Millar Tender Solutions – Privacy Notice
Last updated: 28 March 2026
1. Who we are
Millar Professional Services Limited, trading as Millar Tender Solutions (“we”, “us”, “our”), is the data controller responsible for your personal data. Our registered office is 23 Ashgrove, Bathgate, West Lothian, Scotland, EH48 1LS.
We are registered with the Information Commissioner’s Office (ICO) under registration number ZC111118.
If you have any questions about this notice or how we handle your personal data, you can contact us at mandy@millarprofessionalservices.com.
2. What this notice covers
This notice explains what personal data we collect, why we collect it, how we use and protect it, and the rights you have. It applies to visitors to our website, people who enquire about or use our services, our clients and their representatives, our suppliers and collaborators, and anyone whose information we handle in the course of our work.
3. The personal data we collect
Depending on your relationship with us, we may collect:
Contact and identity details, such as your name, job title, employer, email address, telephone number and postal address.
Enquiry and correspondence details, including the content of messages you send us and notes of our conversations and meetings.
Client engagement information needed to deliver our services, such as details of your organisation, your procurement and bid requirements, and documents you share with us.
Information contained within bid and tender material, which may include personal data about your staff or others (for example CVs, qualifications, referees and case study examples) that you provide to us for a specific piece of work.
Financial and transactional details, such as billing information and records of payments.
Website and technical data, such as your IP address and how you use our site, where cookies or analytics are in use (see section 10).
We do not routinely collect special category data (such as health, or racial or ethnic origin). Please do not send us this kind of information unless we have specifically asked for it and explained why.
4. How we collect your data
We collect personal data when you contact us or enquire about our services, when you engage us and during the delivery of our work, when you or your organisation provide documents and information for a bid or project, when you sign up to receive updates from us, and through our website. We may also collect limited information from publicly available sources such as company websites, LinkedIn and procurement portals where relevant to our work.
5. How and why we use your data
We use your personal data for the following purposes, relying on the lawful basis shown for each.
Responding to enquiries and discussing potential work. Lawful basis: our legitimate interests in responding to you and developing our business, and, where relevant, taking steps at your request before entering into a contract.
Delivering our consultancy, bid and procurement services. Lawful basis: performance of our contract with you or your organisation, and our legitimate interests in providing and managing our services.
Handling bid and tender material that contains other people’s personal data. Lawful basis: our legitimate interests, and yours, in delivering the work you have engaged us for. Where you provide us with personal data about your staff or others, you are responsible for ensuring you may lawfully share it with us for this purpose.
Managing our client relationships and keeping records. Lawful basis: our legitimate interests in running and administering our business.
Invoicing, payment and keeping financial records. Lawful basis: performance of our contract, and compliance with our legal obligations, including tax and accounting law.
Sending you updates, insights or marketing where you have asked to receive them. Lawful basis: your consent, which you can withdraw at any time, or our legitimate interests in business-to-business communications where the law allows.
Meeting our legal and regulatory obligations, and establishing or defending legal claims. Lawful basis: compliance with our legal obligations, and our legitimate interests.
Where we rely on legitimate interests, we have considered whether those interests are outweighed by your rights, and we only proceed where we are satisfied they are not.
6. Who we share your data with
We do not sell your personal data. We share it only where necessary, with:
Trusted service providers who help us run our business, including our cloud, email and file storage provider (Microsoft 365), our customer relationship management system (HubSpot), our accounting and invoicing software (Xero) and our meeting notes and transcription tool (Fathom). These providers act on our instructions and are bound by confidentiality and data protection obligations.
Our professional advisers, such as our accountant, and any associates or subcontractors we engage to help deliver your work, who are bound by confidentiality.
Public bodies, courts or regulators where we are required to share information by law.
Where we work on a bid or project, we will only use the personal data you provide for that engagement, and we will never share confidential information from one client with another.
7. International data transfers
Some of our service providers are based outside the UK, including in the United States. Where your personal data is transferred outside the UK, we make sure it is protected by an appropriate safeguard recognised under UK data protection law, such as the UK’s adequacy regulations, the UK extension to the EU-US Data Privacy Framework, or standard contractual clauses.
8. How long we keep your data
We keep personal data only for as long as we need it for the purposes set out in this notice, and to meet our legal obligations. As a general guide:
Enquiries that do not lead to work: up to 24 months, then deleted.
Client engagement records: for the duration of our work and for up to 6 years afterwards.
Financial and tax records: for at least 6 years, to meet HMRC requirements.
Marketing contacts: until you ask us to stop or unsubscribe.
9. Your rights
Under UK data protection law you have the right to:
Be informed about how we use your personal data (this notice).
Access the personal data we hold about you.
Have inaccurate or incomplete data corrected.
Ask us to delete your data in certain circumstances.
Restrict or object to our processing in certain circumstances.
Data portability, where it applies.
Withdraw your consent at any time, where we rely on consent.
To exercise any of these rights, please contact us at mandy@millarprofessionalservices.com. We will respond within one month.
10. Cookies
Our website may use cookies and similar technologies to help it work properly and to understand how visitors use it.
11. How to complain
If you are unhappy with how we have handled your personal data, please contact us first at mandy@millarprofessionalservices.com so we can try to put things right. We will acknowledge your complaint within 30 days of receiving it.
You also have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline: 0303 123 1113. Website: ico.org.uk.
12. Changes to this notice
We may update this notice from time to time. The latest version will always be available on our website, with the date it was last updated shown at the top.
13. Contact us
Millar Professional Services Limited, trading as Millar Tender Solutions. Registered office: 23 Ashgrove, Bathgate, West Lothian, Scotland, EH48 1LS. Email: mandy@millarprofessionalservices.com. Website: www.millartendersolutions.com.