Procurement Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which require us to tell you what we do with your personal information.

This notice relates to the personal data that we process when procuring goods or services for ourselves or on behalf of a client. We may record your business contact details where you are involved in the procurement process, for example as a sales representative, account manager, customer service agent or other supplier representative. Your details may be recorded within our relationship management, procurement and accounting systems and may be disclosed to our client where we are procuring goods or services on their behalf. If you are trading in your own name rather than through an organisation, our Accounts Privacy Notice may also apply to you.

We may also record information relating to your organisation as a prospective or existing supplier, service provider or other business contact. Where that information does not relate to an identified or identifiable individual, it may fall outside the scope of data protection legislation.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your personal data with?

We may share personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• Clients
• Agents acting on our behalf
• Service providers (including associates)
• Professional advisers

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with your personal data?

We are collecting this information to help us procure goods or services either for ourselves or a client.

We may capture your basic contact details at any point in the procurement process.

We aim to procure goods and services efficiently and effectively. We often maintain ongoing relationships with suppliers and service providers, which naturally results in repeated interactions over time.

We use relationship management systems to record and manage communications with suppliers and service providers, helping us maintain effective business relationships both for ourselves and, where applicable, for the clients on whose behalf we act.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

We may share data with the courts and associated professionals in establishing, exercising or defending our legal rights. We may share data in reporting crime to or when co-operating with the police and law enforcement agencies.

What is the legal basis for processing?

Our lawful bases are Contract and Legitimate Interests.

• contract - the Company may process your personal data as part of pre-contractual negotiations or because the Company or a client has a contractual relationship with you or your organisation.
• legitimate interests - the Company has legitimate interests in keeping contact details of current and potential suppliers and their staff as well as in protecting and asserting our or another's legal rights; and in properly administering its business and backing up data.

These lawful bases are detailed in Article 6 of the UK General Data Protection Regulation (UK GDPR):-

• processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract (Article 6(1)(b)).
• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

How are we collecting this information?

We collect personal data directly from data subjects, from their organisations and from other parties involved in the procurement process. We may also receive personal data through referrals, recommendations, introductions and client instructions relating to existing or prospective suppliers, service providers or other business contacts.

Please note that our Usage Logs Privacy Notice is also likely to apply to you as our systems record electronic interactions between us. In some cases, our Call Recording Privacy Notice may also apply.

What information are we collecting?

Depending upon the nature of the procurement activity, we may collect the following categories of personal information:-

• your name and preferred style of address
• job title
• organisation
• business address
• email address
• telephone numbers
• other contact details
• referral details
• dates and times of interactions
• unique reference number
• actions taken
• follow up reminders
• related correspondence (letters, messages, voicemails, etc)

Who can see your information within the Company?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

Will your personal data be transferred outside of the United Kingdom?

We do not routinely transfer personal data outside the United Kingdom. However, some professional services, communication, collaboration, document management, hosting and cloud service providers used by the Company may process personal data outside the United Kingdom. Where this occurs, we will ensure that appropriate safeguards recognised by the UK General Data Protection Regulation (UK GDPR) are in place before the transfer occurs.

These safeguards may include transfers to countries recognised as providing an adequate level of protection for personal data or the use of approved contractual arrangements between the parties involved in the transfer.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain personal data relating to purchases for six years after the financial year in which they occurred based on the Limitation Act 1980 and often for considerably shorter periods where the conversation did not lead to a contract being formed.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. You can read more about our approach to security at www.rrs.co.uk/security.

Will your personal data be transferred outside the United Kingdom?

We primarily process and store personal data within the United Kingdom. Some suppliers, service providers or technology providers acting on our behalf may process personal data outside the United Kingdom. Where this occurs, we will ensure that appropriate safeguards recognised under UK GDPR are implemented.

Where personal data is transferred outside the United Kingdom, we will ensure that an adequacy decision applies or that appropriate safeguards such as the International Data Transfer Agreement or other recognised mechanisms are in place.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information