Privacy Policy
Version 1.3 (Updated: 20th April 2023)
Maintaining your privacy and your trust is very important. We strive to be especially clear on how we use your personal information if and when we collect it, and on the ways in which we can work together to protect your privacy. This document is for compliance with the Data Protection & Privacy legislation. This Privacy Notice explains the:
What products and services are covered by this notice? This Privacy Policy applies to the information that we may obtain from you through our interactions and contracts / Instructions, collectively called the “Services”. If you have any questions or need more information about these Services, please contact us at the email address in the section below. | ||||||||||||||||||||||||
Data Controller For the purposes of the data protection & privacy legislation the Data Controller is:- RGP Architects Ltd. (“I”, “we”, “us”, “our”) | ||||||||||||||||||||||||
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Contacting Us If you have any questions about our Site or this Privacy Notice, please contact us:
Data Protection (Charges and Information) Regulations 2018 We are not registered with the Information Commissioners Office as we only process personal data for the following reasons: Staff Administration, Accounts and Records for our own business and an exemption applies. Purpose and legitimate interest How do we use the information we collect? We may use the information we collect for a variety of purposes, including to:
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Lawful Basis of Processing General Personal Data:
Special Category Personal Data
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Categories of personal data and Sources What information do we collect from you, and how is it used?
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Direct: You can visit our premises and/or website without telling us who you are and without revealing any personal information about yourself. To provide full service however and if contacting us directly by other means, we will most often need to collect some personal information. For instance, we collect information about you when you complete and online form, register a booking and when you create or modify your personal data for one of our Services. The types of Information we collect may include:
Children: We do not facilitate processing personal data of data subjects under the age of consent (children (13)). Indirect: From cookies: We may also collect “cookie” information that we may save to your computer or electronic device. If you do not accept cookies, you may not be able to use all functionality of our on-line Services. For specific information on cookies, please read our cookie policy.
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Logs: We may record certain information and store it in log files when you interact with our Services. This information may include Internet protocol (IP) or other device addresses or ID numbers as well as browser type, Internet service provider, URLs of referring/exit pages, operating system, date/time stamp, information you search for, locale and language preferences, your mobile carrier, and system configuration information. Analytics: We and our analytics providers also collect and store analytics information when you use our Services to help us improve our Services. We make sure this data is anonymous by not connecting any analytics data to personally identifiable data such as a name, email address, physical address, or phone number. Social Media: There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page. You can find further information about some social media privacy and usage policies in the data transfers, data processor information section below. Public sources: Personal data may be obtained from public registers (such as Companies House), news articles, sanctions lists’, and Internet searches.
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How might we share information? We are not in the business of selling your personal information. We consider this information to be a vital part of our relationship with you. There are, however, certain circumstances in which we may share your personal information with third party data processors, as set forth below: Other Professional Entities: such as surveyors, structural engineers etc. in respect of providing our services only. Payment Processing: We use a third-party service provider to manage credit card processing. This service provider is not permitted to store, retain, or use billing information except for the sole purpose of credit card processing. Where we are required to do so under statutory obligation: HMRC, Accountants and other professional service organisations Compliance with Laws and Law Enforcement Requests; Protection of Our Rights: We may disclose your information (including your personal information) to a third party if:
Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. We will notify you of such a change in ownership or transfer of assets by posting a notice on our website.
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Data Transfers We store your data on secure servers located in the UK when you interact directly with us or by visiting our website. We take appropriate organisational and technical measures to protect your personal information that we hold. We limit access to personal information to those who we believe reasonably need to come into contact with that information in order to carry out their day-to-day activities. Data Processor Information All data processors acting on behalf of the data controller have appropriate safeguards in place. In addition, and for full transparency, the following third-party service provider(s) are used by us and only process data in accordance with the instructions from the data controller:
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How long will we keep the personal data? Retaining some data may be subject to a statutory retention period and this must be adhered to, (to keep certain data for a minimum period of time). This may include personal data (name, address, contact details), but on expiry of such statutory requirement, such data will be destroyed securely. Where possible any personally identifiable data will be anonymised or pseudonymised.
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Statutory or other requirements The data controller may process personal data as part of a statutory requirement, and/or as part of any contractual agreement. Not supplying the required personal data may affect the provision of the controller’s services; for example, an email to furnish with updates information etc. or an address to fulfil an order. Profiling and Automated Decision Making No profiling or automatic decision-making processes are undertaken by the data controller in respect of any personal data processing activities.
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Your rights | ||||||||||||||||||||||||
Your fundamental rights as a Data Subject are:
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Under the right of access (2), you have the right to have:
– confirmation that your data is being processed;
– access to your personal data; and
– other supplementary information
So that you are aware of and can verify the lawfulness of the processing.
Your right to access can be exercised by contacting the data controller as above.
Not all fundamental rights are absolute.
Your right to complain to the Commissioner
You have the right to complain about organisations processing your personal data. You can exercise this right by contacting the Commissioner as follows:
Head office
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number