Suppliers Privacy Notice

Background

Under data protection law, individuals have a right to be informed about how Elite Law Cost Drafting Limited uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store, and use personal data about visitors and suppliers to the company, in line with the UK General Data Protection Regulation (UK GDPR), Data Use and Access Act (DUAA) 2025 and the Data Protection Act 2018.

We, Elite Law Cost Drafting Limited, are the ‘data controller’ for the purposes of data protection law. This means that we are responsible for deciding how we hold and use personal information about you.

The Personal Data We Hold

For Suppliers:

We may collect, use, store, and share (when appropriate) the following personal data:

  • Names, contact details, and roles of representatives or employees working on your behalf
  • CVs, references, and employment history (if part of a tendering or engagement process)
  • Information required for our sign-in facility
  • Bank details and financial information (if operating as a sole trader)
  • Any other personal data necessary to fulfil contractual obligations
  • Visit-related data (arrival/departure time, car registration, access arrangements)
  • CCTV images captured on site

Why We Use This Data

For Suppliers:

  • To assess engagement and fulfil contractual obligations
  • To process payments
  • To maintain accurate supplier records
  • To ensure safety of staff and visitors
  • To record site visits

Lawful Basis for Processing

We process personal data under the following lawful bases:

  • To comply with legal obligations
  • To fulfil contractual obligations
  • With consent (where applicable)
  • To protect vital interests (in rare cases)

Where consent is required, it can be withdrawn at any time.

Collecting This Information

Some data is mandatory, and some is optional. We will always clarify which is which and explain the consequences of not providing required data.

We only collect data necessary for the purposes outlined above.

How We Store This Data

We retain personal data for the duration of your visit or contract, and longer if required by law. Our records management and retention schedules policy governs retention periods.

We implement appropriate security measures to protect your data and dispose of it securely when no longer needed.

Data Sharing

We do not share personal data without consent unless legally required. We may share data with:

  • Regulators (e.g. HSE)
  • Service providers
  • Auditors
  • Health authorities (e.g. NHS)
  • Security organisations
  • Professional advisers
  • Police, courts, tribunals
  • Your organisation (if applicable)

International Data Transfers

Your personal data may be stored or processed outside the UK. Where this occurs, we ensure appropriate safeguards are in place, including contractual clauses and security measures that comply with UK data protection laws.

Your Rights

You have the right to:

  • Access your personal data
  • Request correction or deletion
  • Object to processing
  • Restrict processing
  • Withdraw consent
  • Prevent direct marketing
  • Object to automated decision-making
  • Claim compensation for breaches

To exercise these rights, contact our Data Protection Officer.

Complaints

We take complaints seriously. If you have concerns about our data practices, contact:

Email: enquiries@elitelaw.co.uk

Phone: 01925 578270

Or contact the Information Commissioner’s Office:

  • Report a concern online
  • Call: 0303 123 1113
  • Write to: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Updates to This Notice

This privacy notice was last updated on 03 September 2025.

We reserve the right to amend this notice to reflect changes in legislation. An up-to-date version will be available on our website.