Supplier Privacy Notice

Larkfield 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.

Larkfield 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

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

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

Processing supplier data allows Larkfield 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.

Larkfield 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.

 

As a data subject, you have rights over your personal data collected by us. 

You can:

• access and obtain a copy of your data on request;
• require Larkfield to change incorrect or incomplete data;
• require Larkfield delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where Larkfield is relying on its legitimate interests as the legal ground for processing;
• ask Larkfield to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Larkfield's legitimate grounds for processing data; and / or
• ask Larkfield not to process your personal data for marketing purposes and to ask us not to share your personal data with third parties other than our employees