Procurement Privacy Notice

• Contact details of bidders, their staff or sub-contractors such as their name; address; telephone number; email address
• Copy of the company registration
• Bank account details
• Financial turnover/accounts
• Evidence of Insurances held
• Details of any professional misconduct
• TUPE data (as applicable)
• Criminal activity/Criminal record
• Health and Safety records
• Evidence of the payment of social taxes
• Any other information gathered from procurement activity

• Soft Market Testing and other business questionnaires you submit to the Council
• Tender/quotation documents
• Responses to questions as set out in a Standard Selection or Suitability Questionnaire of the ITT or RFQ
• Copies of certificates of different nature
• Other documents required in the ITT or RFQ
• Council financial management system

The personal data that the Council hold may be used for:

• Contacting you in connection with a procurement exercise
• Contacting you in respect of establishing or managing a contract between the Council and its suppliers
• Complying with transparency obligations

Local authorities can use information to carry out tasks that are in the public interest, as well as to provide services that we are under a statutory obligation to provide. Most personal information is processed in order to comply with a legal obligation and/or due to necessity for the performance of contract to which a tender is submitted.

Some acts of law provide a duty to process information, these include:

• The Local Government Act 2003
• The EU Public Contracts Directive 2014
• The Public Contracts Regulations 2015
• The Transparency Code 2015

If you fail to provide certain information when requested, we may not be able to fully evaluate your quotation/tender or satisfactorily assess your performance and you may therefore be eliminated from the procurement process. We may not be able to make contact with you to inform you about potential business opportunities.

Your information will be shared with internal colleagues of Dudley Metropolitan Borough Council involved in the procurement process and may also be shared with:

• Consultants commissioned by Dudley MB Council to assist with the procurement process
• Other Local Authorities or the Council's partners e.g. schools, members of staff as part of a soft market testing exercise or collaborative procurement process, during the procurement process (for example if they are involved in the evaluation of tenders) or following award of contract (for example as part of the contract user information to enable them to access the contract)
• Bodies charged with a monitoring or inspection task in application of EU/UK law (e.g. auditors, Crown Commercial Services)
• Members of the public, in accordance with the Council's obligation to publish information on the outcome of the procurement procedure and spend as required by the EU Public Contracts Directive, the Public Contracts Regulations 2015 and the Transparency Code 2015

These publications may be in the Official Journal of the European Union, on Gov.uk - Contracts finder, the Council's business opportunities portal In-Tend, and/or the Council’s website.

At times we will process information using Adobe Sign, an electronic system, to validate and ensure agreements are legally binding through an e-signature solution.

This requires some information to be collected and stored with our third party cloud-hosted supplier in a safe and secure manner.

Please view the Adobe Sign Privacy Policy

Where an agreement is signed under hand, successful bidder information is retained for the duration of the contract plus 6 years.

Where the agreement is sealed as a deed, successful bidder information is retained for the duration of the contract plus 12 years.

All decisions we make about you involve human intervention.

Your information is not processed outside the EEA.