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Architects, Historic Building Consultants
Inspiring Visions; Realising Dreams

Privacy Policy – Clients

Date: 01 May 2018

Hayes and Partners Ltd is committed to protecting and respecting your privacy. We want you to understand how we collect and use information about you.

The privacy notice describes to you:-

  • Who we are
  • What personal data we collect and store about you, and how we collect it.
  • Why we collect personal data and what we do with it.
  • The categories of third parties with whom we share your personal data.
  • How we retain your information and keep it secure.
  • Your rights and how to exercise them
  • How to contact us

1. WHO ARE WE?
For the purposes of data protection law, the ‘controller’ is Hayes and Partners Ltd, a company incorporated and registered in England under company number no. 01893312 and having its registered office address ‘Atlas House, Old Hall Street, Macclesfield, Cheshire SK10 2DT” (from now on referred to as ‘Hayes and Partners’, or as ‘we’ and related words such as ‘us’ and ‘our’). Our registered VAT number is 343658246.

As controller we are responsible for and control the processing of, your personal data. We are registered with the Information Commissioner’s Office which is the UK’s supervisory authority for data protection matters.

If you would like to contact us about this notice, including if you wish to receive further information about any aspect of it, our details are as follows:

E-mail
hp@hayesandpartners.co.uk

Post
Hayes and Partners Ltd, Atlas House, Old Hall Street, Macclesfield, Cheshire SK10 2DT

2. WHAT INFORMATION DO WE COLLECT FROM YOU?
In the course of our business, which is the provision of architectural services, we collect the following personal data when you provide it to us:

  • Personal details, such as
    – Name and title
  • Contact data, such as
    – Project address
    – Home address
    – Billing address
    – E-mail address
    – Telephone and mobile number(s)
  • Image data, namely
    – Photographs of the project buildings and site
  • Transaction data, such as
    – Details about payments from you
    – Details of services you have purchased from us
  • Marketing data, such as
    – Your preferences in receiving marketing and communications

We do not knowingly collect “special category” personal data This is a special type of sensitive data to which more stringent processing conditions apply, and comprises data concerning your racial or ethnic original, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation, and genetic data and/or biometric data.

We also do not collect information about criminal convictions or other offences.

3. HOW DO WE COLLECT PERSONAL DATA?
We obtain personal data from sources as follows:-

  • Directly from you when you interact with us, for example when you:-
    – Telephone, email, enquire via website, or write to us for any of the following;
    – Advice relating to architectural services
    – Request an indicative fee for architectural services
    – Instruct us to act on your behalf in relation to architectural services
  • From professional consultants (i.e. planning consultant, estate agent etc) if they provide your details in relation to architectural services required.

4. HOW DO WE USE YOUR PERSONAL DATA
INTRODUCTION
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances;

  • To fulfill a contract we are about to enter into or have entered into with you.
  • If it is necessary for our legitimate interests (or those of a third party) and these are not overridden by your own rights and interests.
  • Where we need to comply with a legal or regulatory obligation.

LAWFUL PROCESSING
In order to process personal data, we must have a lawful reason (sometimes called a lawful basis).
We always ensure that this is the case, and we set out our lawful bases below – but please note that more than one may apply at any given time; for example, if we inform you of changes to our privacy policy notice, we may process your personal data on the ground of complying with law and on the ground of legitimate interests.

We will use your personal data only for the purposes for which we collect it, unless we fairly consider that we need it for another reason that is compatible with the original purpose.

We may keep your records for future reference, should you instruct us further after a number of years. We find that some of our clients do come back to us after a few years from the first instruction, asking for further advice/development of their property.

We may also process your data for building a portfolio of projects to provide better service to our clients. However, you have a right to object to us processing your data for these purposes.

CONTRACTUAL NECESSITY
If you are our client we will process your personal data for the following purposes, on the legal basis

that it is necessary for us to provide our services to you:

  • To enable us to carry out our services
  • To identify you
  • To respond to your inquiries
  • To the extent necessary to provide you with information you have requested in relation to our services before you decide to instruct us.
  • To provide our services, including enabling them to be provided/issued to you and contacting you about your requirements.
  • To carry out billing and administration activities.

Of course, you are not obliged to provide us with any of this information, but if you chose not to, we may be unable to provide the service that you have requested.

LEGITIMATE INTERESTS
We process your personal information for our legitimate business purposes, which include the following:

  • To conduct and manage our business
  • To analyse, improve and update our services for the benefit of our clients
  • To deal with complaints

Whenever we process your personal data for these purposes, we ensure that your interests, rights and freedoms are carefully considered.

COMPLIANCE WITH LAWS
We may process your personal data to comply with applicable laws (for example, if we are required to co-operate with an investigation pursuant to a court order).

5. DO WE SHARE YOUR PERSONAL DATA?
We may provide your personal data to the following recipients for the purposes set out in this notice, and only to progress our services appropriate to our contract, and only on receipt of your consent.

  • Technical and support partners, such as companies who provide technical support and backup services.
  • Email and mail service providers
  • Law enforcement agencies, government or public agencies or officials, regulators, and any other person or entity that has the appropriate legal authority where we are legally required or permitted to do so, to respond to claims, or to protect our rights, interests, privacy, property or safety.
  • Any other parties, where we have your specific consent to do so (i.e. Statutory Authorities,
  • Professional Consultants, Contractors etc). We will always seek assurances from these companies that they adhere to the same strict standards of data protection as we do.

6. DO YOU HAVE TO PROVIDE PERSONAL DATA – AND, IF SO WHY?
To form a contract with you, we will need some or all of the personal data described above so that we can fulfill that contract or the steps that lead up to it: this is set out above in this notice. If we do not receive the relevant data, the contract could not be performed.

7. HOW LONG WILL YOUR PERSONAL DATA BE KEPT FOR?
We carefully consider the personal data that we store, and we will not keep your information in a form that identifies you for longer than is necessary for the purposes set out in this notice or as required by applicable law. In some instances, we are required to hold data for minimum periods: for example, our Professional Indemnity cover specifies a six-year period for retention of some of your personal data.

8. HOW DO WE KEEP YOUR PERSONAL DATA SECURE?
Hayes and Partners has security measures in place designed to prevent data loss, to preserve data integrity, and to regulate access to the data. Only authorised Hayes and Partners employees and third parties processing data on our behalf have access to your personal data.

All Hayes and Partners employees who have access to your personal data are required to adhere to the Hayes and Partners Privacy Notice and we have in place contractual safeguards with our thirdparty data processors to ensure that your personal data is processed only as instructed by Hayes and Partners.

The security measures we have in place include:

  • Regular reviews of information collection, storage and processing practices to protect against unauthorised access.
  • Restriction of access to personal information
  • Monitoring of systems storing and processing information

We take all reasonable steps to keep your data safe and secure and to ensure the data is accessed only by those who have a legitimate interest to do so.

9. WHERE IS MY DATA STORED
The personal data that we collect from you may be transferred to, and stored outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers, in which case the third country’s data protection laws will have been approved as adequate by the European Commission or other applicable safeguards are in place.

Further information may be obtained from our Privacy Team.

10. YOUR INFORMATION RIGHTS
We draw your attention to your following rights under data protection law:

  • Right to be informed about the collection and use of your personal data
  • Right of access to your personal data, and the right to request a copy of the information that we hold about you and supplementary details about that information – you will be asked to provide proof of your identify and residential address, and we may ask you to provide further details to assist us in the provision of such information.
  • Right to have inaccurate personal data that we process about you rectified – we want to ensure that the personal information that we process and retain about you is accurate, so please do remember to tell us about any changes, for example if you have moved house or changed your contact details. It is your responsibility to ensure you submit true, accurate, and complete information to us; please also update us in the event this information changes.
  • Right of erasure – in certain circumstances you have the right to have personal data that we process about you blocked, erased or destroyed.
  • the right to object to, or restrict
    – processing of personal data concerning you for direct marketing
    – decisions being taken which produce legal effects concerning you or that similarly significantly affect you
    – in certain other situations, to our continued processing of your personal data.
  • The right of portability of your data in certain circumstances

 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights noted above). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

11. CHANGES TO THIS PRIVACY NOTICE
We may change this notice from time to time. You should check this notice on our website occasionally, in order to ensure you are aware of the most recent version.

12. WHAT SHOULD YOU DO IF YOU HAVE A COMPLAINT?
We hope that you will be satisfied with the way in which we approach and use your personal data.

Should you find it necessary, you have a right to raise a concern with the information regulator, the Information Commissioner’s Office: https://ico.org.uk/

However, we do hope that if you have a complaint about the way we handle your personal data, you will contact us in the first instance using the contact details in Section 1 above, so that we have an opportunity to resolve it.

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Privacy Policy Clients