Procurement & Business Services - EU GDPR Privacy Notice

Office of Procurement & Business Services

EU General Data Protection Regulation Privacy Notice

This is the Georgia Institute of Technology’s (Georgia Tech) Office of Procurement & Business Services privacy and legal notice for compliance with the European Union General Data Protection Regulation (“EU GDPR”).  For more information regarding the EU GDPR, please review Georgia Tech’s EU General Data Protection Regulation Compliance Policy.

Lawful Basis for Collecting and Processing of Personal Data

Georgia Tech is an institute of higher education involved in education, research, and community development.  In order for Georgia Tech to enter into purchase and service agreements with vendors and suppliers of goods and services, which includes, without limitation, purchasing RFX information  [Request for Information (RFI), Request for Proposal (RFP), Request for Quote (RFQ), and Request for Bid (RFB)],  the registration of suppliers as an authorized Georgia Tech vendor,  the issuance of purchase orders for purchased goods and services, the issuance of payments to suppliers and vendors, or issue an approved reimbursement to an individual (hereinafter, collectively, referred to as “Procurement Activities”), it must collect, use and process this personal data. 

The lawful basis for the collection and processing of personal data by Georgia Tech’s Office of Procurement & Business Services falls under the following categories:

  • Processing is necessary for the purposes of the legitimate interests pursued by Georgia Tech or third parties in conducting Procurement Activities for Georgia Tech.
  • Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
  • The data subject has given consent to the processing of his or her special categories of sensitive personal data for one or more specific purposes. 

Types of Personal Data collected and why

In order for Georgia Tech to conduct Procurement Activities, it needs to collect the following categories of personal data:

  • Name
  • Contact information including, without limitation, email address, physical address, phone number, and other location data
  • Unique personal identifiers and biographical information (e.g. social security number, date of birth)
  • Photographs of you
  • Details of your education and/or employment qualifications for submitted bids
  • Information related to visa requirements, copies of passports and other documents to ensure compliance with U.S. laws

The personal data collected by Georgia Tech’s Office of Procurement & Business Services will be shared as follows: 

Georgia Tech Unit


Office of Human Resources


To identify suppliers as either consultants or independent contractors; To identify students who have rendered a service to Georgia Tech and need to be on-boarded as employees

Office of Scholarships and Financial Aid

Title IX compliance review and approval prior to payment to students


Third-Party Name


Georgia Tech Athletic Association

Register suppliers as authorized vendor

Georgia Department of Audits and Accounts


Fiscal year engagement, business process walkthroughs, and audit reviews

Georgia Tech is a unit of the Board of Regents of the University System of Georgia (the “BOR”), and data is shared with the BOR and its employees.

If you have specific questions regarding the collection and use of your personal data, please contact the Office of Enterprise Data Management at          

If a data subject refuses to provide personal data that is required by Georgia Tech in connection with one of Georgia Tech’s lawful bases to collect such personal data, such refusal may make it impossible for Georgia Tech to provide education, employment, research or other requested services.

Where Georgia Tech gets Personal and Sensitive Personal Data

Georgia Tech receives personal and sensitive personal data from multiple sources. Most often, Georgia Tech gets this data directly from the data subject or under the direction of the data subject who has provided it to a third party (for example, application for undergraduate admission to Georgia Tech through use of the Common App).

Individual Rights of the Data Subject under the EU GDPR

Individual data subjects covered by Georgia Tech’s EU General Data Protection Regulation Compliance Policy will be afforded the following rights:

  • information about the controller collecting the data
  • the data protection officer contact information
  • the purposes and legal basis/legitimate interests of the data collection/processing
  • recipients of the personal data
  • if Georgia Tech intends to transfer personal data to another country or international organization
  • the period the personal data will be stored
  • the existence of the right to access, rectify incorrect data or erase personal data, restrict or object to processing, and the right to data portability
  • the existence of the right to withdraw consent at any time
  • the right to lodge a complaint with a supervisory authority (established in the EU)
  • why the personal data are required, and possible consequences of the failure to provide the data
  • the existence of automated decision-making, including profiling
  • if the collected data are going to be further processed for a purpose other than that for which it was collected

Note: Exercising of these rights is a guarantee to be afforded a process and not the guarantee of an outcome.

Any data subject who wishes to exercise any of the above-mentioned rights may do so by filling such request with the Office of Enterprise Data Management at        


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Security of Personal Data subject to the EU GDPR

All personal data and sensitive personal data collected or processed by Georgia Tech under the scope of the Georgia Tech EU General Data Protection Regulation Compliance Policy must comply with the security controls and systems and process requirements and standards of NIST Special Publication 800-171 as set forth in the Georgia Tech Controlled Unclassified Information Policy.

Georgia Open Records Act

As a state university, Georgia Tech is subject to the provisions of the Georgia Open Records Act  (ORA). Except for those records that are exempt from disclosure under the ORA, the ORA provides that all citizens are entitled to view the records of state agencies on request and to make copies for a fee. The ORA requires that Georgia Tech produce public documents within three business days. For more information on Georgia Tech’s ORA compliance, please visit the Open Records Act page on the Legal Affairs website

Data Retention

Georgia Tech keeps the data it collects for the time periods specified in the University System of Georgia Records Retention Schedules:

For examples of Finance Records Retention Schedules, see:

Consent Form

If required, you may complete and submit a Consent Form.