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Finance Privacy Notice

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

This notice provides additional privacy information for: suppliers and customers of TfGM who have financial relationships with TfGM. Please note that employees should see the “Employment and Recruitment” Privacy Notice for details of how we process your data in Finance.


Purposes

We collect [or obtain] your personal information for the following purpose(s):

  • To make payments and procure services required for operations and project delivery;
  • To raise invoices to customers for recovery of money due to TfGM;
  • To develop and maintain budgets and forecasts for TfGM;
  • To prepare and review financial results;
  • To produce annual Statements of Accounts as required by law;
  • To ensure sufficient cash funds are available to meet supplier invoice terms and other cash flow requirements;
  • To submit VAT claims and keep VAT records and accounts;
  • To manage loans taken, including repayments and interest information; and/or
  • To provide any other financial returns as required by statutory requirements in relation to taxation or other matters.

Categories of personal data

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

  • Personal details;
  • Business activities of individuals;
  • Financial details;
  • Goods and services provided;
  • licenses, permits or certificates held

We do not collect, store or use any special category personal information.


Legal basis for processing

The legal basis we rely on for processing your personal information is:

  • The processing is necessary for the performance of a contract with the data subject;
  • The processing is necessary to meet one of our legal obligations in Part II of the Transport Act 1968; the Local Transport Act 2008; Part II of the Transport Act 2000; the Accounts and Audit Regulations 2015; the Value Added Tax Act 1994, and the Value Added Tax Regulations 1995;
  • The processing is necessary for the performance of a task carried out in the public interest; and/or
  • The processing is necessary for TfGM’s legitimate interests.

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying your company for services you have provided to us), or we may be prevented from complying with our legal obligations (such as paying your company for transport services provided under s10 of the Transport Act 1968).


Information sharing recipients

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

  • Banks – for making payments to your accounts;

Sources of personal data other than the data subject

We only collect information directly from you, and do not receive your personal data from any other organisation.


Automated decisions

For this processing, all the decisions we make about you involve human intervention


Data retention criteria

Please see our Retention Schedule for information about how long we retain certain types of information for. The Retention Schedule is available from within our main Privacy Policy.


Rights of individuals

You have a right to be informed about how and why your personal information is being processed. This notice fulfils that obligation. You also have a number of other rights.

Information about the following rights is available in our Guide to Exercising Your Rights:

  • Contacting our Data Protection Officer;
  • Raising a concern with us; and/or
  • Making a compliant to the Information Commissioner

Updates

We may update or revise this Privacy Notice from time to time and provide supplementary privacy information as is necessary to TfGM’s current workforce.