Privacy notice
This Privacy Notice applies to all suppliers that provide ourselves with goods, works or services, however procured or purchased.
Who we are
We are a local authority established under the Local Government etc. (Scotland) Act 1994 and have our headquarters at Newtown St Boswells, Melrose, TD6 0SA.
You can contact our Customer Advice and Support Service by using our online contact form, or by phone on 0300 100 1800.
Our Data Protection Officer can be contacted using the contact details above or by emailing dataprotection@scotborders.gov.uk.
How we will use your information
Where you have provided personal data with your company’s submission we will use this to assess your company’s capability of providing the services required in order to meet our public duty under Public Contracts (Scotland) Regulations 2015.
Personal data is needed as part of the procurement process and is required specifically to facilitate the evaluation of submissions. We are processing personal data under Article 6(1)(b) of the UK GDPR as it is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
If successful the personal data provided will be retained for a period of 5 years following the end of the contract. For unsuccessful bidders the personal data provided will be retained for a period of 1 year following the award of the contract.
Who we may share your information with
Your information will be accessed by our staff who need to use it in order to provide the service described above. Your information will be shared with the following third-party organisations: - Scottish Government, Audit Scotland, Police Scotland as we are entitled to share under Article 6(1)(e) of the UK GDPR as the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority invested in the controller.
We are legally obliged to safeguard public funds so details will be checked internally for fraud prevention and verification purposes and may be shared with other public bodies for the same purpose.
We are legally obliged to share certain data with other public bodies such as Police Scotland and will do so where the law requires this and it will be proportionate.
Your information may also be shared and analysed internally in order to provide management information, inform service delivery reform and similar purposes to meet our duty to achieve best value and continuous service improvement.
This data sharing is in accordance with our privacy policy and covered in our full privacy statement on our website.
Your rights
You have the right to request access to any personal data held about you by us. You can also request that we restrict the use of your information or even object to any further processing. You can do this by contacting the Data Protection Officer. We will respond to your request within 30 calendar days. For more information on your rights please visit our Data protection and your rights webpage or alternatively if you would like a hard copy of this information, please contact us.
How to raise a complaint
We aim to directly resolve all complaints about how we handle personal information. If your complaint is about how we have handled your personal information, you can contact our Data Protection Officer by email dataprotection@scotborders.gov.uk or phone on 0300 100 1800.
However, you also have the right to lodge a complaint about data protection matters with the Information Commissioner's Office (ICO), who can be contacted by
- post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- phone on 0303 123 1113
- Visit the ICO website
If your complaint is not about a data protection matter, visit our Making a complaint webpage for more information.
Decision-Making
We do not use profiling or automated decision-making processes. Some processes are semi-automated (such as anti-fraud data matching) but a human decision maker will always be involved before any decision is reached in relation to you.
Third Party Information
If you have provided anyone else's details to us, please make sure that you have told them that you have given their information to Scottish Borders Council. We will only use this information as part of the assessment of your need for services and to contact them in connection with delivery of any such services. If they want any more information on how we will use their information they can view our privacy statement linked above or by email dataprotection@scotborders.gov.uk