Specific Privacy Section for People we deal with for Business or Charitable Purposes (Our Contacts)
This is a specific section notice which supplements our general privacy information notice which can be viewed here. It applies in addition to all the information in our general privacy information notice.
Our Contacts – by this we mean the individuals we deal with who work or are associated with our customers, suppliers, contractors and service providers, any regulatory, trade or industry bodies we deal with, any charities or schools we deal with for charitable and community purposes and also people who promote or market our products for us. We do not collect more information than we need to fulfil our purposes.
What kind of personal data do we hold about our Contacts?
We collect personal details about you including your name, job title, organisation, contact details (telephone number office address and email and any social media tags they provide) from you or your organisation pre-contract or during the life of the contract. We may also collect information about your relevant qualifications if it is relevant to our arrangements with you. If you visit our sites we also collect other personal data. See our specific privacy notice for visitors to our site (s) .
How is your personal data collected?
We collect personal information about our Contacts directly from them, by conducting independent enquiries and investigations as applicable (due diligence) and by independent research.
We will collect additional personal information in the course of the relationship with our contacts.
How we use the personal data we collect about our Contacts?
The situations in which we will process your personal information are listed below.
- Making a decision to enter into a contractual arrangement with you or to work with you in any way
- To receive the benefit of the goods and services you provide to us
- To perform any contractual obligations
- For administration and internal record keeping purposes
- For monitoring and reporting purposes
- Dealing with disputes involving you
- To perform any regulatory, trade or industry activities
- To support our charitable and community initiatives
What is our lawful basis for processing this personal data about our Contacts?
For all our Contacts we will only use your personal information when the law allows us to.
Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the contract we have entered into with you;
- Where we need to comply with a legal obligation;
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
- Where we have your consent.
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest.
We need all the categories of information in the list above (see paragraph) primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override this. We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Who do we share your personal data with?
We may have to share your data with third parties, including third party service providers and other entities in the group.
We will share your personal information with third parties only where we have a lawful basis to do so.
“Third parties” includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities in respect of our contacts are currently carried out by third-party service providers: IT system providers, including Supplier portal providers and visitor access control systems, accident and injury systems, community grant application systems, and advisers, legal advisers, insures, other relevant professional advisers.
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Changes to this Specific Privacy Section
We reserve the right to update this specific privacy section at any time. This specific privacy section was last updated in May 2018.