Privacy Notice - Suppliers
Part 1: Generic Privacy Notice Information
To ensure that we process your personal data fairly and lawfully we are required to inform you:
- Why we collect your data
- How it will be used
- Who it will be shared with
We will also explain what rights you have to control how we use your information and how to inform us about your wishes. Durham University will make the Privacy Notice available via the website and at the point we request personal data.
Our privacy notices comprise two parts – a generic part (i.e. common to all of our privacy notices) and a part tailored to the specific processing activity being undertaken.
The Data Controller is Durham University. If you would like more information about how the University uses your personal data, please see the University’s Information Governance webpages or contact Information Governance Unit:
Telephone: (0191 33) 46246 or 46103
Information Governance Unit also coordinates responses to individuals asserting their rights under the legislation. Please contact the Unit in the first instance.
Data Protection Officer
The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it. If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer:
Telephone: (0191 33) 46144
Your rights in relation to your personal data
Privacy notices and/or consent
You have the right to be provided with information about how and why we process your personal data. Where you have the choice to determine how your personal data will be used, we will ask you for consent. Where you do not have a choice (for example, where we have a legal obligation to process the personal data), we will provide you with a privacy notice. A privacy notice is a verbal or written statement that explains how we use personal data.
Whenever you give your consent for the processing of your personal data, you receive the right to withdraw that consent at any time. Where withdrawal of consent will have an impact on the services we are able to provide, this will be explained to you, so that you can determine whether it is the right decision for you.
Accessing your personal data
You have the right to be told whether we are processing your personal data and, if so, to be given a copy of it. This is known as the right of subject access. You can find out more about this right on the University’s Subject Access Requests webpage.
Right to rectification
If you believe that personal data we hold about you is inaccurate, please contact us and we will investigate. You can also request that we complete any incomplete data.
Once we have determined what we are going to do, we will contact you to let you know.
Right to erasure
You can ask us to erase your personal data in any of the following circumstances:
- We no longer need the personal data for the purpose it was originally collected
- You withdraw your consent and there is no other legal basis for the processing
- You object to the processing and there are no overriding legitimate grounds for the processing
- The personal data have been unlawfully processed
- The personal data have to be erased for compliance with a legal obligation
- The personal data have been collected in relation to the offer of information society services (information society services are online services such as banking or social media sites).
Once we have determined whether we will erase the personal data, we will contact you to let you know.
Right to restriction of processing
You can ask us to restrict the processing of your personal data in the following circumstances:
- You believe that the data is inaccurate and you want us to restrict processing until we determine whether it is indeed inaccurate
- The processing is unlawful and you want us to restrict processing rather than erase it
- We no longer need the data for the purpose we originally collected it but you need it in order to establish, exercise or defend a legal claim and
- You have objected to the processing and you want us to restrict processing until we determine whether our legitimate interests in processing the data override your objection.
Once we have determined how we propose to restrict processing of the data, we will contact you to discuss and, where possible, agree this with you.
The University keeps personal data for as long as it is needed for the purpose for which it was originally collected. Most of these time periods are set out in the University Records Retention Schedule.
Making a complaint
If you are unsatisfied with the way in which we process your personal data, we ask that you let us know so that we can try and put things right. If we are not able to resolve issues to your satisfaction, you can refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: Information Commissioner’s Office
Part 2: Tailored Privacy Notice for Suppliers
Suppliers: Type(s) of personal data collected and held by the University and method of collection
We will collect personal data that you provide to us while providing a service or goods to the university or as part of a tender/quotation evaluation. This will include your name, address telephone number or private email address if you have provided it.
Suppliers: Lawful Basis
We will process your data for the purpose of the service or goods you are providing or performance of a contract you have with us. Processing will also be necessary for the purposes of the legitimate interests of the data controller or a third party.
Suppliers: How personal data is stored
Data will be stored in a range of different places, including proprietary software, and on other IT systems including email and document management systems. Data will be shared with and will only be accessible by staff involved with the services or goods you are providing.
Suppliers: How personal data is processed
The University will process your information for the purpose of the evaluation, award, management and administration of any tender(s)/quotations you submit. Your data will also be used for the management and administration of any subsequent contract, service or goods including making any payments due to or from you in respect of these.
Suppliers: Who the University shares data with
Your information will be shared internally, including with other departments for the purposes described above.
The University will share your data with third party agencies if required to satisfy any legal requirements.
Suppliers: How long personal data is held by the University
The University will only retain your data for as long as necessary to fulfil the purposes we collected it for which includes satisfying any legal, accounting or reporting requirements.
The University Records Retention Schedule (Section 24: Procurement) outlines how long we will keep your data.
Suppliers: Visitors to our websites/webpages
When someone visits www.dur.ac.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
A cookie is a simple text file that is stored on your computer or mobile device by a website's server and only that server will be able to retrieve or read the contents of that cookie. Cookies allow websites to remember user preferences, choices and selections, such as what's in your shopping basket. Durham University also make use of the Google Analytics service to understand how you navigate around our site.
Suppliers: Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Suppliers: Changes to this privacy notice
We regularly review our privacy information to ensure that it remains accurate and current. We will review and update this privacy information whenever we plan to use personal data for any new purpose. Any changes to this privacy information will be communicated to you.
Suppliers: Further information
If you have any questions which you feel have not been covered by this Privacy Notice, please email us or write to:
Information Governance Unit
Telephone: (0191 33) 46246 or 46103