Transparency in Public Procurement | About | YPO
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Access to Information and Transparency


YPO, like all public sector bodies, must comply with UK legislation designed to ensure transparency and accountability. It is a requirement under the Freedom of Information Act 2000 for all public authorities to produce a Publication Scheme.

The circumstances under which an authority would not be required to make information routinely available are:

  • if the information is not held
  • if the information is exempt from disclosure, i.e. personal data, or commercial interest
  • the authority cannot easily access the information.

We have in place an Access to Information Policy detailing our approach to the Freedom of Information Act 2000 and the Environmental Information Regulations. We also produce a Guide to Information which details the information YPO routinely publishes, how it is published and if any charge is to be made in relation to the information.

Classes of information to be included in the Publication Scheme

For ease of reference, there are seven prescribed classes of information that must be made available. Please see the links below for more information.

  1. Who we are and what we do
  2. What we spend and how we spend it    
  3. What are our priorities and how are we doing?
  4. How we make decisions
  5. Our policies and procedures
  6. Lists and Registers
  7. The services we offer

Who we are. 
a) The Controller for the information we hold is 
YPO Procurement Holdings limited. Registration number: ZA071424: 
YPO Supplies Limited, Registration number : ZA071428

41 Industrial Park 
United Kingdom 
Telephone: 01924 834 834

Email: [email protected]
b) If you have any queries regarding your information that we are using for the purpose outlined in section 2, please contact the Controller’s representative. Contact details: [email protected]

How we use your data: 
The Events and Functions Service is required to collect the following information and will obtain your personal data from you to provide their service: Full name, address, email address and contact telephone number. Dietary and/or access requirements. We use this information to form a contract between you and YPO to provide venue hire of its facilities and services. Should you decide not to provide any of the information required this will result in termination of any booking agreement with YPO.

What authority does YPO have to collect and use this information? 
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract.

How long will we keep your data? 
We will keep your personal information collected for the purpose(s) detailed in section 2 for a period of 5 years  after which time it will be deleted from our systems.
The reason for keeping information for this period of time is for financial regulations.

Your rights and your personal data Under the GDPR you have the following rights:

  • Right of Access
    You have a right of access to the personal information that YPO holds about you, and/or the right to be given a copy of the data undergoing processing.
  • Right to Rectification
    You have the right to request that YPO corrects any personal data if it is found to be inaccurate, incomplete or out of date.
  • Right to Erasure
    In certain circumstances, you may have the right to request your personal data is erased.
  • Right to Restriction of Processing
    You have the right, where there is a dispute in relation to accuracy or lawfulness of processing of your personal data, to request that a restriction is placed on further processing.
  • Right to Portability
    You have the right to request YPO provide you with your personal data and where possible, to transmit that data directly to another data controller. However, this only applies to data that you have provided to us and not to all the information that YPO holds about you.
  • Right to Object to Processing
    In certain circumstances, you may have a right to object to the processing of your personal data.
  • Automated Decision Making
    Part of our process includes automated decision making. You have a right to not be subject to a decision based solely on automated processing.
  • Right of Complaint
    You have a right to lodge a complaint with the Information Commissioner, please find contact details below. Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number To exercise any of your rights, you should contact the Data Controller’s representative as shown in section 1b.
  • Transfer of data outside the EU Not applicable
  • Automated decision making Not applicable.
  • Further processing
    If we wish to use your personal data for a new purpose, not covered by this Transparency Notice, then we will provide you with a new Transparency Notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

Local Government Transparency Code 2015

The Local Government Transparency Code sets out the minimum data that local authorities should publish, in addition to the frequency and method of publishing. YPO publishes the following data under the Local Government Transparency Code:

Information  Frequency 
Expenditure Exceeding £500 Quarterly 

Government Procurement Card Transactions 

Procurement Information Quarterly
Local Authority Land Annually
Organisation Chart Annually 
Trade Union Facility Time Annually 
Senior Salaries Annually 
Constitution Annually 
Pay Multiple Annually