How we use your personal information for Procurement purposes
The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.
We have summarised in this privacy notice some of the key ways in which we use your personal information for Procurement purposes. This information should be read in conjunction with the Council’s corporate privacy notice.
1. Who we are, what we do.
The Procurement Service is responsible for procurement strategy and policy, procurement efficiency, innovation, improvement and the delivery of inter-service procurement projects, including interfaces with suppliers and providers to secure wider social, economic and environmental benefits for the County Borough.
The Service also acts as the centre of expertise for procurement advice and best practice within the Council and as the point of contact with Welsh Government for all procurement activities.
All Service areas depend on external organisations for the provision of bought-in goods, services and works, therefore it is important that a clear strategy exists for enabling, planning and managing the use of these resources.
2. What and whose personal information we hold?
We utilise personal & financial information supplied by contractors which is pertinent and relevant to the tendering of goods and services for RCT service areas to meet provision of frontline service requirements.
This information can include details of individuals and / or organisations with whom the authority will establish trading relationships in accordance with provision of goods works and service requirements.
In our conduct of the same, we will collect the following personal information, for example:
- Name, address, contact information (telephone and email where appropriate)
- Identity information and documentation
- Organisation & Business information
- Additional information in relation to the Procurement Process requirements to enable us to progress our service. This will depend on the type of procurement being undertaken. We would only use this information when required to conduct Procurement matters on behalf of the Council.
We process - Personal information relating to identified natural persons in conjunction to deliver services outlined in section 1 above.
3. Where does the service get my information from?
The information used in authority procurement processes activities comes from the eTender Wales web portal – that is the Welsh Government online system utilised by the authority (and other public sector organisations) – whereby suppliers register their details for the potential of securing forthcoming business opportunities from procurement exercises run by the authority to meet frontline service requirement.
4. What we will do with your personal information?
We will use personal information provided to –
- Specifically and only undertake Procurement Process activities on behalf of the Council to meets its needs requirements for provision of goods / works & services.
5. What is the legal basis for the use of this information?
The legal basis for our use of your personal information will generally be one or more of the following:
- Processing is necessary for the performance of a contract.
- We need to process personal information to comply with legal obligations, e.g. to comply with procurement law.
6. Does the service share my personal information with any other organisation?
No – the information obtained is used solely for internal service area departmental use and not shared with any other external organisations.
7. How long will my information be kept?
We will only keep personal information as part of the wider tender & contractual records set for as long as the legal obligation determines.
We are required to retain information in line with standard legal requirements and for contractual business purposes this retention period can vary between :
Tenders documents / Contract documents (and all associated information) - 1 year (if unsuccessful) 6 years / 12 years (successful & on review if considered appropriate to WEFO funding requirements)
Purchasing Card – 7 years
8. Your information, your rights
The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information that the service holds about you.
View further details on your information rights and how to exercise them.
9. Contact us
If you have any concerns or would like to know more about our use of personal information, please contact us in one of the following ways:
By email : Purchasing@rctcbc.gov.uk
By telephone : 01443 281181
In writing : RCTCBC, Corporate Estates & Procurement.