Supplier
administration

Suppliers and subcontractors
We use your information in order to administer and manage the relationship between the Company and the entity you represent or are employed by, which is a supplier or subcontractor of BAE Systems.
This Notice should be read in conjunction with the Overview and the Definitions, including, in particular, the table of categories of information.
 
Where the supplier or subcontractor is an individual, this Notice should be read in conjunction with our Credit Reporting Policy.
 

Supplier Administration

 
What processing activities do you undertake that include my information?
 
You liaise with us on behalf of one of our suppliers or subcontractors.  As such we process your information as needed to administer and manage such supplier or subcontractor's relationship with the Company and maintain the general records necessary to do this. 
This includes:
  • communicating with you in connection with the relevant supplier or subcontractor's business with us;
  • contacting you to obtain pricing information and to finalise the procurement process regarding the supplier's goods and services;
  • facilitating payment for goods and services;
  • creating, managing and maintaining supplier databases, including organisational charts;
  • administering shared data environments and maintaining an auditable record of all information requests and transactions;
  • arranging and set up of individual user accounts and to enable the users to share contact details easily within a project;
  • keeping records and audit information relating to our suppliers or subcontractors, including payment reports, minutes of meetings and other notes;
  • assessing and evaluating supplier / subcontractor performance;
  • conducting surveys for benchmarking and identifying improved ways of working (these will often be anonymous but may include profiling data to support analysis of results); and 
  • providing training, where appropriate.
What categories of information are included in these processing activities?
 
To manage your relationship with us, we process identity information, contact information, business information, financial data and vetting data.
 
What is the reason for these processing activities? 
 
We use your information to manage and administer your relationship with us and the activities listed in this Notice, which will be related to the business of the relevant supplier or subcontractor.
 
This includes: 
 
  • undertaking normal business operations and maintaining a dialogue with our suppliers and subcontractors;
  • allowing us to work collaboratively with our suppliers and contractors;
  • ensuring compliance with Export Control and other legal requirements placed upon us both by Australian and non-Australian laws; and
  • training our suppliers and subcontractors’ where appropriate and disclosing the training results where required.
 
To the extent that you did not get this information from me, how did you collect it?
 
Some of this information will come from internal sources, such as your BAE Systems contact. 
 
Other information may come from the relevant supplier or subcontractor, your employer, partners, customers, other suppliers and the Company's other business partners. 
 
We may also receive information from other sources as set out in this Notice.
 
Who do you share this information with?
 
This information may be shared internally for the purposes described above and will be shared with our parent company BAE Systems Plc.
 
In addition, some of your information may be shared externally with any relevant supplier or subcontractor as needed (including, without limitation, Experian, Dun & Bradstreet and Dow Jones), your employer, partners, customers and the Company's other business partners and as otherwise set out in this Notice.