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Supplier Privacy Notice

 

Introduction

This is the Supplier Privacy Notice of Ecological Survey & Assessment Limited (ECOSA Limited), Companies House no. 06129868, registered at 3 - 4 Eastwood Court, Broadwater Road, Romsey, Hampshire SO51 8JJ. ECOSA Limited are registered as data controllers with the Information Commissioner for the United Kingdom.

ECOSA defines a supplier as a person or organisation that provides something that the Company needs, such as a product or service. On entering into a contract with us, you trust us with your personal information. This Privacy Notice is meant to help you understand what data we collect, why we collect it, what we do with it, how we keep your personal data safe, and your individual rights over your personal data.

We are strongly committed towards the privacy of sensitive information, acting transparently and meeting our obligations in respect of data protection. Whenever you provide personal information, we will treat that information in accordance with this Privacy Notice, relevant legislation and best practice.

We hope the following sections will answer any questions you have but if not, please do get in touch with us.

 

What information does ECOSA collect?

ECOSA collects and processes the following information about its suppliers:

  • full name of the relevant contact;
  • company address;
  • contact details, including email address and mobile and landline telephone numbers;
  • details of services/products provided;
  • the terms and conditions of your contract;
  • copies of email correspondence and hardcopy correspondence; and
  • bank account details.

The Company collects and processes the following information about its potential suppliers:

  • full name of the relevant contact;
  • company address;
  • contact details, including email address and mobile and landline telephone numbers; and
  • details of services/products provided, including email correspondence and supplier marketing material.

The Company collects this information in a variety of ways. For example, data is collected through enquiry telephone calls, emails, meetings, and from correspondence with you throughout the order and delivery process.

 

Why do you need to process personal data?

ECOSA needs to process supplier data to consider whether to enter into a contract with a supplier/s, or following the placement of a contract with a supplier/s and to meet its obligations under this contract. For example, the Company needs to process supplier data for banking purposes, and to contact suppliers about orders, deliveries, returns and/or give feedback.

In some cases, the Company needs to process data to ensure that it is complying with its legal obligations. For example, to comply with health and safety laws such as cleaning service COSHH assessments. In other cases, the Company has a legitimate interest in processing supplier data before, during and after the end of the contracting relationship.

Processing supplier data allows the Company to:

  • maintain accurate and up-to-date supplier records and contact details;
  • provide effective support services to the Company;
  • assist in improving the services of the Company;
  • pay suppliers in accordance with their payment terms;
  • operate and keep a record of supplier spending to inform current and future Company budgets;
  • ensure effective general business administration;
  • ensure compliance with Health and Safety legislation; and
  • respond to and defend against legal claims.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of suppliers and has concluded that they are not.

ECOSA does not collect or process special categories of personal data i.e. particularly sensitive information about its suppliers at any point, such as ethnic origin, sexual orientation or religious and/or political beliefs.

 

Do I have to provide personal data?

You have some obligations under your contract agreement to provide ECOSA with relevant data in order for us to enter into a contract with you. In particular, you are required to provide relevant and accurate contact details and invoicing details, and it is in your best interests to provide all relevant information pertaining to your services. Failing to provide this data may mean that we are unable to fulfil our contractual obligations to you.

 

Who can access personal data?

We disclose supplier data for the purposes of operational use with ECOSA employees, including the Directors, the Company Manager, project managers, technical and administration teams and the Finance Officer.

If necessary, the Company will share your data with third parties such as solicitors and Courts in relation to disputes, or with third parties that process data on our behalf, such as for the purposes of end of year accounting.

We will never sell your details to a third party or transfer your data to countries outside the European Economic Area.

 

How does ECOSA protect personal data?

ECOSA takes the security of your data very seriously. The Company has internal policies and controls in place to ensure as is reasonably practicable that your data is not lost, accidentally destroyed, misused or disclosed to irrelevant third parties, and that your data is only accessed and used by ECOSA employees in the performance of their duties. Electronic supplier data is stored securely via a secure server and password protected systems. Financial information is also stored within ECOSA’s chosen online banking systems. Hardcopy information is locked away when not in operational use. Data is subject to restricted access as appropriate.

Where the Company engages third parties to process personal data on its behalf in the course of its business operations, such parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate measures to ensure the security of data held.

 

How long does ECOSA keep personal data?

ECOSA will hold your data for the duration of the contract between us. The periods for which your data is held after the end of the contract is dependent upon the service requirements of the Company.  If we use a supplier service once a year we will maintain your details on our list of approved suppliers. Any service used less than once a year will be removed from the list from one year after the last action of the contract.

The keeping of data relating to potential suppliers will be reviewed by the Company each year during the winter months. Any supplier details or marketing literature deemed irrelevant during the review process will be destroyed via shredding or deletion from the system/supplier list.

 

Your Rights

As a data subject, you have rights over your personal data collected by us.

You can:

  • access and obtain a copy of your data on request;
  • require the Company to change incorrect or incomplete data;
  • require the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing;
  • ask the Company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Company’s legitimate grounds for processing data; and / or
  • ask the Company not to process your personal data for marketing purposes and to ask us not to share your personal data with third parties other than our employees.

 

We can provide details of personal data we hold about you on receipt of a written request, verification of your identity and payment of a fee of £10.00 (by cheque or BACS transfer only).

If you would like to exercise any of the above rights, please put your request in writing via email to Lydia Ernst, Company and HR Administrator, at admin@ecosa.co.uk or write to us at:

Ecological Survey & Assessment Limited (ECOSA), Ten Hogs House, Manor Farm Offices, Flexford Road, North Baddesley, Hampshire SO52 9DF

 

If you believe that the Company has failed to produce a satisfactory response and has not complied with your data protection rights, you have the right to complain to the Information Commissioner. For more advice and information you can visit https://ico.org.uk/concerns/.

 

Changes to our Supplier Privacy Notice

We may modify our Supplier Privacy Notice from time to time at our sole discretion; if so, we will post a revised version on this webpage. We urge you to check this webpage regularly to obtain the most up to date copy. Modifications will be effective as soon as they are posted on this website.

 

Contact Us

If you have any comments or queries in connection with our Supplier Privacy Notice, please email admin@ecosa.co.uk or write to:

Ecological Survey & Assessment Limited (ECOSA), Ten Hogs House, Manor Farm Offices, Flexford Road, North Baddesley, Hampshire SO52 9DF

 

May 2018