Service Providers and Suppliers Privacy Notice

This privacy notice sets out:

what data we collect from you
how we use it
why we need it
who we share it with
how long we keep it for

We are committed to ensuring that your privacy is protected. All personal identifiable information about you that either you provide to us, or is given to us by a third party, will only be used in accordance with this privacy notice.

We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

Who does this notice apply to?

This notice applies to any sole trader, partner, director or employee of a company who offers goods and services to us, or to our clients in relation to the work we are doing for them; From office stationary suppliers who sell us pens and paper, to expert witnesses who give evidence in our clients' litigation cases.

What data do we collect?

Primarily we may collect contact details from publicly available sources; websites, marketing material you or your company have produced, telephone directories, etc.
We may be given your contact details by third parties in the form of a recommendation or referral
Any communications between us concerning the products or services you offer, including telephone calls
When visiting our offices your image your image may be recorded on security cameras in and around our buildings
In the course of doing business, we will acquire quotes, invoices and payment details from you

What do we do with the information and why do we need it?

We use the information we hold about you in order to contact you regarding the goods or services you provide to us or offer to us. We may ask for quotes, place orders or make general business enquiries
We may review the information we hold about you, including feedback we receive from our staff and clients, before placing orders to ensure we get the best result and value for ourselves and our clients
Financial details are only used to make payments to you
We may refer to our security camera footage in the event that there is any cause for concern or disturbance involving our staff

Who has access to the data?

Your contact details and correspondence is available to our staff
If you provide goods or services as part of the work we are doing for our clients, we will share your data with the client and other third parties involved in the case as necessary
Your financial details are available to our Finance Department and are stored in our accounting system. These will be shared with our bank in order to make payments to you

How long do we keep it for?

We will keep your contact details indefinitely or until we find them to be out of date or no longer of use
If you request us to do so, we will destroy your information, providing we do not need it for one of the reasons below
If we do business, details of that transaction, including quotes, invoices, communications will be held for 6 years and then destroyed within a year
If you provide goods or services as part of work we are doing for our clients, your details may be stored as part of our client's file and usually kept for 6 years after the work is finished. This retention period may be longer or shorter in the following circumstances:
- Where our client is a child, the file is retained until the child reaches the age of 24
- For commercial leases, the file is retained until the expiry of the commercial lease
- Where your matter involves the formation of a trust the file is retained until the expiry of the trust

Further information

Please email David Polson, our Data Protection Officer at dataprotection@battens.co.uk

Last Updated: 20/09/2023