Payments and payment software

FOI request reference: F0047838
Publication date: February 2017

Title: Payments and payment software
FOI request reference: F0047838
Response sent: February 2017

Request:

The following information from Finance (Accounts Receivable/Payable) and IT (Information Technology):

  • Who provides the organisations BACS payments and Direct Debit collection software?
  • Please provide a list of your suppliers of the above software.
  • How you came to the decision to choose these companies?
  • Are these solution(s) hosted on premise or cloud hosted?
  • Please provide expenditure on computer software used for Bacs payment processing and Direct Debit collection. For financial years 2014/2015 and 2015/2016.
  • When does your current contract(s) with BACs payment and direct debit collection software expire?
  • Will this service(s) be tendered and if so where?
  • What is the total value of your current BACS payment and Direct Debit collection software contract(s) and over what period?
  • With whom does the organisation hold its primary bank account?
  • Does the organisation, acting as a Bureau, provide Bacs processing on behalf on any other organisation?
  • What payments types does the organisation use? (e.g Bacs (Direct Credit), Direct Debit, Faster Payments, etc.).
  • Who is the person responsible for BACS processing and Direct Debit collection software?
    • Name
    • Position
    • Telephone Number
    • Email

Please provide the information below each question, signifying your response(s) by a change of font or highlighted text, spaced between other questions.

If it is not possible to provide the information requested due to the information exceeding the cost of compliance limits identified in Section 12, please provide advice and assistance, under your Section 16 obligations, as to how I can refine my request to be included in the scope of the Act.

In any case, if you can identify ways that my request could be refined please provide further advice and assistance to indicate this.

Outcome: Successful

Response:

Freedom of Information Request: Reference F0047838

Thank you for your enquiry of 6th January 2017, in which you asked for information about payments and payments software at The National Archives.

Your request has been handled under the Freedom of Information (FOI) Act 2000. The FOI Act gives you the right to know whether we hold the information you want and to have it communicated to you, subject to any exemptions which may apply.

I can confirm that The National Archives holds information relevant to your request.

We are pleased to be able to provide this information to you.

  • Who provides the organisations BACS payments and Direct Debit collection software?

Bottomline provide The National Archives’ BACSs Payments. We do not have a Direct Debit collection software.

  • Please provide a list of your suppliers of the above software.

Bottomline Technologies

  • How you came to the decision to choose these companies?

The current contract was entered into via a direct award without competition

  • Are these solution(s) hosted on premise or cloud hosted?

Cloud

  • Please provide expenditure on computer software used for Bacs payment processing and Direct Debit collection. For financial years 2014/2015 and 2015/2016.

2014/15: £852.50
2015/16: £1,379.00

  • When does your current contract(s) with BACs payment and direct debit collection software expire?

2019 Quarter 1

  • Will this service(s) be tendered and if so where?

A decision on if, how and when the service will be tendered at the end of the current contract period has yet to be made

  • What is the total value of your current BACS payment and Direct Debit collection software contract(s) and over what period?

3 year: £5,580

  • With whom does the organisation hold its primary bank account?

Natwest RBS

  • Does the organisation, acting as a Bureau, provide Bacs processing on behalf on any other organisation?

No

  • What payments types does the organisation use? (e.g Bacs (Direct Credit), Direct Debit, Faster Payments, etc.).

Bacs, Direct Debit, Faster Payments

  • Who is the person responsible for BACS processing and Direct Debit collection software?
    • Name
    • Position
    • Telephone Number
    • Email

We are unable to provide you with this information because it would identify a junior member of staff and as such is exempt from release under section 40(2) (Personal Data) of the FOIA. For further information about why this exemption has been applied, please see the explanatory Annex at the end of this letter.

However, we have applied the general principle that members of staff at Head of Department level and above are sufficiently senior for their names and/or job titles to already be in the public domain and are therefore not exempt from release.

The Head of Finance at The National Archives is David Sawyer, who is responsible for procurement of the BACS processing service.

EXPLANATORY ANNEX

Your request in full

The following information from Finance (Accounts Receivable/Payable) and IT (Information Technology):

  • Who provides the organisations BACS payments and Direct Debit collection software?
  • Please provide a list of your suppliers of the above software.
  • How you came to the decision to choose these companies?
  • Are these solution(s) hosted on premise or cloud hosted?
  • Please provide expenditure on computer software used for Bacs payment processing and Direct Debit collection. For financial years 2014/2015 and 2015/2016.
  • When does your current contract(s) with BACs payment and direct debit collection software expire?
  • Will this service(s) be tendered and if so where?
  • What is the total value of your current BACS payment and Direct Debit collection software contract(s) and over what period?
  • With whom does the organisation hold its primary bank account?
  • Does the organisation, acting as a Bureau, provide Bacs processing on behalf on any other organisation?
  • What payments types does the organisation use? (e.g Bacs (Direct Credit), Direct Debit, Faster Payments, etc.).
  • Who is the person responsible for BACS processing and Direct Debit collection software?
    • Name
    • Position
    • Telephone Number
    • Email

Please provide the information below each question, signifying your response(s) by a change of font or highlighted text, spaced between other questions.

If it is not possible to provide the information requested due to the information exceeding the cost of compliance limits identified in Section 12, please provide advice and assistance, under your Section 16 obligations, as to how I can refine my request to be included in the scope of the Act.

In any case, if you can identify ways that my request could be refined please provide further advice and assistance to indicate this.

Exemptions applied

Section 40(2): Personal Information where the applicant is not the data subject

Section 40 exempts personal information about a ‘third party’ (someone other than the requester), if revealing it would breach the terms of the Data Protection Act (DPA) 1998.

The DPA prevents personal information from release if it would be unfair or at odds with the reason why it was collected, or where the subject had officially served notice that releasing it would cause them damage or distress. Junior members of staff would have no expectation that information about their positions would be made available in the public domain; to do so would be unfair and contravene the first data protection principle of the DPA 1998.

In this case the exemption applies because this information represents the personal information of a junior member of staff at The National Archives. Publishing the names of junior members of staff is considered an unfair use of personal data. As such, the names and positions of junior officials are withheld under section 40(2) of the FOIA.

For more information about the publication of junior staff names, please see the following link: https://ico.org.uk/media/for-organisations/documents/1187/section_40_requests_for_personal_data_about_employees.pdf

For more general information about the section 40 exemption, please see the following link: http://ico.org.uk/for_organisations/guidance_index/~/media/documents/library/Freedom_of_Information/Detailed_specialist_guides/personal-information-section-40-and-regulation-13-foia-and-eir-guidance.pdf