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Request
I am researching the use of Computer Aided Facilities Management (CAFM) and/or Integrated Workplace Management System (IWMS) in the public sector. Under the Freedom of Information Act (FOI) I would welcome a response to the following questions:
Which CAFM/IWMS systems are used in the organisation?
When did this contract start and when does it end?
What are the organisations plans at the end of contract?
What are the contract values?
Who is the senior operational contact responsible for this contract?
Which of the following functionalities does the organisation use? Can you also indicate if these are incorporated within the software system? please elaborate.
Planned & Reactive Maintenance
Asset Management
Property Management
Lease Agreements
Health & Safety
Project Management
Condition Surveys
Are there any limitations with the software system used? please elaborate.
Are there any upcoming plans for the adoption of new technologies or solutions? please elaborate.
Extent and Result of Searches to Locate Information
To locate the information relevant to your request searches were conducted within North Yorkshire Police. I can confirm that the information you have requested is held by North Yorkshire Police.
Decision
I have today decided to disclose the located information to you.
Application: MRI Planet
Owner: Estates – Name Exempt pursuant to Section 40(2)
No of licences: 10 Concurrent licences
Annual cost: £5,801.00
Expiry date: 31/03/2026
This software application is utilised for recording and tracking defects only, with the estates department MSOffice is used for all other requirements.
NYP will be reviewing requirements for both within the next 18 months.
Section 40 – Personal Information
I am exempting the name of this individual pursuant to Section 40(2) of the Freedom of Information Act 2000 (the Act).
Where an individual can be identified by such data, releasing it would clearly breach the first data protection principle of being ‘fair’ to the data subject.
Section 17 of the Act requires North Yorkshire Police, when refusing to provide such information (because the information is exempt) to provide you the applicant with a notice which: (a) states that fact, (b) specifies the exemption in question and (c) states (if that would not otherwise be apparent) why the exemption applies.
Section 40(2) is an absolute class based exemption, which does not require a public interest test, but requires the balancing of the legitimate interests of the public against the interests of the individual under the first Data Protection Principle; in that processing of personal data must be lawful and fair (DPA 2018 35(1), EUGDPR Article 5(1)).
This exemption applies because the right given under the FOI Act to request official information held by public authorities does not apply to the personal data of third parties where disclosure of that information would not be fair to the individual, and where there is no legitimate public interest in disclosure.
In all the circumstances of the case it has been determined that the duty to the individual under the Data Protection Act 2018 & EU General Data Protection Regulations, and the public interest in maintaining the exemption from disclosure of personal information held by the force in such instances, outweighs the public interest in disclosure. In this instance, personal information can only be disclosed to the individual concerned.
Releasing personal details to a person other than the data subject would not only breach the data subject’s Data Protection rights it may also breach the obligations placed on an authority under the European Convention on Human Rights.
Pursuant to Section 17(1) of the Act this letter acts as a refusal notice under the Freedom of Information Act 2000 in relation to your request.
Please note that systems used for recording information are not generic, nor are the procedures used locally in capturing the data. It should be noted therefore that this force’s response to your questions should not be used for comparison purposes with any other responses you may receive.