Suppliers (Including Subcontractors and Associated Individuals) and Personal Data

Collection​ ​of​ ​personal ​data

We collect and process personal data about our suppliers (including subcontractors and individuals associated with our suppliers and subcontractors) in order to manage the relationship, contract, to receive services from our suppliers and, where relevant, to provide professional services to our clients.

Use​ ​of​ ​personal​ data

  • Receiving services

We process personal data in relation to our suppliers and their staff as necessary to receive the services. For example, where a supplier is providing us with facilities management or other outsourced services, we will process personal data about those individuals that are providing services to us.

  • Providing professional services to clients

Where a supplier is helping us to deliver professional services to our clients, we process personal data about the individuals involved in providing the services in order to administer and manage our relationship with the supplier and the relevant individuals and to provide such services to our clients (for example, where our supplier is providing people to work with us as part of a AW team providing professional services to our clients).

  • Administering, managing and developing our businesses and services
    In order to run our business, we need to use personal data:
  • Managing our relationship with suppliers;
  • Developing our businesses and services (such as identifying client needs and improvements in service delivery);
  • Maintaining and using IT systems;
  • Hosting or facilitating the hosting of events; and
  • Administering and managing our website and systems and applications.
  • Security

We are continuously detecting, investigating and resolving security threats to protect our and our clients’ information and some of these processes will include personal data, for example scanning emails to prevent phishing attacks.

  • Quality and Governance

As part of our engagement process we collect and hold personal data. During the engagement process we perform non-invasive checks with third parties to confirm that we are legally able to act for the individual(s) or business(s). This process may also involve the use of credit checking agencies. We will also contact your previous accountants to confirm that we are acting for you and to obtain relevant information from them which may contain personal data. In the unfortunate case that you choose to leave AW we will provide this information to your next accountants if required.

Whilst you remain a client of AW, we will monitor the quality of services we provide to you; this may involve processing personal data that is stored on your file.

  • Providing our clients with information about us and our range of services 
    Unless you tell us not to, we use client business contact details to provide information that we think will be of interest about us and our services.  For example, industry updates and insights, other services that may be relevant and invites to events. You can opt out of these communications by clicking on the unsubscribe link on the email or by notifying your partner or relationship manager  
  • Complying with any requirement of law, regulation or a professional body of which we are a member
    The AW group is subject to a number of legal, regulatory and professional obligations that vary across the group. In order to demonstrate our services are compliant with these standards we need to keep certain records which may include personal data. In addition we are subject to inspections from these bodies which may include personal data.

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).   

In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other documentary evidence created in the provision of services is ten years.