Request for information - Ref No: FOI241213
Request
Thank you for your email of 9 January 2024, requesting information from OS in accordance with the Freedom of Information Act (FOIA) 2000, as set out in the extract below:
“The contract information sent by the organisation previously has now expired please can you provide me with a new update of the telephone maintenance contract:
Please can you send me the following contract information with regards to the organisation’s telephone system maintenance contract (VOIP or PBX, other) for hardware and Software maintenance and support if all the information is still the same besides the contracts dates please send just the new contract dates. It would be much appreciated.
- Contract Type: Maintenance, Managed, shared (If so, please state orgs)
- Existing Supplier: If there is more than one supplier, please split each contract up individually.
- Annual Average Spend: The annual average spends for this contract and please provide the average spend over the past 3 years for each provider
- Hardware Brand: The primary hardware brand of the organisation’s telephone system.
- Number of telephone users:
- Contract Duration: please include any extension periods.
- Contract Expiry Date: Please provide me with the day/month/year.
- Contract Review Date: Please provide me with the day/month/year.
- Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g., Contact Centre, Communication Manager.
- Telephone System Type: PBX, VOIP, Lync etc
- Contract Description: Please provide me with a brief description of the overall service provided under this contract.
- Go to Market: How where these services procured, please provide me with either the tender notice or the framework reference number. Please specify if procured through other routes.
- Contact Detail: Of the person from within the organisation responsible for each contract full Contact details including full name, job title, direct contact number and direct email address.
If the service support area has more than one provider for telephone maintenance, then can you please split each contract up individually for each provider.
If the contract is a managed service or is a contract that provides more than just telephone maintenance, please can you send me all the information specified above including the person from within the organisation responsible for that particular contract.
If the maintenance for telephone systems is maintained in-house, please can you provide me with:
- Number of telephone Users:
- Hardware Brand: The primary hardware brand of the organisation’s telephone system.
- Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g., Contact Centre, Communication Manager.
- Contact Detail: Of the person from with the organisation responsible for telephone maintenance full Contact details including full name, job title, direct contact number and direct email address.
Also, if the contract is due to expire, please provide me with the likely outcome of the expiring contract.
If this is a new contract or a new supplier, please can you provide me with a short list of suppliers that bid on this service/support contract?”
Our response
With the exception of question 4 above with regard to contact details, I confirm that OS does hold the information you have requested and this is set out in the Excel spreadsheet (.xlsx) provided.
With regard to question 4 above, I confirm the title for the persons responsible for the contracts set out in the table above is either the Supplier Relationship Manager or the Procurement and Contracts Manager as set out in the spreadsheet. The information relating to the name, contact email and number is held by Ordnance Survey but is exempt from disclosure under section 40(2) (personal information) of the FOI Act, as the information constitutes personal data.
Section 40(2)
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.
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 two months of receipt of our final response to your Freedom of Information (FOI) request, as follows:
Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS
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 you are still dissatisfied after our internal review, you can complain to the Information Commissioner’s Office (ICO). You should make complaints to the ICO within six weeks of receiving the outcome of an internal review. The easiest way to lodge a complaint is through the ICO website.