Cyngor Gwynedd Procurement Privacy Notice
Why we need your information
Cyngor Gwynedd will use your information to manage procurement activities. The procurement activities could include:
- Tenders/request for quotes
- Evaluations/selection
- Contract award
- Contract management
Personal information that individuals, organisations and suppliers submit to Cyngor Gwynedd, including that requested in relation to officials, when responding to activities throughout the procurement process could be communicated in a number of ways. This could include but may not be limited to: Sell2Wales, eProcurement tools, email, paper and verbally.
The personal information submitted as part of the procurement process, or which we have collected from publicly available sources, may include but may not be limited to:
- Name
- Home/business address including postcode
- Email address
- Driving license number
- Passport/ID card number
- Photograph
- Personal financial information
- National Insurance number
- Tax/benefits/pension records
- Employment records (including self-employed and voluntary work)
- Educational record
- Criminal and court records (including alleged offences).
Justification for using your Information
We collect and use this information on the basis of the Council’s public task under Article 6 (2) (e) and the legislation underpinning this is:
- Public Contract Regulations 2015
- Procurement Act 2023
- Social Partnership and Public Procurement (Wales) Act
- Well-being of Future Generations (Wales) Act 2015
The information will be processed as part of our public task, i.e., exercising our official authority to undertake the core role and functions of Cyngor Gwynedd in relation to procurement and or contract management activity.
The Council will not use your information for automated decision making or profiling.
Sharing your information
Data may be shared by the Cyngor Gwynedd in relation to collaborative procurements to undertake tender evaluation, or to allow organisations to undertake purchasing requirements under existing contractual arrangements. An example of this may be a catalogue of products or services where the account managers’ details are provided or for services accreditations/training etc of an individual who may be used to complete a project or deliver a service.
The organisations include but are not limited to:
- Local authorities (including schools)
- Health
- Police
- Fire & Rescue
- Universities
- Colleges
- Sponsored bodies (such as Natural Resources Wales)
- Housing sector, etc
Cyngor Gwynedd’s spend information and supplier contact details are submitted to the Welsh Government’s spend analysis provider to assist with the delivery of reporting services.
The Welsh Government uses this data for the purposes of spend analysis, reporting, and project/service delivery.
The Council will not transfer your personal information to another country.
How long we keep your information and your rights
We will keep personal information contained in files in line with our retention policy. Your personal data may be kept for 6 years (or up to 12 years in some instances) after the contract/framework end date, (this includes call-off contracts under framework/services agreements which may continue beyond the framework/service agreement end date) and all payments have been made. Financial data may be required to be retained for 6 years (or up to 12 years in some instances). If you are unsuccessful with respect to a tender, or quotation, or expression of interest, your details may be kept for 6 years after the contract/framework end date for which you provided them, for audit purposes.
For further information about your rights and the Data Protection Officer’s contact details visit Privacy notices and cookies (llyw.cymru)