STAR (shared procurement) privacy notice

Our core data protection obligations and commitments are set out in the Council’s primary privacy notice

This notice provides additional privacy information for: 

  • People accessing the STAR Procurement Service
  • Partners working with STAR
  • Customers of STAR


Trafford Council hosts a shared procurement service with Rochdale, Stockport and Tameside Councils called STAR Procurement.

The aim of STAR is to provide a coherent, partner led approach to local authority procurement. STAR also provides procurement services and wider consultancy services outside of its Partners on a range of activities including, but not limited to, business strategy, social value, organisational and change management, business reviews, collaboration reviews, feasibility studies and options appraisals.

During the course of our business we will collect, or obtain your personal information for the following purpose(s):

  • To evaluate the proposals received in response to a call for quotation/tender referring to exclusion and award criteria as set out in an Invitation to Tender or Invitation to Quote document
  • Contacting you in connection with a procurement exercise and/or procurement opportunity
  • Contacting you in respect of establishing or managing a contract between one of our Partners and/or Customers and their suppliers
  • To confirm that you are registered with HMRC for self-assessment tax purposes (where you are a self-employed trader, using your UTR number)
  • To enable tenderers to price their bids for replacement contracts when the Transfer of Undertakings (Protection of Employment) Regulations apply
  • Contacting you in connection with a CAR review
  • Contacting you in connection with an SLA/Contract for Services
  • The fulfilment of our obligations arising under any SLA/Contract for Services, including CAR Reviews and to ensure effective communication between us and Client
  • Considering requests made under the Freedom of Information Act 2000 and the Environmental Information Regulations 2004

Categories of personal data

In order to carry out these purposes we collect and obtain:

  • Contact information including name, address, telephone number and email address
  • Identity information and documentation
  • Job Title
  • Salary, age, pension, length of service, job title, job grade, and other workforce information for replacement contracts when the Transfer of Undertakings (Protection of Employment) Regulations apply
  • Information contained in complaints and allegations of misconduct made during the course of a procurement exercise or subsequent delivery of contract
  • Information provided about breach of the grounds for exclusion set out in Regulation 57 of the Public Contracts Regulation 2015

Legal basis for processing

The legal basis for processing your personal information is:

  • The Local Government Act 2003
  • The Public Contracts Regulations 2015
  • The Transparency Code 2015

Consequences if information is not provided

If you do not provide certain information when requested we may not be able to perform the contract we have entered into with you or we may be prevented from complying with our legal obligations.

Information sharing/recipients

We may share personal information about you with the following types of organisations:

  • Partner local authority employees involved with the management of the contract or framework once awarded
  • Other public authorities and public partnerships (e.g. councils, schools, NHS providers, Police, government departments etc.)
  • Enforcers and regulators, including the Local Government Ombudsman, the Care Quality Commission, Ofsted, HMRC and the Health and Safety Executive
  • External consultants in the evaluation team of your submitted tender 
  • Voluntary and non-commercial sector organisations that help us deliver services
  • People and organisations that have been nominated as referees by tenderers
  • People and organisations that suppliers, service providers or contractors have asked us to provide a reference to
  • Businesses that we contract with to help us deliver services
  • Internal and External Auditors and Inspectors
  • Cabinet Office
  • Debt recovery services, bailiffs and investigators where necessary to recover a debt owed to us. 
  • The Disclosure and Barring Services, Disclosure Scotland their equivalents in other countries (where a basic disclosure or DBS check is required in respect of a particular role) and agents who submit details to such an organisation on our behalf.

As well as information collected directly from you, we also obtain or receive information from:

  • Personal information collected from suppliers as part of their tender submissions and ongoing contract management arrangements.
  • Personal information may also be collected from existing suppliers where the re-procurement of a contract involves the transfer of staff from an existing employer to the new contract holder in accordance with TUPE legislation.
  • Employee, Elected Member and service user personal information is collected for the purpose of making travel and hotel bookings.
  • Personal information is collected from the supplier of the agency workers contract
  • Personal information may also be collected from Clients in connection with our obligations arising under any SLA/Contract for Services in order to undertake the contracted work required

We may also obtain and receive information from other organisations including:

  • Social Value Portal
  • The Chest (on registering you will be provided with a copy of the Privacy Notice as part of the Terms and Conditions)


When you visit we use cookies to gather information and details about your visit.

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Category 4: Targeting Cookies or Advertising Cookies


SharpSpring Tracking Cookie and Session Identifier Tokens. These cookies are used to track visitors and form submissions.​

Category 1: Necessary Cookies


Session Token for Star Procurement Website.

Category 2: Performance Cookies


Cookies used to track preferences on the SharpSpring Marketing Website.

Category 4: Targeting Cookies or Advertising Cookies


These cookies will usually be third-party cookies, although if a user is visiting the advertising network’s own website it is technically possible these could be first party. They will always be persistent but time-limited cookies.

These cookies can be associated with services provided by the third party but this is not always the case. These cookies contain a unique key that is able to distinguish individual users’ browsing habits or store code that can be translated into a set of browsing habits or preferences using information stored elsewhere.


Automated decisions

All the decisions we make about you involve human intervention and are not automated.

Data retention/criteria 

We will only keep your personal information for as long as the law specifies or where the law does not specify this, for the length of time determined by our business requirements.

Rights of individuals

Information about:

  • exercising your rights
  • contacting our Data Protection Officer
  • raising a concern with us, or
  • making a complaint to the Information Commissioner

is accessible in our guide on exercising your rights, found on our data protection page.

If you wish to complain to the Information Commissioner the contact details are:

Information Commissioner's Office, Wycliffe House Water Lane, Wilmslow, Cheshire SK9 5AF

Updates (notice)

We may update or revise this Privacy Notice at any time so please refer back to this page for the most up-to-date version. 

This page was last modified: Friday 29 May 2020 14:04