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Procurement Privacy Notice

Who are we and what do we do  

Corporate Commissioning and Procurement is part of Gateshead Council. We are based at the Civic Centre and provide the following services:   

This privacy notice provides specific information about how we process your personal data. It is an addition to the information contained in our corporate privacy notice. 

What type of information is collected about you  

We collect personal information to understand your needs and provide services. This information may include: 

  • work contact information such as name, address, email address and telephone number 
  • company ownership arrangements 
  • home address, if you trade from your home 
  • payroll information 
  • Unique Tax Reference (UTR) number if you are a self-employed trader 

How we collect information about you  

We collect information about you from various sources to ensure that we meet your needs, including: 

  • when you respond to a procurement opportunity 
  • through your market engagement via the Council's e-tendering platform NEPO portal 
  • from the Council's website in respect of social value offers and requests 
  • from third-party organisations including North East Procurement Organisation (NEPO), Yorkshire Purchasing Organisation (YPO), Crown Commercial Services (CCS) 

Why we need your information  

Our purpose for collecting your personal data is: 

  • contacting you in connection with a procurement exercise 
  • contacting you to establish or manage a supplier contract 
  • to confirm your HMRC registration for self-assessment tax purposes if you are a self- employed trader 

The lawful basis for our processing is: 

  • a task in the public interest 
  • performance of a contract to which data subject is party 
  • legal obligation to which the data controller is subject  

The legislation the service is obliged to comply with includes:  

  • Freedom of information Act 2000 
  • Income Tax (Earnings and Pensions) Act 2003 
  • Public Contract Regulations 2015 
  • Social Security Contributions (Intermediaries) Regulations 2000 
  • Social Value Act 2012 
  • Transparency Regulation 2015 

Who your information can be shared with

Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery. Corporate Commissioning and Procurement can share your information with:  

Our lawful basis for this sharing is task in the public interest and your consent is not required. 

If we wish to share your information with other council services or third parties for purposes outside of those listed above, we will ask your permission.  

How long we will keep your information  

We keep your information for as long as we need to provide services to you. This will differ depending on the services you receive. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact: procurement @gateshead.gov.uk  

Where your information is held  

We hold personal information in secure electronic systems on Gateshead Council servers. Information is also held in secure cloud-based storage and on the following third-party platforms:  

​How you can update your information  

Our delivery of efficient services depends on the accuracy of your information. 

Please inform us of any changes to the following: 

  • email address 
  • personal circumstances 
  • postal address 
  • any of the other information we hold 

Please contact: procurement@gateshead.gov.uk 

Your information rights  

Please see the relevant section of our Corporate privacy notice.  

Marketing and e-newsletters  

Please see our email marketing privacy notice. 

Business intelligence, profiling and automated-decision making  

Please see the relevant section of our Corporate privacy notice.  

Protecting your information  

Please see the relevant section of our Corporate privacy notice.   

Data Protection Officer 

Data Protection Officer

Civic Centre

Regent Street

Gateshead

NE8 1HH  

DPOcouncil@gateshead.gov.uk

Contact telephone number: 0191 433 3000  

Information Commissioner's Office  

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us. 

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office: 

Information Commissioner's Office 

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire

SK9 5AF 

Contact telephone number: 0303 123 1113 or 01625 545 745 

casework@ico.org.uk  

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