Corporate Contracts and Procurement Privacy Notice

This privacy notice is a statement that describes how Conwy County Borough Council uses personal information, for example how we collect, use, retain and disclose personal information.  The Council is the data controller for contracts and procurement of goods, works and services and we have a legal obligation to process your personal information.

What personal information we process?

We will process the following information as part of our contracting and procurement activities:

Basic personal information:

• Full Name
• Job title and company role
• Contact details including telephone number and email address, office address/location
• Details of consortium partners and subcontractors

Other personal information:

• CV including qualifications, skills/expertise, employment history, grade etc collected for tendering purposes  
• Full TUPE related information relevant to staff personal information as and when applicable in respect of individual procurement activities including anonymised information in relation to employment terms and conditions. salary/wages, length of service, redundancy, holidays, pension, liability information, disciplinary, grievance, details of claims current or threatened etc..

What is the lawful basis for processing your information?

The lawful basis for processing your personal information is covered under Article 6(1)(b) of the GDPR.  We will only process your personal information to collect contractual information before entering into a contract with you as an individual or as an organisation.

What will we do with the information?

We process personal information for contracting and procurement purposes in respect of the supply of procured and contracted goods, works and services.  We will use the personal information as required for the purpose of:

• drafting, negotiating, execution and award of contracts
• conducting procurement activities and quotations
• business related communication
• evaluation activities
• contract management activities
• contracting and corresponding purposes
• declaration of interest activities
• reporting and financial activities
• responding to queries
• financial and business checks
• managing transfers of undertakings (protection of employment) or TUPE
• maintaining a contracts register and up to date list of the supplier key personnel

We retain personal information only for as long as necessary to carry out these functions, and in line with our retention policy. This means that this information will be retained for 7 years from receipt unless otherwise identified.

No third parties have access to your personal data unless the law allows them to do so.  The only exception to this will be ‘TUPE Information’ which is shared externally with other suppliers who may be interested in responding to our tender opportunity.  This is maintained as anonymous within the tender process as far as possible.  If suppliers are thinking about responding to our tender or do respond to our tender opportunity; they will use this information to help them either, make the decision to respond or to complete our tender procedure e.g. complete the pricing schedule. 

We will only be able to identify the names of these external organisations once they express an interest in our tender opportunity

How will we share your information?

Your basic personal information will be shared on a need to know basis with the following recipients:

• internally within the Council departments with identified authorised officers or their nominated representatives relating to specific contacts, IT, finance, audit; legal etc.
• other agencies and such BCUHB and other Local Authorities
• e-procurement portal where applicable for the successful completion of procurement activities (sell2wales, e-tenderwales etc)
• internal computer management systems such as Paris, P2P

Personal information will be shared on a need to know basis and will be made anonymous as part of procurement activities as far as possible.

Your Information Rights

You have a right to see the information we hold by making a request in writing. If at any point you believe the information we process is incorrect, you can request to have it corrected. If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).

Please see our Conwy County Borough Council Full Privacy Notice for contact details and if you have a complaint about your information rights.

Contact Details

01492 576210
mike.halstead@conwy.gov.uk

01492 574016
derek.oconnor@conwy.gov.uk