Suppliers
Privacy Statement
Suppliers (including subcontractors and individuals associated with our suppliers)
Collection of personal data
We collect and process personal data about our suppliers (including subcontractors and individuals associated with our suppliers and subcontractors) in order to manage the relationship, contract, to receive services from our suppliers and, where relevant, to provide professional services to our clients. The personal data is generally business data and will include name, employer name, telephone, email and other business contact details and the communications with us.
Use of personal data
We use personal data for the following purposes:
• Receiving services
We process personal data in relation to our suppliers and their staff as necessary to receive the services. For example, where a supplier is providing us with facilities management or other outsourced services, we will process personal data about those individuals that are providing services to us.
Legal grounds
Legitimate interests:
This processing is necessary for the purposes of the legitimate interests pursued by us in receiving services.
• Providing professional services to clients
Where a supplier is helping us to deliver professional services to our clients, we process personal data about the individuals involved in providing the services in order to administer and manage our relationship with the supplier and the relevant individuals and to provide such services to our clients (for example, where our supplier is providing financial advice and other professional services to our clients).
Legal grounds
Legitimate interests: This processing is necessary for the purposes of the legitimate interests pursued by us in providing professional services and our client in receiving professional services as part of running their business.
• Administering, managing and developing our businesses and services
We process personal data in order to run our business, including:
- managing our relationship with suppliers;
- developing our businesses and services (such as identifying client needs);
- maintaining and using IT systems;
- administering and managing our website, systems and software applications.
Legal grounds
Legitimate interests: This processing is necessary for the performance legitimate interests pursued by us to administer, manage and develop our business and services.
• Security, quality and risk management activities
We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.
We monitor the services provided to clients for quality purposes, which may involve processing personal data stored on the relevant client file. We have policies and procedures in place to monitor the quality of our services and manage risks in relation to client engagements.
We collect and hold personal data as part of our client engagement and acceptance procedures. As part of our client and engagement acceptance, we carry out searches using publicly available sources (such as internet searches and sanctions lists) to identify politically exposed persons and heightened risk individuals and organisations and check that there are no issues that would prevent us from working with a particular client (such as sanctions, criminal convictions (including in respect of company directors), conduct or other reputational issues).
Legal grounds
Legitimate interests: This processing is necessary for the performance legitimate interests pursued by us to ensure information security, manage business risks and monitor the quality of our services
• Providing our clients with information about us and our range of services
With consent or otherwise in accordance with applicable law, we use client contact details to provide information that we think will be of interest about us and our services. For example, other services that may be relevant.
Legal grounds
Legitimate interests: This processing is necessary for the purposes of the legitimate interests pursued by us promoting our business and services.
• Complying with any requirement of law, regulation or a professional body of which we are a member
As with any provider of professional services, we are subject to legal, regulatory and professional obligations. We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.
Legal grounds
Legal obligations or legitimate interests:
This processing is necessary for compliance with legal obligation for example, when conducting customer due diligence checks to comply with anti-money laundering regulations and, where we do not have a legal obligation, we have a legitimate interest in processing personal data as necessary to meet our regulatory or professional obligations.
Data retention
We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected, including as required by applicable law or regulation.
Personal data will be retained about our contacts at our suppliers for as long as it is necessary for the purposes set out above. We will retain the information for as long as we have, or need to keep a record of, a relationship with a contact, which is for the duration of our relationship with the contact or their organisation and will then deleted in line with our deletion and retention policies.
Personal data may be held for longer periods where extended retention periods are required by law or regulation and in order to establish, exercise or defend our legal rights.
When and how we share personal data and locations of processing
Further details about the processors (such as IT service providers) used by us and locations of processing are provided here. We may use other organisations to help us deliver our services as agreed with our client on an engagement by engagement basis.