County Supplies

Why do we collect and use this information? 

Hampshire County Council (‘County Council’) is the data controller for the collection and use of personal information about you for the purpose of providing you with purchased goods, training and services.

We process your personal information for the following purposes:

• to register for an account on our Customer Ordering System
• to purchase goods and services
• register for events and training courses
• to view tailored content on our website
• to provide you with a weekly newsletter alerting you to new articles, offers, services and training opportunities if you opt to receive
• to respond to queries and customer feedback including through our live chat function
• to review and evaluate our services and to make service improvements where appropriate

The categories of information that we collect, hold and share

We collect different types of Personal Data and Special Category Data depending on the activity being undertaken.

We may collect the following types of information:

• your personal information such as name, role, contact information, address and IP address.

The lawful basis on which we use this information

We collect and use the information you provide us with ensuring that we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA2018) requirements for processing through:

• Article 6(1)(e) – the processing is necessary to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

These articles under the UK GDPR and the DPA2018 are supported by the following specific legislation:

• Local Authorities Government (Goods & Services) Act 1970.

Storing and Securing Data

The personal information you provide to us will be shared with 247 Commerce who are the provider of our Customer Ordering system and act as a data processor on the County Council’s behalf. 247 Commerce stores information relating to the goods or services you have purchased and are required to comply with our instructions and may only process personal data outside of the UK in accordance with the UK GDPR.

The County Council will also process your personal data and have policies and procedures in place to ensure the personal data we hold is:

• prevented from being accidentally or deliberately compromised
• accessed, altered, disclosed or deleted only by those authorised to do so
• accurate and complete in relation to why we are processing it
• continually accessible and usable with daily backups
• protected by levels of security ‘appropriate’ to the risks presented by our processing.

The County Council also ensures its IT Department is certified to the internationally recognised standard for information security management, ISO27001.

Who do we share information with?

We do not share information with anyone unless there is a lawful basis that allows us to do so. The information then shared under a lawful basis will be necessary, relevant and proportional to the task being undertaken and will only be processed in line with the purposes stated above.

Requesting access to your personal data and your rights

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information please contact the Children’s Services Department’s Subject Access Request (SAR) Team, whose contact details alongside further information around the process can be found via: Access to your records

You also have the right to:

• prevent processing for the purpose of direct marketing unless we have your consent
• object to decisions being taken by solely automated means
• ask to have your personal information deleted
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
• claim compensation for damages caused by a breach of the Data Protection regulations.

If you have a concern about the way we are collecting or using your personal data, you can raise your concern with us in the first instance or you can go directly to the Information Commissioner’s Office, as the supervisory authority.

Contact details

For further information about County Supplies please visit our website - Hampshire County Supplies.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.