Supplier Privacy Notice

UK GDPR

Welcome to BG Parenting’s privacy notice. This privacy notice is intended for clients and potential clients. If you are a supplier, please see our Main Privacy Notice.

We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to provide information on how we collect and process your personal data (including when you visit our website), your privacy rights and how data protection law protects you.

This privacy notice is provided in a layered format so you can click through to the specific areas set out below. 

  1. Who we are and important information
  2. The personal data we collect about you
  3. How we collect your personal data
  4. How we use your personal data
  5. Who we share your personal data with
  6. International transfers
  7. Data security
  8. Data retention
  9. Your legal rights
  10. Changes to this notice and your duty to inform us of changes
  11. Queries, requests or concerns

1 Who we are and important information

What is the purpose of this privacy notice?

This privacy notice aims to give you information on how we collect and process your personal data, including any data you may provide through quoting, invoicing or contacting us directly through whatsapp, email or phone call.

You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Data controller(s)

BG Parenting is the controller and responsible for your personal data (collectively referred to as “BG Parenting”, “we”, “us”, or “our” in this privacy notice). Our contact details are:

Address: BG Parenting, 24 Berwick Road, Bristol, BS5 6NG

Email: hello@bgparenting.co.uk

Telephone: 07792394115

For all data matters, contact Bigi Luetchford using the contact details above.

2 The personal data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioner’s Office.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, title, pronouns, date of birth, and gender identity
  • Contact Data includes postal address, email address and telephone number
  • Financial Data includes bank account details

We do not collect any Special Categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to supply us with administrative services). In this case, we may have to cancel the contract you have with us but we will notify you if this is the case at the time.

3 How we collect your personal data

We use different methods to collect data from and about you including:

  • Directly. You may give us your Identity, Contact or Financial data by filling in forms, corresponding with us by post, phone, email or otherwise, or selling us goods or services. This includes personal data you provide when you:
    • Provide a quote for goods or services
    • Sign a contract with us to provide goods or services
    • Invoice us for goods or services
  • Indirectly from publicly available sources. We may collect Identity and Contact data from publicly available sources such as your business website.

4 How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Performance of Contract. This means processing data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
  • Legitimate Interest. This means the interest of our business in conducting and managing our business to enable us to give the best service and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us using the details in Section 1. 
  • Comply with a legal or regulatory obligation. This means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us using the details in Section 1 if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity

Type of data

Lawful basis for processing, including basis of legitimate interest

To make enquiries about the supply of goods or services

(a) Identity
(b) Contact

Necessary for our legitimate interests (to gain new suppliers and maintain and develop our business)

To obtain a quote for the supply of goods or services

(a) Identity
(b) Contact

(c) Financial

Performance of a contract with you

To onboard you as a new supplier including:
(a) Signing a contract

(b) Paying your first (or only) bills

(a) Identity
(b) Contact

(c) Financial

(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation

To  manage our relationship with you including:
(a) Responding to communications via phone call, email, Whatsapp, social media and others

(b) Arranging the delivery of goods or services

(a) Identity
(b) Contact

Performance of a contract with you

To pay you for goods and services you have provided

(a) Identity
(b) Contact

(c) Financial

(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation

To make claims for reimbursement from the Access to Work scheme including:
Providing the scheme with your name, contact and payment details
Attaching your invoice

(a) Identity
(b) Contact

(c) Financial

Necessary for our legitimate interests (to claim reimbursement from the Government run ‘Access to Work’ scheme)

Change of purpose

We will only use our personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us using the details in Section 1.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5 Who we share your personal data with

We may have to share your personal data with the parties set out below for the purposes set out in the table in Section 4 above. 

  • External third-party service providers:
    • Providers acting as processors based in the UK who provide administrative services.
    • Professional advisers acting as joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services. 
    • HM Revenue and Customs, regulators and other authorities acting as joint controllers based in the UK who require reporting or processing activities in certain circumstances.
  • The DWP’s Access to Work Scheme acting as a joint controller based in the UK.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third-party processors to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6 International transfers

We do not transfer your personal data outside the UK.

7 Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition we limit access to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8 Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, the applicable legal requirements.

Details of retention periods for different aspects of your personal data are available in our retention policy, which you can request from us by using the contact details in Section 1.

In some circumstances, you can ask us to delete your data; see Your legal rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary to retain such data;
  • The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics. 

If you wish to exercise any of the rights set out above, please contact us using the contact details in Section 1.

No fee required – with some exceptions

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10 Changes to this notice and your duty to inform us of changes

This version was last updated on 25 January 2024 and historic versions can be obtained by contacting us using the details in Section 1. 

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

11 Queries, requests or concerns

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact us using the details provided in Section 1.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office as follows:

Address: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113Website: https://ico.org.uk/make-a-complaint/

Last updated January 2024