Supplier Privacy Notice

WHHA 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.

WHHA 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.

WHHA 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.

WHHA 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, WHHA needs to process supplier data for banking purposes, and to contact suppliers about orders, deliveries, returns and/or give feedback.

In some cases, WHHA 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, WHHA has a legitimate interest in processing supplier data before, during and after the end of the contracting relationship.

Processing supplier data allows WHHA to:

• maintain accurate and up-to-date supplier records and contact details;
• pay suppliers in accordance with their payment terms;
• operate and keep a record of supplier spending to inform current and future 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.

WHHA 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.

You have some obligations under your contract agreement to provide Larkfield 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.

We disclose supplier data for the purposes of operational use with Larkfield employees.

If necessary, Larkfield 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

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

To view how long we keep your personal data, please visit our retention schedule here.

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

To view how long we keep your personal data, please visit our retention schedule here.

 

This guide informs you how your data will be processed and sets out our lawful basis for processing.

You can submit a Subject Access Request to access the personal data that West Highland Housing Association holds about you. You can do this by writing to:

Data Protection Officer

Link House

2c New Mart Road

Edinburgh

EH14 1RL

Or e-mailing: datamanagement@linkhaltd.co.uk

West Highland Housing Association will then have 30 days to respond to your request. As part of the subject access request process we will ask for two forms of identification to be submitted before any information is released.

If any of the personal data we hold about you is wrong, you have the right to ask us to correct it.

You may request that West Highland Housing Association erase any of your personal data that is processed by us. This is also known as the ‘right to be forgotten’. Please note that this is subject to a number of exemptions and so is not an absolute right.

If you believe that we are processing personal data unlawfully, where it is no longer needed or think that the personal data held is inaccurate you can ask us not to process that personal data.

If you wish to move to another landlord, you can ask us to pass on the personal data we hold about you to the new landlord, where you have provided that personal data to us and we have been processing it to perform a contract with you.

You have the right to object to our processing of your personal data. However, if West Highland Housing Association can demonstrate that there is an appropriate ‘condition of processing’ in place then we may refuse to stop processing your personal data.

You have the right not to be subject to a decision solely based on automated processing. If a decision is made by an automated process you may ask us to have the decision investigated by a member of staff.

If you wish to object to the use of your personal data, would like to restrict processing or have data rectified, please contact the Strategy and Business Support Team by e-mailing datamanagement@linkhaltd.co.uk.

If you have a concern about the way West Highland Housing Association is processing your personal data, you may raise a complaint with the Information Commissioner’s Office.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF 

0303 123 1113

www.ico.org.uk