How we handle supplier data

UK Research and Innovation (UKRI) will use your personal data in the way stated on this page if you are a current, prospective or former external supplier of goods and services to UKRI.

What information we need

We will collect personal information relating to suppliers which is needed to procure your goods and services and make payments. This may include:

  • name
  • contact details, such as a phone number, email address and postal address
  • financial information, such as your bank details, tax and insurance information
  • security information, such as CCTV images and vehicle information if you visit a UKRI site
  • equality, diversity and inclusion information, such as:
    • religion
    • ethnic group
    • sex
    • gender identity
    • sexual orientation

This information will be collected directly from you or from third parties as part of our due diligence processes, for example through carrying out credit and security checks.

Why we need your information and what we do with it

UKRI collects your personal information so that we can:

  • operate our process for organisations and individuals applying and becoming UKRI suppliers. This includes aiding in UKRI’s decision-making process for the procurement of goods and services and entering into any agreements
  • make payments to organisations and individuals for goods or services
  • comply with our legal obligations, such as preventing and detecting fraud and modern slavery
  • do equality reporting
  • perform site management and health and safety
  • handle any complaints

Who we share your information with

UK Shared Business Services (UK SBS) manage some of our procurement processes and financial services.

We may also share your personal data with other organisations we work with to enable us to fulfil our contractual and legal obligations.

How long we keep your information

We will retain your personal information for as long as necessary to fulfil the purpose for which it was collected and in accordance with our information management policy and retention schedule.

The lawful basis we process your information under

The lawful basis we use to process your personal data will depend on our interaction with you, it is likely to be:

  • performance of a contract
  • legal obligation
  • legitimate interests

The rights you have

The rights you have will depend on which lawful basis is used to collect and process your personal data.

The rights that apply regardless of what lawful basis is used are:

  • the right of access
  • the right to rectification
  • the right to be informed
  • rights related to automated decision-making including profiling

To find out information on your rights under UK data protection legislation, read your data protection rights.

Last updated: 13 December 2022

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