Privacy Notice - The Public Procurement and Disposal of Public Assets Authority

PPDA Privacy Notice

1. Introduction
The Public Procurement and Disposal of Public Assets Authority (PPDA) is committed to protecting your privacy. This Privacy Notice applies to all individuals who interact with our services, including suppliers, contractors, and members of the public. It explains how we collect, use, store, and safeguard your personal information in accordance with the Data Protection and Privacy Act, Cap 97.
By accessing PPDA systems, online services, or submitting information to us, you agree to the terms of this Privacy Notice.

2. Who We Are
The Public Procurement and Disposal of Public Assets Authority (PPDA) is a Government Agency responsible for regulating and overseeing public procurement and disposal processes in Uganda. In the course of our work, we may collect and process personal information to ensure transparency, compliance, and efficient service delivery in public procurement.
For any questions or concerns regarding this Privacy Notice or how your personal information is handled, you can contact us through our website or email:
Email: privacy@ppda.go.ug
Website: https://www.ppda.go.ug

Address: Head Office: PPDA-URF Towers. Plot 39, Nakasero Road
P. O. Box 3925, Kampala
Tel: +256-414-311100
Email: info@ppda.go.ug

Eastern Regional Office
Oval Plaza, Plot 1, Court Road ,
P.O. Box 2173, Mbale – Uganda.
Tel: +25641431182

Western Regional Office
Plot 2, Western Bypass Link, Kamukuzi Hill-Mbarara
P.O. Box 1353, Mbarara, Uganda.
Tel: +256-414-311810

Northern Regional Office
Plot 1, Lower Churchill Drive
P.O. Box 999, Gulu – Uganda
Tel: +256-414-311800

3. Personal data collected about you
We may collect the following types of personal data:
• Identification information: Names and other identifying details provided when interacting with PPDA.
• Contact information: Email addresses, telephone numbers, and other contact details.
• Professional or organizational information: Employer, organization, job title, or role in procurement processes where applicable.
• Correspondence information: Information you provide when you contact us through email, forms, or other communication channels.
• Supplier, contractor, and bidder information: Details provided by suppliers, contractors, and bidders participating in public procurement and disposal processes.
• Procurement submissions and supporting documents: Information contained in bids, applications, registration forms, declarations, and other documents submitted as part of procurement or disposal processes.
• Professional or organizational information: Employer, organization, job title, or role in procurement processes where applicable.
• Employment and job application information: Information provided by individuals applying for employment or other opportunities at PPDA, such as CVs, qualifications, employment history, and references.
• Website usage information: Technical information such as IP address, browser type, and pages visited when you access our website.

4. How we collect your personal data
PPDA collects your information when:
• You contact us or interact with our website
• We receive information from Government registries or partner agencies
• Online systems: When you register, submit documents, or interact with our online procurement and information systems.
• Forms and applications: When you complete registration forms, procurement submissions, job applications, or other official documents.
• Direct communication: When you contact us through email, telephone, or other communication channels.
• Applications for contracts or services: When you apply for contracts, procurement opportunities, or services offered or regulated by PPDA.
• Website interactions: When you visit or interact with our website.
• Government registries and partner agencies: When we receive relevant information from government registries, regulatory bodies, or partner agencies as part of our regulatory and oversight functions.
• Official engagements: When you participate in meetings, training sessions, workshops, or other PPDA activities.

5. How we use your personal data that is collected
Your personal information may be used for the following purposes:
Communicate with bidders, contractors, and the public
• Manage procurement and disposal processes: To facilitate, regulate, and oversee public procurement and disposal activities.
• Supplier and contractor management: To register, evaluate, and manage suppliers, contractors, and bidders participating in procurement processes.
• Regulatory oversight and compliance: To monitor compliance with procurement laws, regulations, and guidelines.
• Recruitment and human resource management: To process job applications and manage employment-related matters.
• Communication and service delivery: To respond to inquiries, provide information, and communicate with stakeholders.
• Legal and administrative purposes: To meet legal obligations, resolve disputes, and enforce applicable laws and policies.
• Service improvement and system security: To improve the effectiveness of our services and ensure the security, integrity, and proper functioning of our systems and digital platforms.

6. With whom do we share your personal data
We may share your personal information with:
• Government Ministries, Departments, and Agencies (MDAs): To support regulatory, oversight, and compliance activities.
• Suppliers, contractors, and service providers: Where necessary to manage procurement processes or deliver contracted services.
• Regulatory and oversight bodies: For monitoring, auditing, or ensuring compliance with applicable laws and regulations.
• Auditors, investigators, and regulators: For auditing, investigation, monitoring, or ensuring compliance with applicable laws and regulations.
• Courts and tribunals: When required for legal proceedings, dispute resolution, or enforcement of rights and obligations.
• Legal authorities: Where required to comply with legal obligations, enforce laws, or respond to lawful requests.
• Partner organizations: Where collaboration is necessary to improve public procurement services or related programs.
• Service providers supporting PPDA operations: For administrative, technical, or operational purposes, including IT and system support.
• We only share information when necessary and in line with the law.

7. How We Protect Your Data
PPDA applies appropriate technical and organizational measures to protect personal information from unauthorized access, loss, misuse, or disclosure. These measures include:
• Access controls: Restricting access to personal data to authorized personnel.
• Encryption: Using encryption and other security technologies to protect personal data during storage and transmission where appropriate.
• Firewalls and monitoring tools: Using network security systems and monitoring tools to detect, prevent, and respond to unauthorized access or security threats.
• Secure systems and networks: Implementing security technologies to protect our systems and databases.
• Data protection policies and procedures: Establishing internal policies to guide the proper handling of personal information.
• Staff training and confidentiality obligations: Ensuring employees are trained in data protection and bound by confidentiality requirements.
• System monitoring and maintenance: Regular monitoring, updates, and security checks to safeguard our systems and information.

8. How Long We Keep Your Data
PPDA retains personal information only for as long as necessary to fulfil the purposes for which it was collected and to comply with applicable legal and regulatory requirements. Retention periods are guided by;
• Public Records and Archives Management Act, Cap 326.
• PPDA Act, Cap 205 and procurement regulations,
• Internal records retention schedules
Once the retention period has expired, personal information is securely deleted, destroyed, or anonymized in accordance with applicable laws and internal policies.

9. Your Rights
Under the Data Protection and Privacy Act, Cap 97, you have the right to:
• Access your personal data: Request access to the personal information that PPDA holds about you.
• Request correction of inaccurate information: Ask PPDA to correct or update personal data that is inaccurate, incomplete, or outdated.
• Request deletion: Request the deletion or removal of personal data where it is no longer necessary or where processing is unlawful.
• Object to processing: Object to the processing of your personal data in certain circumstances permitted by law.
• Withdraw consent: Withdraw your consent where processing is based on consent, without affecting the lawfulness of prior processing.
• Lodge a complaint with the Personal Data Protection Office (PDPO): If you believe your personal data has been processed in violation of the Data Protection and Privacy Act, Cap 97.

Exercising Your Rights
To exercise your data protection rights or make a request regarding your personal information, please contact us at: Email: privacy@ppda.go.ug or Telephone: +256-414-311100
10. Cookies and Website Tracking
PPDA may use cookies and similar technologies to improve performance, and user experience of our website. Cookies help us understand how visitors use our website and enable certain features to work properly.
You can control or disable cookies through your browser settings. However, disabling cookies may affect the functionality of some parts of the website.

11. Data Breach Notification
In the event that your personal data is compromised, PPDA will take appropriate action to protect your information. This may include:
• Prompt notification: Informing you as soon as possible about the breach.
• Regulatory notification: Notifying the Personal Data Protection Office (PDPO) where required by law.
• Guidance: Providing information and guidance on steps you can take to protect yourself.

12. Changes to This Privacy Notice
PPDA may update this Privacy Notice from time to time to reflect changes in our practices, legal requirements, or website functionality. Any updates will be posted on the PPDA website with a revised effective date, and we encourage you to review this notice periodically to stay informed about how we protect your personal information.

13. Contact Us
For any questions, concerns, or requests regarding your personal data or this Privacy Notice, please contact: PPDA Data Protection Officer on privacy@ppda.go.ug or Telephone +256-414-311100