Privacy Notice

Introduction

This privacy policy informs users about how IPL collects and processes their personal data when they use the Supplier Portal (“the Portal”) and about their privacy rights. This policy was prepared on 28/03/2022 and is the first version of it.

1. Controller

The Controller of your personal information is International Procurement and Logistics Limited of 1 Foxbridge Way, Normanton, England, WF6 1TN.

2. What is personal information?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed. We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as follows:

• Identify Data includes each supplier’s name, contact name and product areas supplied.
• Contact Data includes professional email addresses for the individual users of the Portal.
• Technical Data includes internet protocol (IP) address, geolocation, login data, browser type and time zone setting, when profile / password was last updated and unique account identifiers.
• Profile Data includes the last time each supplier logged in / when they signed up.
• Usage Data includes information about how each user uses the Portal.
• Communications Data includes user preferences in receiving communications from us.

3. How is your personal data collected?

• Direct interactions. The information that you provide when using the Portal, e.g. registering for an account, providing ‘read receipts’ to alerts and communications with IPL using the ‘contact us’ option.
• Automated technologies or interactions. As you interact with the Portal, certain Technical Data will automatically be collected through the use of cookies, server logs and similar technologies. Please see our cookie policy https://supplier.ipl-ltd.com/cookie-policy.
• Third Parties. We will receive read receipts and similar data from Mailchimp, a third party communications provider (further details provided, below).

4. How we use your personal data 

We have set out below a description of how we use personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Opting out

You can ask us to stop sending targeted communications by amending your preferences at the bottom of any communications received via the Portal. Important: Where you opt out of receiving these messages, you will no longer receive any communications that may confirm key updates to IPL’s policies, terms and conditions etc. It will remain the responsibility of every IPL supplier to ensure it regularly reviews the Portal to check whether key policies / procedures have changed.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, some parts of the Portal may become inaccessible or not function properly. For more information about the cookies we use, please see https://supplier.ipl-ltd.com/cookie-policy  

Change of purpose

We will only use your 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.

5. Disclosures of your personal data

Our Portal Administrators are called Design Junkie. This company is required to take appropriate security measures to protect your personal information in line with data protection law.

The Portal also uses data analytics providers like Google and a third-party communications application called MailChimp. We do not control these applications and are not responsible for them. However, these providers are required to take appropriate security measures to protect your information in line with data protection law. We encourage you to read MailChimp’s privacy policy (https://mailchimp.com/) and our cookie policy (https://supplier.ipl-ltd.com/cookie-policy).

6. International Transfers

MailChimp is based outside the UK so its processing of personal data will involve a transfer of data outside the UK. Further guidance on its controls can be found by visiting https://mailchimp.com/help/gdpr-faq/.

7. How do we protect your personal information?

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 your personal data to those employees, contractors and other third parties who have a business need to access it.

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. How long will you use my personal data for?

We will only retain personal data for as long as you are registered as a user of the Portal. We will delete the data as soon as reasonably practicable following notification that you have ceased being a supplier to IPL.

9. Your data protection rights

In relation to your personal information, you have the right to: 

• Request access (commonly known as a "data subject access request"). This enables you to request a copy of the personal information we hold about you. There are however some exemptions, which means that you may not always receive all the information we process.
• Request correction of any incomplete or inaccurate information we hold about you.
• Request erasure. This enables you to ask us to delete or remove personal information where there is no good reason for us to keep it. There are some exemptions, which means we may not be able to delete all personal information we hold about you. 
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party), and there is something about your particular situation which makes you want to object to processing on this ground.
• Request the restriction of processing of your personal information, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of the personal information you have given us to another party. The right only applies in certain situations.
• Withdraw consent where consent is the legal basis for processing your personal information. This means we will stop using this information and delete / destroy it.

We may need to request specific information from you to help us confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. You will not have to pay a fee to exercise any of your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

We try to respond to all legitimate requests within one month. Occasionally it could 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. Exercising your rights, contacts and complaints

If you have any questions about this privacy policy, are not happy with the way we have handled a request by you or wish to exercise any of your rights, please get in touch by emailing dataprotection@ipl-ltd.com

You also have the right to make a complaint to the Information Commissioner's Office. Their address is: First Contact Team. Information Commissioners Office, Waycliffe House, Water Lane, Wilmslow, SK9 5AF

11. Data Protection Officer

We have appointed a Data Protection Officer to provide independent expert advice and monitor compliance with data protection laws. You can contact our Data Protection Officer in the following ways. Please mark your correspondence ‘Data Protection Officer’.

Email: dataprotection@asda.co.uk 

Post:  Data Protection Officer, Compliance Team, Asda House, Great Wilson Street, Leeds, LS11 5AD