Privacy Policy 2018-05-23T09:07:27+00:00

Privacy Policy

This privacy policy sets out our current approach and demonstrates our commitment to your privacy. Mi Concepts provides business-to-business services where personal data may from time to time be processed, and when we do have access to such personal data we want to make sure that we do not use your data in a way that you wouldn’t expect. Our privacy policy tells you how we use your data and how you can control the use of your data. If, once you have read this policy, you wish to make any changes to the way we use your data or if you have any questions please contact  – enquiries@miconcepts.co.uk

By using Mi Procurement and Mi Contract Portal services (henceforth “Portals”), you expressly agree to the collection and use of your information for the purposes set out in this privacy policy.

1. This Privacy Policy

1.1 Mi Concepts is a Limited Company, Registration Number: 08756870 which owns and hosts specialist portals for conducting the procurement process, and managing public sector contracts, including framework agreements where there will be further competitive process conducted online, as well as tracking spending.

1.2 We are committed to protecting all personal data that we may be given where a sole proprietor or where partners use our service. Please read this privacy policy carefully as it contains important information about our use of your information. It explains what information we collect about you, and how we use it, including when we might disclose it to third parties.

1.3 Our products and services are not designed to appeal to or to be sold to persons under the age of 18. Therefore, we do not knowingly attempt to solicit or receive any information from children.

2. What information do we collect?

2.1 So that your authority or business can benefit from our framework agreements, and the necessary online portal services to facilitate this, you will need to submit your company details to Mi Concepts and, as part of that process some of the information will be personal to you including your name, email address, IP information and contact number.

    2.1.1 We also collect an address and VAT number from business customers.

   2.1.2 We also collect financial records, certificates, declarations, address and VAT number from Suppliers on Mi Procurement, as part of the tender process. This may include sole proprietors, and could encompass any other necessary information for the purposes of completing the tender process for a contract under the Public Contracts Regulations, and as may be specified by contracting authorities and clients as a requirement.

   2.1.3 Your information is collected once you have access to one of our portals by way of login, and profile building facilities for individuals within your organisation. We will process your information on the basis that you have a username and password and have then proceeded to use the portal services in accordance with our user agreements. If you do not use any of our services we will only process personal data where you have given us your explicit consent to contact you about the services we provide.

2.2 For the avoidance of doubt we do not process sensitive personal data as defined by the GDPR as data consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation.

3. How do we use your information?

3.1. We process the data you provide when you subscribe to our portal service/s and in doing so where we process your data we will process it legally in accordance with Article 6 1 b) of the GDPR as you will be in contract with us or, you may be considering whether to use our service/s.

3.2. Where you are not in contract with us the legal basis for us to process any personal data would revert to consent Article 6 1 a).There may be other legitimate reasons that make it legal for us to process your data. A list is provided at the end of this privacy policy.

3.3. We may use the information collected to personalise your experience as part of our service, to help you to log-in in future and to help you to continue to use the service/s. Where we have your explicit consent we may, from time to time, use your information to let you know about similar products, services or deals which may be of interest or benefit to you.

3.4. We also use your information to stop the sign up of an account where we suspect an account may be used for fraud reasons, this is subject to an automated decision but does not have any legal effect on a data subject.

4. How long do we keep your personal information?

4.1. When you submit your information to Mi Concepts but do not use the service any personal data is retained for no longer than 12 months. Except;

    4.1.1. If you submit a tender, in whole or in part, on Mi Procurement, Mi Concepts will store your data for up to 7 years, unless you expressly tell us otherwise in writing. The sole purpose of this is to make it easier for Suppliers to reapply for contract opportunities online.

    4.1.2. If you are successfully appointed to a Framework Agreement that operates through Mi Contract Portal. The period of 12 months of no-use only begins at the end of the Contract Period for that Framework, including any extensions under the Contract Terms.

    4.1.3. If you have purchased or supplied any services, works or supplies as a result of a Framework Contract Mi Concepts will store your data for a minimum of 7 years, as part of Mi Concepts responsibility to record financial data and publish public procurement spending.

    4.1.4. Where you have paid a subscription, or any other fees to Mi Concepts, over the course of using the portals and other services, Mi Concepts is obliged to keep financial records for a minimum of 7 years. These may include information such as name, address, email address and telephone number.

4.2. Where we have provided a portal service to you in the past but the account has lapsed at its anniversary due to non-renewal we may retain details of your transaction for up to 7 years so that we can comply with regulations and provide subject access requests.

5. Sharing information with Third Parties.

5.1. We will only disclose your personal information to third parties if needed to provide our services. Where we do use a third party who is given access to your data every care is taken to make enquiry to satisfy ourselves that they comply with GDPR. We carry out due diligence checks to ensure that their services are compliant and secure.

    5.1.1. Mi Concepts will publish publicly any spending under any of the Frameworks conducted through Mi Contract Portal. It will also publish details of Call-Off contracts such as, but not limited to, value, location and type, This will include the full name, address, companies house number, telephone number and email address of the successful supplier and relevant contracting authority.

    5.1.2. Mi Concepts is bound by Law to publish details of Suppliers appointed to its Frameworks, as well as details of spending value, lots, and other information in line with the Public Contracts Regulations.

5.2. From time to time we use third party suppliers and service providers. Where any service provider collects information directly from you will be notified of the involvement of the supplier or service provider, and all information disclosures you make will be strictly optional.

5.3. We use third party hosting partners to provide our portals, and associated services, necessary to maintain your data securely, administer or develop our systems and services to you. If we do information is only given to those third parties for that limited purpose and subject to those third parties agreeing to keep the information secure.

5.4. In addition, we may provide aggregate statistics about our customers; sales, traffic patterns and related website information to reputable third-parties, but these statistics will include no personally identifying information.

6. Legal disclosure

6.1. We may disclose personal data to the extent permitted or required under any enactment, by rule of law, order of the Court, as requested by other government law enforcement authority, to enforce our legal rights, to operate our systems properly, or to protect ourselves or our users.

7. Your consent and your rights

7.1. You acknowledge and agree that in the course of registering and using our portal service/s and any services offered via links within our website, certain information about you may be captured electronically or otherwise and transmitted to us or and, potentially, to any third parties as set out above, or to third parties who host our web servers or assist us in maintaining our website/s and portal service/s.

7.2. Under the GDPR where we process personal information about an individual, including the personal information of sole proprietors, partners and company employees you have the following rights:

  • To know that your data is being processed and to make a ‘Subject Access Request’;
  • To access your personal data free of charge;
  • To data portability without undue delay;
  • To have your information corrected if inaccurate (Including ensuring any third party puts right any inaccuracy);
  • To request that your data be erased;
  • To restrict processing;
  • To object to processing and;
  • To rights relating to automated decision making and profiling

We have policies in place to assist you with any of the above rights, which you may contact us about at enquiries@miconcepts.co.uk

7.3. You have a legal right to see a copy of the information we hold about you, this is referred to as a Subject Access Request or SAR. When you request a SAR it is provided free of charge and within 30 days however, we will need to ask for identification and where applicable authority to release information to a person appointed to act on your behalf. You should make your request to enquiries@miconcepts.co.uk

    7.3.1. Further copies, are requests deemed to be excessive are chargeable. A copy of Mi Concepts SAR policy is also available upon request.

7.4. You also have the right, in relation to your personal data held outside of your login/user profiles to correct any errors in the information that we hold about you however, when using the portal service/s in the capacity of business to business affairs you are responsible for keeping your information within your user account accurate and up to date.

8. What are ‘Cookies’ and how do we use them?

8.1. Our website uses cookies. A cookie is a small file of letters and numbers that we put on your computer or device if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and also allows us to improve our site and services. The cookies we use are “analytical” cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works, for example by ensuring that users are finding what they are looking for easily.

8.2. Most browsers accept cookies automatically, but usually you can alter the settings of your browser to prevent automatic acceptance. If you choose not to receive cookies, you may not be able to use certain features of this website.

8.3. We may conduct analyses of user traffic. These analyses will be performed through the use of IP addresses and cookies which are required to ensure a secure server connection. We do not use cookies to store any personal data or browsing habits.

9. Changes to privacy policy

9.1. We reserve the right to add to or change the terms of this privacy policy in our sole discretion, without prior notice to you. If we change this privacy policy, we will post the new privacy policy on the website, and it will become effective from the time of posting to the website. Please visit this privacy policy on a regular basis to make sure you have read the latest version and you understand what we do with your information. Wherever possible, we will give you notice of any changes prior to their implementation.

10. General

10.1. Our website and our portal/s contains links to other affiliate websites. Please be aware that save for those websites owned by us, we are not responsible for the privacy policies of such other sites. We encourage users to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by our website and our portal/s.

10.2. We are not responsible for any third party offering goods and services via websites linked to our website or portal/s and what they propose to do with information about you. To that end please ensure you read their terms and conditions carefully.

11. What to do if you have a Complaint.

11.1. If you are unhappy with any aspect of personal privacy as part of our service you may complain to us by contacting – enquiries@miconcepts.co.uk – If you are dissatisfied once we have dealt with your complaint you are entitled to contact the ICO whose contact information is available at www.ico.org.uk where you can also find further information about data protection issues.

12. Contact

12.1. If you have any questions about our privacy policy or the information we hold about you please email enquiries@miconcepts.co.uk

13. LEGAL BASIS FOR PROCESSING TABLE – MI CONCEPTS

Platform Our use of your data Legal basis for processing
Mi Contract Portal
Mi Procurement
To carry our contract with you to provide you with a buyer/supplier portal service including processing payment, sending notifications and where required to provide advice. Necessary for the performance of our contract with you or to take steps to enter into a contract with you.
Mi Procurement To notify you of tender opportunities related to your industry. Our use of your data is necessary for our legitimate interest in providing the Mi Procurement service as it is intended.
Mi Contract Portal
Mi Procurement
To advise you of any changes to our service. Necessary for the performance of our contract with you or to take steps to enter into a contract with you.
Mi Concepts Ltd. To send you marketing information about our services that may be of interest to you. You have given your consent for us to contact you.
Mi Concepts Ltd.
Mi Contract Portal
Mi Procurement
To manage the effectiveness of our online services and to deliver our services to you. You have given your consent for us to contact you.
Mi Concepts Ltd. To make recommendations about our products and services. You have given your consent for us to contact you.
Mi Concepts Ltd.
Mi Contract Portal
Mi Procurement
To make sure that the content of our websites and our portals are presented as effectively as possible so that you can use the service effectively. Our use of your data is necessary for our legitimate interest of making sure that the service we provide is managed effectively.
Mi Concepts Ltd.
Mi Procurement
Mi Contract Portal
To create statistical information which will help us manage the service we provide and make improvements to the service. Our use of your data is necessary for our legitimate interest of making sure that the service we provide is managed effectively.
Mi Concepts Ltd.
Mi Procurement
Mi Contract Portal
To allow our customers to access the interactive features of the website and any portals. Our use of your data is necessary for our legitimate interest of making sure that the service we provide is managed effectively.
Mi Procurement
Mi Contract Portal
To monitor and retain copies of communications relating to the portal service provided. The monitoring of your user data and communications is necessary for legitimate interest to safeguard user policy.
Mi Concepts Ltd.
Mi Procurement
Mi Contract Portal
To protect your personal information when you use our websites and portal services, and when you make a purchase or payment. To protect your data and your identity.
Mi Concepts Ltd.
Mi Procurement
Mi Contract Portal
To monitor our website and service to make sure it is functioning correctly and to its optimum and to be able to correct any issues to improve the customer journey. Our use of your data is necessary for our legitimate interest of making sure that the service we provide is managed effectively
Mi Contract Portal To create statistical information which will be used to assess user performance, generate KPI reports and feedback, as part of our contractual obligation. Necessary for the performance of our contract with you.
Mi Procurement To assess your details as part of the procurement process. Necessary for the performance of our contract with you or to take steps to enter into a contract with you.
Mi Procurement To store your data for you to be able to submit tenders without having to re-input data. Necessary for the performance of our contract with you or to take steps to enter into a contract with you.