This notice provides details of what information we collect from you, what we do with it, and who it might be shared with.

Identity and contact details of the controller and the data protection officer

Falkirk Council is the data controller. You can contact the data protection officer at:

Data Protection Officer
Municipal Buildings
West Bridge Street
Falkirk
FK1 5RS

Frequently asked questions


Why do we collect this information?

The purpose of publishing a call for tender is to open the competition, to increase the choice of potential suppliers, thereby allowing achieving a better value for money result, while at the same time developing market opportunities for organisations.

For contract monitoring we routinely gather information and data which is essential in measuring supplier/service provider/contractor performance and ensuring that organisations contracted to Falkirk Council are fulfilling their contractual obligations.

The information is being collected for the following purposes:

  1. Hold the contact details of the office holder within an organisation responsible for submitting a bid to the Council.
  2. Evaluate the proposals received in response to a call for tender.
  3. To facilitate the exchange of relevant employee information in accordance with the Transfer of Undertaking (Protection of Employment) Regulations 2006 UPE legislation, where applicable.
  4. To confirm and measure how well organisations are delivering contractual requirements.
  5. Ensure Providers demonstrate the existence and implementation of systems to ensure effective working practices are appropriate to any standards required by the Council and the needs and wishes of service users.

The legal basis for each purpose is set out below:

Legal basis Purpose
Consent  
Performance of a contract 1,2,3,4,5
Legal obligation  
Vital interests  
Task carried out in the public interest 1,2,3,4,5
Legitimate interests  

What information do we collect about you?

We collect:

  • Your name, address and contact information including email address and telephone number, date of birth and gender.
  • Details of your and your proposed staff or subcontractors qualifications, skills, experience and employment history, including start and end dates, with previous and current employers.
  • Professional memberships and qualifications including membership numbers and copies of photographic membership cards
  • Registration with professional bodies including membership/registration numbers
  • European Single Procurement Document (ESPD) organisational information you provide relating to criminal convictions, payment of taxes / social security contributions, blacklisting, environmental, social and labour law, insolvency, grave professional misconduct and conflicts of interest, early termination, misrepresentation, suitability, economic or financial standing including credit check rating and insurance policies, technical or professional ability, quality assurance schemes & environmental management standards.
  • Any other information contained within CVs and submitted qualitative criteria method statements
  • Submitted commercial criteria information including tender pricing
  • Information required in accordance with TUPE legislation including terms and conditions of employment.
  • Information to feed into the Council's contract management framework.

Where do we collect information from?

We collect information from you:

  • From electronic submissions for a tender exercise or invitation to quote and any subsequent tender or ESPD clarifications.
  • Through paper, electronic and telephone correspondence with you.

Who might we share your information with?

We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.


Will we send your information outwith the UK?

We do not transfer your information outwith the UK.


How long do we keep hold of your information?

All unsuccessful tenders will normally be retained for one year.

Successful tenders and consequent contracts shall normally be retained for 5 years after completion of the contract.


What are my rights in relation to the information held about me?

You have the following rights:

  • To see any information held about you by making a subject access request.
  • To withdraw consent at any time, where the legal basis for processing is consent.
  • To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
  • To request rectification or erasure of your information, where data protection legislation allows this.

Do I have a right to complain about the way information has been used?

If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow, Cheshire
SK9 5AF
0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Do I have to provide my personal data to you?

You will be required to provide information if it is a requirement for the delivery of a contract, for example TUPE.


Do you use any automated processes to make decisions about me?

We do not use automated decision making processes.


This notice was last updated in May 2018.