FOI 0255-2025/26- Contract register

Request:

I am submitting a Freedom of Information request in relation to your organisation’s contract register, procurement strategy, and key contact information.

Q1. Contract Register
Please provide a complete and current extract of your organisation’s contract register or equivalent database. We are not asking you to compile new information or manually populate missing fields – we simply request the register in its existing form, preferably in Excel or CSV format.
Where available, we are particularly interested in the following fields (though this is not a strict requirement):
• Contract Title
• Supplier Name
• Estimated Spend (Total or Annual)
• Contract Duration and Total Period (including extensions)
• Contract Start and Expiry Dates
• Review Date
• Contract Description
• Contract Owner (Name, Job Title, Contact Details if available)
• Contract Notes
• Managing Department
• Award Date
• Participating Organisations
• Procurement Category
• Framework or Tender References
• Central Purchasing Body
• Classification Codes (CPV, Pro-Class, etc.)
Please don’t spend time populating these fields if they aren’t readily available – we welcome receiving the raw register as it exists in your system.

Q2. Total Number of Active Contracts
Please confirm the total number of contracts currently listed as active.

Q3. Procurement Strategy (2025/2026)
Please provide your organisation’s Procurement Strategy for 2025/2026.
• If this is part of a multi-year strategy (e.g., 2024–2028), please provide the most recent version covering 2025/2026 or indicate when this will be available.
• If any parts are redacted, please identify the redacted sections and the reason.

Q4. Contact Information
If possible, please provide the name, job title, phone number, and email address for the following roles:
• Responsible officer for API access or data sharing (if applicable)
• Individual managing the contract register
• Finance Director
• Head/Director of Procurement or Purchasing
• Head/Director of ICT
• Head of Estates and Facilities
• Relevant Committee Member, Councillor, or Board Member for Procurement/Finance
If direct contact details are restricted due to GDPR, please indicate the best department or method of contact.

Response:

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 following information to you.

Q1. The information you have requested is published online under the following link:

https://sell2.in-tend.co.uk/blpd/contracts

This should be filtered as ‘Organisation’ to North Yorkshire Police and click ‘Search’. North Yorkshire Police Contract Register is now displayed in list form or you can click ‘Export’ to obtain in Excel Spreadsheet.

I have therefore decided to exempt providing you with a response to question 1 pursuant to Section 21 Freedom of Information Act 2000 (the Act). Please see the exemption explanation below.

Q2. As of 16/06/2025 following above instruction currently gives 85 “active” contracts expiring 16/06/25 or later.

Q3. North Yorkshire Police intend to publish the Procurement Strategy in due course, which can be found here once published https://www.northyorkshire.police.uk/police-forces/north-yorkshire-police/areas/about-us/about-us/finances/procurement/. I am exempting providing a copy of this pursuant to Section 22 – Information intended for future publication. Please see exemption explanation below.

Q4. Please see the contact information below. I am exempting the specific names and direct contact details of these individuals pursuant to Section 40(2) of the Freedom of Information Act 2000 (the Act). Please see the exemption explanation below.

• Responsible officer for API access or data sharing (if applicable) Procurement Inbox - [email protected]
• Individual managing the contract register Procurement Inbox - [email protected]
• Finance Director Finance Inbox - [email protected]
• Head/Director of Procurement or Purchasing Procurement Inbox - [email protected]
• Head/Director of ICT ICT Inbox - contracts&[email protected]
• Head of Estates and Facilities Estates Inbox - [email protected]

Exemption Explanation

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 21 – Information Reasonably Accessible by Other Means

Section 21 is an absolute class based exemption and I am not required to consider the harm or public interest when applying this exemption.

Section 22(1)(b) – Information Intended for Future Publication

Section 22 is a qualified exemption and as such is subject to a public interest test. This means that North Yorkshire Police have identified the exemption and have considered whether the public interest in not disclosing the information outweighed the public interest test in disclosing the information.

Although there is a public interest in knowing the details of FOI requests as this leads to greater transparency, Section 22 allows for circumstances when it is reasonable and correct for public authorities to delay the provision of information until it is made generally available through publication.

Section 40 – Personal Information

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 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 in response 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.