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:
procurement and commissioning
helping deliver Community Wealth Building and social value for Gateshead
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:
- stakeholders involved in the procurement requirement or delivery
- stakeholders involved in the delivery of social value offers
- UK Government platforms, including Find a Tender Service and Contracts Finder Service
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:
- ProActis (NEPO Portal e-tendering platform)
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
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