Most of the personal information we process is provided to us directly by you for one of the following reasons:
• We may collect your personal data in a few limited ways including: directly from you during discussions - including meetings, telephone conversations and emails, as a result of you making an enquiry via the ‘Contact Us’ section on our website or when you email/telephone us directly. We also receive personal information indirectly, from the following sources in the following scenarios: • Recommendations from third parties.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: (a) Your consent. You are able to remove your consent at any time. You can do this by contacting us in writing by post or email. (b) We have a contractual obligation. (c) We have a legal obligation. (d) We need it to perform a task. (e) We have a legitimate interest.
What type of information we have on record
We currently collect and process the following information, as applicable: • Contact information (which may include email address(es), telephone numbers, postal address(es), records of communications and interactions we have had with you and any other information you may have provided pertinent to your project); • Certain other information, such as pertinent medical information, which you volunteer when discussing projects and design briefs. • Names of legal owners of properties. • Business/company details.
What we do with the information we have
Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express. We use the information that you have given us for: • Administration of projects; • Completion of planning application forms on your behalf; • Issuing of invoices; • Obtaining fee proposals from other consultants and businesses, when requested to do so by yourselves; • Preparation of appointment documents and building contracts; • Issuing certification associated with administering building contracts. Where this is necessary for the performance of our appointment with you as a Client or where this is relevant to a project you are / have expressed an interest in working on. Whilst we have aimed to cover all purposes for collection of personal data, this is not an exhaustive list. There may be a need use data for specific project related purposes, which will only be done with your prior consent.
How we store your information
We keep your personal data only for as long as necessary for each purpose we use it. In most cases, this is at least six years following the completion of our appointment on a Project in which you have been involved as required by the terms of our Appointment. Potential clients and other short-term contact information is held for a period of not less than two years to ensure that should you contact us again we have any relevant information to hand.
Your information is securely stored at 13 Cubitts Close, Welwyn, Herts. AL6 0DZ. We will then dispose your information by destroying the relevant files in the following way: all paper records will be securely shredded and all electronic records will be deleted.
Your data protection rights
Under data protection law, you have rights including: Your right of access - You have the right to ask us for copies of your personal information. Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances. Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us using the contact details at the start of this document you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113