Creating a comprehensive bid library is a critical step to making your bidding more efficient and effective. A good library will contain a wide range of information about your organisation. Inevitably some of that will contain personal data that may be affected by the new General Data Protection Regulation (GDPR). While we cannot advise on how the new Regulation will impact on your business and bid library, we share in this short article how we are preparing for the changes.
What is the GDPR?
The new GDPR comes into effect on 25 May and will update the way in which we all handle, process and store personal data. If you have not heard of the Regulation by now, then I am not sure where you have been! However, if it is genuinely new to you, don’t worry but do act now by checking out the website of the Office of the Information Commissioner.
There has been a fair amount of information in mainstream and social media about how to prepare for the changes. There is also a fair amount of information out there to help companies prepare for the new Regulation, ensuring they are compliant.
How will the GDPR impact on bidding?
For those involved in bidding, there is, perhaps unsurprisingly, not much by way of guidance specific to our industry. However, this is how we are preparing for the changes with regards to our bid library.
Understand what information we are holding in the library
Our bid library is made up of copies of bids prepared for clients (where they have asked us to retain them) and our own bids for contracts.
Having audited the library, we have created a register of:
- The types of personal data we are holding
- Where we got it from
- Why we are holding it
- How long we expect we will need to hold it for
- Whether we have or will share that information
- If so, with whom and why.
The sorts of information we are holding includes:
- Names of Proposal Managers
- CVs for key personnel, including sub-contractors
- Photographs of staff at work
Understand where data has come from and with whom we share it
In most cases, personal data has been provided to us by clients. More often than not it has come from the individuals themselves. In a small number of cases, CVs may have been based on information from a person’s public profile, such as LinkedIn, but will have been validated with them ahead of submission.
Personal data from bid libraries is only shared with the end client (i.e. the organisation to whom the bid has been submitted).
What immediate changes are we making?
While the Regulation does not appear to be retrospective, as a matter of best practice, we are in the course of writing to clients to tell them what personal data we are holding and confirm whether they still wish us to hold it.
In the case of CVs we are asking if individuals still work for their company and request they notify the individual what we are holding.
Where clients request personal information is deleted, we will do so, and confirm once that has been done.
Where clients confirm an individual no longer works for them, we will also delete the data.
Post 25 May, we will be making the following changes to our practice:
- Update our contracts with clients so that we are clearer what personal data we will hold on their behalf in the bid library.
- On conclusion of a bid, remind the client the personal data we have gathered during the course of the bid process and confirm whether they want us to hold it pending outcome of the evaluation stage.
- Reconfirm at the outcome of bids whether they wish us to continue to hold the data for the future and agree a review date.
- Only retain copies of documents containing personal data where the client specifically asks us to do so and they have notified the member of staff concerned.
- In the case of CVs, we may remove copies containing personal information but retain the rest of the document to provide a record of the skills, experience and competencies the client put forward in their bid.
These and other changes will be detailed in our Privacy Statement to be published on our website, including details of how to check with us whether we are holding personal data about them.
For more information about how to find the right contract and prepare winning tenders, give Sam Nimmo a call today on 01491 902021 for a no obligation chat. Alternatively, send us an email to email@example.com or complete the enquiries form on our website.