Suppliers and Contractors
Privacy Notice Suppliers and Contractors
Who we are
Sherwoods SW Ltd is the data controller for the personal data described in this notice.
Address and contact
Sherwoods SW Ltd, Vander House, Brunel Road, Newton Abbot, Devon, TQ12 4YQ
Email info@sherwoods.uk
Telephone 0330 390 2058
For data protection queries write to Data Protection Lead at the address above.
What this notice covers
This notice explains how we collect, use, share, and protect personal information about suppliers, subcontractors, contractors, and people who work for them, including sole traders, operatives, supervisors, managers, and administrative contacts.
It applies when you tender, onboard, deliver works or services for us, access our sites, use our systems, submit invoices, or communicate with us in connection with supply and delivery.
The personal data we collect
Depending on your role and the services you provide, we may collect and use the following categories of personal data.
Identity and contact details
Name, job title, employer or trading name, business address, work email address, work telephone number, emergency contact details where required for site safety
Engagement and onboarding information
Company details, insurances, qualifications and accreditations, training records, right to work confirmation where relevant, references where used, details needed for onboarding and compliance
Operational and delivery information
Site access details, attendance logs, job instructions, method statements, risk assessments, permits, service reports, certificates, photographs relating to works, asset and equipment details where relevant
Commercial and financial information
Bank details for payment, purchase order and invoice details, tax status where relevant, payment history and credit control activity where applicable
Communications
Emails and messages, job notes created in operational systems, and where used, call recordings and call transcriptions as described below
Where we get your personal data from
We collect personal data directly from you, from your employer, from your appointed representatives, and from information you submit through portals, email, and our business systems. We may also receive information from third parties where required for compliance, for example accreditation bodies or insurers, and from site representatives where needed for access and safety.
How we use your personal data and our lawful bases
We use personal data only where the law allows. The lawful bases we typically rely on are.
Performance of a contract
To tender, onboard, schedule, and manage delivery of works and services
To administer orders, variations, performance, quality assurance, and aftercare
To verify that required qualifications, accreditations, and insurances are in place
Legal obligation
To meet health and safety duties, including contractor management obligations
To meet financial and tax obligations, including record keeping
Legitimate interests
To manage our supply chain, performance, and service quality
To protect our business, customers, and sites, including preventing fraud, misuse, or unacceptable risk
To maintain accurate operational records and delivery history
To handle complaints, disputes, and claims
To improve processes, training, and operational effectiveness
Consent
Used only where required and where no other lawful basis applies
Call recording and transcription
We use business call recording and, where enabled, call transcription for calls relating to operational delivery, quality, training, and dispute handling.
Why we record and transcribe calls
Capturing job instructions and delivery detail
Maintaining continuity across the team
Quality monitoring, training, and coaching
Resolving disputes and complaints
Protecting our business and supporting audit trails
How you are notified
Inbound calls may include an automated message before the call connects advising that calls may be recorded
Outbound calls may be notified verbally at the start of the call or via written communication where appropriate
If you do not want a call recorded
You can request an alternative method of communication. Where possible we will accommodate this while still capturing the information needed to manage delivery and compliance.
Retention for call recordings and transcriptions
Audio recordings are kept for up to 30 days
Transcriptions are kept for up to 60 days
These limits support operational needs while reducing retention risk.
Who we share personal data with
We do not sell personal data. We may share it where necessary to deliver works, manage our relationship with you, meet legal obligations, or protect legitimate interests.
Recipients may include
Business systems providers used for job management, portals, and communications
Telephony and transcription providers used for call recording and transcription
IT support and security providers
Professional advisers such as insurers, brokers, accountants, auditors, and legal advisers
Customers or site representatives where needed to coordinate access, permits, delivery, and completion documentation
Regulators and authorities where required by law
Where we use processors, they must keep your data secure and use it only for the agreed purpose under contract.
International transfers
Where any supplier processing involves access from outside the UK, we ensure appropriate safeguards are in place such as the UK Addendum to Standard Contractual Clauses or an adequacy route where applicable.
Security of your data
We use appropriate technical and organisational measures including access controls, role based permissions, secure storage, and procedures for handling suspected data incidents.
How long we keep your personal data
We keep personal data only for as long as necessary for the purposes described, including legal, regulatory, contractual, insurance, and accounting requirements. The exact period depends on the type of record and the nature of the engagement.
Your rights
You have rights under UK GDPR including access, rectification, erasure, restriction, objection, and data portability in certain circumstances. You can contact us using the details above. We will respond in line with ICO guidance and statutory timeframes.
Complaints
You can complain to the Information Commissioner’s Office if you are unhappy with how we handle your personal data.
Last updated
18 February 2026
Interested?
For more information, contact Sherwoods today. We can discuss your needs and the level of service you prefer to create a bespoke offering that works best for you. Send us a message with your details, and we’ll get back to you at the earliest opportunity.
