ICO registration - for improved compliance and successful tenders

In the UK construction sector, tender requirements are evolving fast. Increasingly, clients are asking for evidence of Information Commissioner’s Office (ICO) registration as part of the procurement process. It's a relatively straightforward exercise yet many businesses are yet to comply. Here's some useful background information...

What is the ICO and why does it matter?

The ICO is the UK’s independent regulator for data protection and privacy. It enforces laws such as the Data Protection Act, GDPR, and the Freedom of Information Act, ensuring organisations handle personal data responsibly. The ICO provides guidance, monitors compliance, investigates breaches, conducts audits, and can issue fines for non-compliance.

For businesses within the UK construction sector, that often processes personal data from clients, suppliers, and staff, being ICO registered is not optional and it’s increasingly becoming a tender requirement. Having up-to-date registration demonstrates that your business takes data protection seriously and can give you a competitive advantage when bidding for contracts.

The ICO Data Protection Fee

Most UK organisations that process personal data are required to pay the ICO Data Protection Fee annually. This fee supports the ICO’s work and ensures that your business remains compliant.

The amount depends on your organisation’s size:

• Small businesses: £52

• Medium businesses: £78

• Large businesses: £3,763

  
  

If your organisation is a data controller: handling personal information on behalf of clients, employees, or other stakeholders, you are highly likely to be required to register. Exemptions exist for certain activities, such as personal or household use, not-for-profit purposes, or purely manual data processing. You can check your status on the ICO’s self-assessment page: ICO Data Protection Fee Self-Assessment.

How to register

Registration is simple and done online via the ICO website: ICO Registration Portal. You’ll need basic information about your company, including staff numbers and turnover. The process usually takes around 15 minutes, with confirmation sent the next working day.

It’s important to keep your registration up to date. The ICO will notify you when your annual renewal is due. If you don't respond, your organisation will automatically be placed into Tier 3, which could result in fines or compliance issues.

Why it matters within the construction sector

For construction companies, ICO registration isn’t just a legal formality, it’s a practical business tool:

• Tender readiness: Many public and private sector tenders now include ICO registration as a pass/fail requirement

• Reputation: Clients want assurance that their data is handled safely. Being registered demonstrates professionalism and compliance

• Risk management: Avoid fines, audits, or disputes by staying compliant

At Procter Street, we recommend that construction businesses review their data practices regularly, especially as projects, staff numbers or subcontractor arrangements change. Compliance doesn’t have to be complicated, but it is essential for long-term success and tender eligibility.

Final thought: Staying on top of ICO registration is straightforward, cost-effective and increasingly necessary. By ensuring your business is registered, you safeguard your operations, maintain your reputation, and remain competitive in a sector where data protection is now part of the standard tender checklist.