NHS Commercial Solutions 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. This policy is effective from 1st October 2020.
NHS Commercial Solutions (“NHSCS”) is part of Surrey and Borders Partnership NHS Foundation Trust. Surrey and Borders NHS Foundation Trust are the accountable Data Controller for data processed by NHS Commercial Solutions.
Contact addresses are as follows:
NHS Commercial Solutions
Surrey and Borders Partnership NHS Foundation Trust
18 Mole Business Park
Surrey KT22 7AD
If you are a member or contract with NHS Commercial Solutions
NHS Commercial Solutions will collect, store and process information relating to the management of your membership or contract with us. Your contract with us will form the legal basis for this data processing, with the processing of your data essential to the management of your membership and contract with us. This will include reporting on the documents you have browsed or downloaded on our website, following which we may contact you.
NHS Commercial Solutions will collect, store and process information relating to the management of your contact with us. This will include reporting on the documents you have browsed or downloaded on our website, or details you have provided when requesting information, following which we may contact you. Your consent to the processing of information relating to the nature of your contact with us will form the legal basis for this data processing.
Data processed will include personal information relating to appropriate contacts within member organisations and non-member contacts, and will include names, job titles and appropriate work addresses & contact information.
For organisations who contract with NHS Commercial Solutions as members, or who otherwise contract with us, we will only use the information we record to manage your contract with us. This will include reporting on the documents you have browsed or downloaded on our website, following which we may contact you. Use of member or non-member information for marketing purposes will only be undertaken with your explicit consent.
What we collect
We may collect the following information:
- Name and job title
- Contact information including email address and telephone number
- Demographic information such as postcode, preferences and interests
- Other information relevant to customer surveys
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping
- We may use the information to improve our products and services
- We may periodically send promotional emails about new frameworks, opportunities, events, news, or other information which we think you may find interesting using the email address which you have provided
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
- if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at firstname.lastname@example.org
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to;
NHS Commercial Solutions
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Your rights and our promises to you
We will not use or share your information further than described above unless required to do so by law.
We will not process your personal data outside the European Economic Area.
We will retain and subsequently securely dispose of your information when no longer required, in accordance with the requirements of the Records Management Code of Practice for Health & Social Care 2016. This will typically be for either the lifetime of any contract plus the observance of additional retention aligned to financial / accounting regulations; or in the case of marketing contacts until you tell us you no longer wish to be contacted.
You have a right to request a copy of any and all records we hold that are about you, which we will provide to you within 30 days of receiving your written request.
Where we process your information on a consent basis for marketing purposes, you have the right to withdraw this consent and to exercise your right to be forgotten at any time you wish by simply letting us know.
We will correct any factual errors within your records.
We will process personal information according to the Data Protection Act (2018), the EU General Data Protection Regulation, and the Privacy & Electronic Communications Regulations at all times.
You have a statutory right to raise a complaint with the Information Commissioner’s Office if you feel we have failed to honour your rights under Data Protection legislation.