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Subject access requests- GDPR

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Dear Ordnance Survey Limited,
Please could you kindly take a look at the following questions:

1. How many SARs (not other types of data protection requests) have been made to the organisation in the last 12 months?
2. 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)?
3. How many staff are usually contacted to provide data to contribute to the request?
4. On average how many hours are spent dealing with a SAR?
5. Do you have any software to assist with SAR production and if so, which?
6. Who has budget responsibility over the costs & resources required to respond to the SARs? Please provide
Name:
Title:
Direct Email:
Direct Phone Number:

Yours faithfully,

Darren Spence

FOI, Ordnance Survey Limited

1 Attachment

Dear Mr Spence,

                                                                                                        

Thank you for your email of 12/12/2022.

As your request was received by Ordnance Survey on 12/12/22, we will
provide you with a response within 20 working days, as required by the
Freedom of Information Act 2000, therefore by 12/01/23.

In exceptional circumstances it may be necessary for Ordnance Survey to
extend this date to consider a complex public interest argument if
engaging a qualified exemption.  In such cases we will notify you of the
revised date by which we would expect to provide a response.

Should you need to contact Ordnance Survey regarding your request at any
time, please quote the allocated reference number in your correspondence.

Thank you for your enquiry,

 

Kind regards,

 

 

Elizabeth Cole

Freedom of Information Officer, Legal Services

 

Adanac Drive, Southampton, United Kingdom, SO16 0AS

[1]www.os.uk | [2][Ordnance Survey Limited request email]

Follow us: [3]Twitter | [4]LinkedIn | [5]YouTube | [6]Instagram |
[7]Facebook

Our values are: Think Customer | Thrive Together | Stay Ahead | Seize the
Moment

 

This email and any attachments are intended only for the intended
recipient and may contain sensitive information. If you are not the
intended recipient, please immediately delete this email and inform the
sender.

OS email communications may be monitored to ensure the secure and
effective operation of our systems and for other lawful purposes. Subject
to contract: No rights are to be derived from any proposal contained in
this email until a written agreement containing all necessary terms is
executed between the relevant parties.

Thank you for your cooperation.

Ordnance Survey Limited (Company Registration number 09121572)
Registered Office: Explorer House
Adanac Drive
Southampton SO16 0AS
Tel: 03456 050505
[8]http://www.os.uk

References

Visible links
1. http://www.os.uk/
2. mailto:[Ordnance Survey Limited request email]
3. https://twitter.com/OrdnanceSurvey
4. https://www.linkedin.com/company/ordnanc...
5. https://www.youtube.com/user/OSMapping?b...
6. https://www.instagram.com/ordnancesurvey...
7. https://www.facebook.com/osmapping/
8. http://www.os.uk/

FOI, Ordnance Survey Limited

1 Attachment

Dear Mr Spence,

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:

 

“1. How many SARs (not other types of data protection requests) have been
made to the organisation in the last 12 months?

2. 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)?

3. How many staff are usually contacted to provide data to contribute to
the request?

4. On average how many hours are spent dealing with a SAR?

5. Do you have any software to assist with SAR production and if so,
which?

6.  Who has budget responsibility over the costs & resources required to
respond to the SARs? Please provide

Name:

Title:

Direct Email:

Direct Phone Number:‚ÄĚ

 

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:

 

1. 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

 

2. 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.

 

3. 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.

4. 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. 

 

5. 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.

 

6.  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.

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:

‚Äʬ†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;
‚Äʬ†the consequences of disclosure; and
‚Äʬ†any legitimate public interest in disclosure.

 

Section 40(2) is an absolute exemption and therefore not subject to the
public interest test.

 

 

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 Internal Review Officer by contacting them,
within 40 working days of receipt of our final response to your FOI
request, as follows:

Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

E-mail: [1][Ordnance Survey Limited request email]

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

‚Äʬ†Failed to respond to your request within the time limits (normally 20
working days)
‚Äʬ†Failed to tell you whether or not we hold the information
‚Äʬ†Failed to provide the information you have requested
‚Äʬ†Failed to explain the reasons for refusing a request
‚Äʬ†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) or you
may wish to call the ICO helpline on 0303 123 1113.

Thank you for your enquiry.

Kind regards,

 

 

Elizabeth Cole

Freedom of Information Officer, Legal Services

 

Adanac Drive, Southampton, United Kingdom, SO16 0AS

[2]www.os.uk | [3][Ordnance Survey Limited request email]

Follow us: [4]Twitter | [5]LinkedIn | [6]YouTube | [7]Instagram |
[8]Facebook

Our values are: Think Customer | Thrive Together | Stay Ahead | Seize the
Moment

 

This email and any attachments are intended only for the intended
recipient and may contain sensitive information. If you are not the
intended recipient, please immediately delete this email and inform the
sender.

OS email communications may be monitored to ensure the secure and
effective operation of our systems and for other lawful purposes. Subject
to contract: No rights are to be derived from any proposal contained in
this email until a written agreement containing all necessary terms is
executed between the relevant parties.

Thank you for your cooperation.

Ordnance Survey Limited (Company Registration number 09121572)
Registered Office: Explorer House
Adanac Drive
Southampton SO16 0AS
Tel: 03456 050505
[9]http://www.os.uk

References

Visible links
1. mailto:[Ordnance Survey Limited request email]
2. http://www.os.uk/
3. mailto:[Ordnance Survey Limited request email]
4. https://twitter.com/OrdnanceSurvey
5. https://www.linkedin.com/company/ordnanc...
6. https://www.youtube.com/user/OSMapping?b...
7. https://www.instagram.com/ordnancesurvey...
8. https://www.facebook.com/osmapping/
9. http://www.os.uk/

We don't know whether the most recent response to this request contains information or not – if you are Darren Spence please sign in and let everyone know.