will endeavour to respond in full as soon as possible.

Please accept our apologies for any inconvenience this may cause.

Yours sincerely,

Swyddfa Ysgrifenydd y Brifysgol
Prifysgol Caerdydd
Ebost : [email address]

Mae'r Brifysgol yn croesawu gohebiaeth yn Gymraeg neu'n Saesneg. Ni fydd gohebu yn Gymraeg yn creu unrhwy oedi.

University Secretary's Office
Cardiff University
Email: [email address]

The University welcomes correspondence in Welsh or English. Corresponding in Welsh will not lead to any delay.

show quoted sections

Dear Harriet Clugston

I am writing in response to your Freedom of Information request dated 5^th
July:

For ease of reference, I have reproduced your questions below and set out
our corresponding responses.

I would like to submit a refined version of my FOI request.

I would like to resubmit Q3 of my original request, but with the time
frame amended to run from 1 October 2023 up today's date (5 July 2024), as
follows:

"3. Please provide copies of all emails sent and received by your
university staff and the police liaison officer and/or local police force
since 1 October 2023 discussing Palestine protest activity* on your
campus."

*By 'protest activity' I refer to activities including but not limited to:

- Encampments

- Chanting

- Written or verbal comments

- Flyering

If it would exceed the cost limit to provide all emails held by Cardiff
covered under the scope of this question, please restrict your searches to
only those emails you can locate in the inboxes used specifically by
Cardiff University's security team - one of which appears to be the
Control Room Inbox:

[1]https://www.cardiff.ac.uk/help/contact-u...

Please find PDF of collated correspondence attached.  Please note that
some information has been withheld under the exemptions listed below:

Section 40(2):  Information has been withheld where disclosure of personal
information would be unfair and a breach of the data protection
principles.  This is an absolute exemption for which a public interest
test is not required.

Section 42: Legal Professional Privilege: Information has been withheld
under this exemption where there are confidential communications with
University lawyers for the purpose of providing or obtaining legal advice
about proposed or contemplated litigation. This is not a prejudice-based
exemption and a public interest test is not required.

Section 38: Information has been withheld where it is likely to endanger
the health and safety of individual(s). In particular, consideration has
been given to the effects of disclosure with respect to the University’s
general duty of care in respect of its staff and students.

Disclosure into the wider public domain of the information withheld under
s38(1) would be likely to prejudice both the safety of staff or students,
as it is more than a remote possibility that the information may be used
to incite and target acts of violence and/or harassment against such staff
or students (s38(1)(b)). Evidence of this is demonstrated by the fact that
individual(s) concerned have already received threats of physical
violence.

Further information has been redacted under section 38 where disclosure of
internal security arrangements and tactics may compromise the
effectiveness of a response to future events or incidents and where
disclosure of information may lead to escalated tensions and more
significant action taken, putting the university community at heightened
risk.

In the context of this existing threat, Cardiff University takes the view
(of which the Information Commissioner is mindful, see ICO Decision Notice
– No: FS50108125 para 29) that for s38 to be engaged it is sufficient to
show that the publication of information might lead to an increased threat
to the health and safety of staff or students, the factor being always
significant no matter how small the risk.

For the exemption to apply under Section 38 of the Act a public interest
test must be considered. In the circumstances the University considers
that the public interest in disclosing the information in the interests of
transparency does not outweigh the factors the University has taken into
account as above concerning the health and safety of staff and students.

the duty of care the University owes to both staff and students. As such,
the exemption under s38 is applicable and the information will not be
disclosed at this time.

Section 24(1) National Security: Information has been withheld under this
exemption where there are discussions related to the counter terrorism
Prevent Programme regarding individuals or groups of concern. There is a
serious terrorist threat to the United Kingdom and disclosing this
information into the public domain could put national security at risk by
jeopardising or negating the government’s efforts to prevent acts of
terrorism and terrorist-related crime and providing intelligence to those
who may be engaged in such activities by giving an indication as to
whether their activities are likely or unlikely to have been detected and
reported.

For the exemption to apply under Section 24(1) of the Act a public
interest test must be considered.

There is a public interest in disclosure of information which increases
transparency and providing assurance that the police service and
Universities are appropriately and effectively engaging with the threat
posed by domestic extremism through engagement with national bodies and
other organisations.

There is a public interest in not disclosing information that would
compromise both national security and the integrity of police
investigations and police operations in these highly sensitive areas.

There is a public interest in not disclosing information that would
undermine the relationship between the University and law enforcement
bodies and would compromise the free flow of information and intelligence
for the purpose of monitoring and countering extremism.

On balance the University considers that the public interest in disclosing
the information does not outweigh maintaining the functions and activities
as set out in Section 24(1)  of the FOI Act and therefore the information
will not be disclosed at this time.

Section 31(1)(a) and (b) Law Enforcement: Information has been withheld
where Police have requested information from the university which may be
related to ongoing police investigations.  The release of such information
may provide information which may prompt a change in behaviour in an
effort to avoid detection or give confidence to individuals to continue
the activity.  Providing this would have a detrimental and prejudicial
effect on the prevention and detection of crime and the apprehension and
prosecution of offenders.

For the exemption to apply under Section 31 of the Act a public interest
test must be considered.

There is a general public interest in demonstrating transparency in
University activity to provide reassurance to the University community
that engagement is undertaken appropriately with law enforcement and other
bodies and action taken to reduce crime.

There is a public interest in not disclosing information that would
compromise the integrity of police investigations and police operations.

On balance the University considers that the public interest in disclosing
the information does not outweigh maintaining the functions and activities
as set out in Section 31(1) of the FOI Act and therefore the information
will not be disclosed at this time.

I trust this information satisfies your enquiry.  Should you feel
dissatisfied with this response or the way in which your request was
handled you can request an Internal Review. This should be made in writing
within 40 working days of the date of this email. Please provide your
unique reference number of your request, information on why you are
dissatisfied and any detail you would like us to consider as part of the
Internal Review process. Email your request to
[2][email address] where it will be forwarded to the
University’s Data Protection Officer who will be responsible for
overseeing the review.

If you remain dissatisfied following the outcome, you have the right to
apply directly to the Information Commissioner for consideration.  The
Information Commissioner can be contacted at the following address:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF. Further information is available on their
website: [3]Make a complaint | ICO.

I would like to take this opportunity to thank you for your interest in
Cardiff University. If you require further assistance, please feel free to
contact me.

Kind regards,

Swyddfa Ysgrifenydd y Brifysgol University Secretary’s Office

Prifysgol Caerdydd Cardiff University

Ebost : [4][email address] Email: [5][email address] 
 
 
 
The University welcomes
Mae'r Brifysgol yn croesawu correspondence in Welsh or English. 
gohebiaeth yn Gymraeg neu'n Saesneg.  Corresponding in Welsh will not lead
Ni fydd gohebu yn Gymraeg yn creu to any delay.
unrhwy oedi.

References

Visible links
1. https://www.cardiff.ac.uk/help/contact-u...
2. mailto:[email address]
3. https://ico.org.uk/make-a-complaint/
4. mailto:[email address]
5. mailto:[email address]