Privacy notice for Supplies

What do we use the information for?

Supplies collects, processes and holds your personal information in order to provide our services effectively.

  • To process and fulfil orders
  • To send out marketing material, where the correct consent has been given.

We also use information to improve our services so that they are more appropriate to people’s requirements. We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.

What information do we hold and use?

We collect and process the following information:

  • Personal information (including full name, full residential address)
  • Location data (including postcode and telephone number)
  • Contact details (such as email)
  • Status of organisation, for the purpose of determining eligibility of account application. 

On what grounds do we use the information?

We process personal data for the following reasons:

  • GDPR Article 6(1)(a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes
  • GDPR Article 6(1)(b) – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
  • GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest in the exercise of official authority vested in the controller.

How do we collect this information?

We may collect information in the following ways:

  • User/ account application forms
  • Email
  • Website.

Analytics and usage tracking may also be used to collect information; allowing us to better understand how visitors use the website and what information they look for. This will therefore allow us to make improvements as to the functionality of the website and the way information is written or displayed. 

Please note that all personal identifiers and information are removed and all of our activity falls within the bounds of the Google Analytics Terms of Service.

Google Analytics Terms of Service (external website) 

Supplies may also collect information via Facebook and Twitter. However, please note that none of this information contains personal identifiers and/ or information and all of our activities fall within the bounds of Social SignIn, Facebook and Twitter. 

Social SignIn (external website) 

Facebook (external website) 

Twitter (external website)

We will only disclose your sensitive or confidential information to a third party if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.  

The supplies website also uses cookies to help you in your interactions with the site. Information about the cookies used, why we use them, and how you can manage or delete them can be found in our Cookies Policy.   

Who do we share your information with?

Any personal information collected, processed and held by supplies will only be shared with relevant services within the council.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.

How long do we store it and is it secure?

Supplies has retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law.  Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.

For information on how long your information will be held visit the retention page. 

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have are outlined on the data protection rights page. In most cases, people who have been involved with supplies will have the following rights:

  • The right of access - you are entitled to see the information the service holds about you
  • The right to rectification - we will amend the information accordingly, if any information that the service holds about you is incorrect
  •  The right to restrict processing - you may wish to limit how we use your data
  • The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of you data for certain actions.

To exercise any of your above rights, please visit thee data protection rights for more information.

Where can I find out more?

If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.  

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 16 December 2020.

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