How we handle supplier information

What we collect

• Your organisation's details: its name, address, tax ID, VAT and withholding tax status, and bank account.
• The names, job titles, email addresses and telephone numbers of the people you name as contacts.
• The documents you upload, such as your company affidavit and bank book. If you are an individual, this includes a copy of your ID card or passport, which only our approvers can open.
• Your answers to our data protection and safeguarding questions, and your signature on the declaration.
• A record of what you do on this site: sign-ins, changes and uploads, with the time, device type and approximate location (never your network address).

Why we collect it

• To decide whether to add you to our supplier list, and to pay you correctly.
• To meet our tax, accounting and audit obligations.
• To protect our pupils, where your work involves them or a school trip.
• To protect you and us from payment fraud: we always confirm a change to your bank details with you first.

Who sees it

Our Finance Office and a small number of named staff. We keep approved details in an Excel register on our own Microsoft 365 (SharePoint), which only those staff can open. This site is hosted by Cloudflare, and we send email through Microsoft 365. We do not sell your information or share it with anyone else, except where the law requires.

How long we keep it

While you are a supplier, and afterwards only for as long as the law and our records policy require.

Your rights

You may ask to see the information we hold about you, to correct it, or to ask us to delete it where the law allows. You can correct your details yourself by signing in and asking for a change.

To ask, or to raise a concern, please write to the Finance Office contact who invited you, and ask them to pass your message to our Data Protection Officer.