Procure to Pay Privacy Notice

Our core data protection obligations and commitments are set out in Bradford Council's primary privacy notice

This notice provides additional privacy information for those accessing the Council’s Procure to Pay Service and describes how the Procure to Pay Service collects, uses and shares personal information about you and the types of personal information we need to process, including information the law describes as ‘special’ because of its sensitivity.

Personal information we collect and use

Information collected by us

The information we collect will be the minimum we need to deliver our service and will include the following personal data:

  • Name
  • Address
  • Contact details
  • Bank Account details
  • National Insurance Number
  • Employee information

How we use your personal information

We collect your personal information for the following purposes:

  • Processing payments in relation to orders, supplies or work undertaken
  • Processing of grants, refunds or allowances
  • Processing health and social care payments
  • Payment of employee expenses
  • Managing contractual arrangements such as travel or agency workers
  • Managing Procure to Pay systems
  • Granting deductions under the Construction Industry Scheme (sole traders)
  • Prevention of duplicate payments

How long your personal data will be kept

We will hold your personal information in line with Bradford Council’s retention schedule. At its expiry date the information will be reviewed, and only retained where there is an on-going requirement to retain for a statutory or legal purpose. Following this your personal information will be securely destroyed.

Reasons we can collect and use your personal information

The lawful basis on which we collect and use your personal data is that

  • Processing is necessary for compliance with a legal obligation
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

We hold the information in line with the following legislation:

  • Local Government Act 1978 Section 151
  • Data Protection Act 2018
  • UK General Data Processing Regulation (GDPR)

Who we share your personal information with

We may sometimes share the information that we have collected about you where it is necessary, lawful and fair to do so. We may share information with the following for these purposes:

  • Suppliers (if the information is required to deliver a contract)
  • The procure to pay systems
  • The suppliers of our contracts such as the corporate travel
  • External Auditors
  • HMRC

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security incidents and we will notify you and the appropriate regulator of any incident where we are legally required to do so.

When computers make any decisions about you?

The Procure to Pay Service does not make or use automated decisions.

When your data is sent to other countries?

We do not send any information we collect about you outside the United Kingdom.

Rights for individuals under the UK GDPR

What are your rights?

Please contact the Corporate Information Governance Team at to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

You can contact our Data Protection Officer at  or write to: Data Protection Officer, City Hall, Hall Ings, Bradford, BD1 1HY.

The UK GDPR also gives you the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231113.

This page was last updated on :
Thu, Feb 15, 2024 at 02:29 PM

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