Collection of personal data

We collect and process personal data about both the suppliers to the Döhle Group and for any administered client entities in order to manage the relationship, contract, to receive services from the suppliers and, where relevant, to provide professional services to our client entities or their clients. The personal data is generally referred to as “business card data” and will usually include name, trading address, employer name, phone, email and other business contact details and all communications with us.

We may also obtain bank account details for the settling of invoices.

Use of personal data

We use personal data for the following purposes.

Receiving services

We process personal data in relation to our suppliers and their staff as necessary to receive the services.

Lawful basisLegitimate interests

This processing of personal data by us is necessary for the purposes of the legitimate interests pursued by us in receiving services.

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.

Lawful basisLegitimate interests

This processing of personal data by us is necessary for the purposes of the legitimate interests pursued by us in providing professional services and our client in receiving professional services as part of running their organisation.

Administering, managing and developing our businesses and services

We may process personal data in order to run our business, including:

  • managing our relationship with suppliers;
  • developing our businesses and services (such as identifying client needs and improvements in service delivery); and
  • maintaining and using IT systems.

Lawful basisLegitimate interests

This processing is necessary for the purposes of the legitimate interests pursued by us to administer, manage and develop our business and services.

Complying with any requirement of law, regulation or a professional body of which we are a member

As with any provider of professional services, we are subject to legal, regulatory and professional obligations.  We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.

Lawful basis: Legal obligation and legitimate interests

This processing is necessary for us to comply with a legal obligation; for example, when conducting supplier due diligence checks and, where we do not have a legal obligation, we have a legitimate interest in processing personal data as necessary to meet our regulatory or professional obligations.

When and how we share personal data and who we share it with

Supplier data may be shared within the Döhle Group in order to maintain a high level of service and continuity if other members of the Döhle Group wish to engage the supplier for good or services.

The Döhle Group will not sell or otherwise release supplier data contained to third parties for the purpose of allowing them to market their own products and services.

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).  Personal data will be retained about our contacts with our suppliers for as long as it is necessary for the purposes set out above (e.g. for as long as we have, or need to keep a record of, a relationship with a contact, which is for the duration of our relationship with a contact or their organisation) and then deleted in line with our deletion and retention policies.

Personal data may be held for longer periods where extended retention periods are required by law or regulation and in order to establish, exercise or defend our legal rights.