County Supplies – Privacy Statement

Hampshire County Council is the Data Controller for the purpose of collecting and using information from registered customer organisations wishing to procure goods via County Supplies Online.

Customer account set up and maintenance

Should an external organisation wish to work with County Supplies they will be required to meet the requirements under the Local Government (Goods and Services) Act 1970 to become a customer and complete a new customer account form prior to placing an order.

Should an internal customer wish to use County Supplies Online they will be required to complete a request for an online account prior to placing an order directly with County Supplies Online.

The legal basis for our use of this information is Performance of a Public Interest task.

Your data

Your data will only be used for the sole purpose of providing a supply and procurement service and providing you with information about County Supplies.

247 Commerce is the data processor for this information acting on our instructions for the purpose of delivering a contract to the County Council around the hosting and supporting of the County Supplies Online system, which the County Council uses to manage procurement activities. This includes accessing County Supplies Online to fix any technical issues to ensure the system is fit for use.

The categories of information we collect, hold and share

The following personal information is processed:

• The users name.
• The users email address.
• The users organisation and place of work.

The lawful basis on which we use this information

The personal data you provide to County Supplies will be treated in accordance with the UK Data Protection Legislation. The legal basis for our use of this information is Performance of a Public Interest task.

Storing and securing data

The information provided to us will be held within the County Council’s County Supplies Online system, which will provide a procurement service for registered customer organisations. The information held within County Supplies Online will be retained for a maximum of 1 year after your account is closed or becomes inactive, in line with retention policies.

County Supplies Online is hosted by 247 Commerce in secure data centres based in the UK/EU. Information is transferred using secure file transfer protocols (SFTP) between 247 Commerce and Hampshire County Council.

Who do we share information with?

We do not share information with anyone unless there is a lawful basis that allows us to do so. Any information shared will be done so on the basis that it is necessary, relevant and proportional for the task being undertaken.

Requesting access to your personal data and your rights

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, or someone you have responsibility for, please contact the Children’s Services Department’s Subject Access Request (SAR) Team.

You also have the right to:

• prevent processing for the purpose of direct marketing
• object to decisions being taken by solely automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
• claim compensation for damages caused by a breach of the Data Protection regulations

Please note that under the UK GDPR, there is also a right to erasure but the right to erasure does not provide an absolute ‘right to be forgotten’. Where the data being processed is ‘necessary for delivery of a contract’ (Article 6(1)(b))’, this right does not automatically apply.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.