MK40 Architects Ltd
This is the privacy notice of MK40 Architects Ltd In this document, "we", "our", or "us" refer to the business MK40 Architects Ltd.
We are company Number 06983809 registered in England.
Our registered office is MK40 Architects Ltd, Reg Office Northwood House, 138 Bromham Rd, Bedford, MK40 2QW VAT no 988 4296 48
This privacy notice aims to inform you about how we collect and process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information. It tells you about your privacy rights and how the law protects you.
We are committed to protecting your privacy and the confidentiality of your personal information. Our policy is not just an exercise in complying with the law, but a continuation of our respect for you and your personal information.
We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
Our policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the EU General Data Protection Regulation (GDPR).
The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data. We do this now, by requesting that you read the information provided at www.knowyourprivacyrights.org
Except as set out below, we do not share, or sell, or disclose to a third party, any information collected.
Data we process:
We may collect, use, store and transfer different kinds of personal data about you. We have collated these into groups as follows:
Your identity includes information such as first name, last name, title and other identifiers that you may have provided at some time.
Your contact information includes information such as property address, email address, telephone numbers and any other information you have given to us for the purpose of communication or project-related meetings.
Transaction data includes details about payments or communications to and from you and information about projects and services you have appointed from us.
We may aggregate anonymous data such as statistical or demographic data for any purpose. Anonymous data is data that does not identify you as an individual. Aggregated data may be derived from your personal data but is not considered personal information in law because it does not reveal your identity.
Special personal information:
Special personal information is data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.
We do not collect any special personal information about you.
If you do not provide personal information we need:
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform that contract. In that case, we may have to stop providing a service to you. If so, we will notify you of this at the time.
The basis on which we process information about you:
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
Information we process:
When you make an enquiry to the business, buy a service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us, the Business.
In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.
We may use it in order to:
Verify your identity for security purposes,
Provide you with our services,
Provide you with suggestions and advice on professional services.
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract. We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
Where a client contacts us directly via any source of communication, we will gather the minimum amount of business data in order to fulfil the quote request and contract; this would include the client’s business name, address and the contact details (business telephone number and email address).
Business Cards / Data Sheets / Promotional Booklets.
We will promote our business interests through the appropriate business channels (including but not limited to business meetings, networking events and exhibitions). We will gather relevant business contact data to promote our services accordingly and follow all business leads obtained during these opportunities.
Website Enquiries & Forms.
When a client or prospect client completes and submits an online enquiry form from our website.
We won’t ever sell your data or provide access to it to any third parties for marketing purposes. We will share your data in the following ways:
With our consultants & subcontractors.
Like many businesses we don’t do everything ourselves. When we have someone else help us handle an aspect of our business, we may pass them some of your data so that they can do their work. We will only ever give them the minimum information that they need, and it will always remain under our control. This means that they can only do with your data what we tell them to and can’t keep it once they no longer need it or pass it on to anyone else.
We take the security of your data very seriously. We continue to make significant investments in IT systems to make sure it stays safe. We have strict contracts with anyone we share it with to ensure that they do the same. It will always be stored and processed inside the EEA, where the General Data Protection Regulation gives you strong legal protection for your data privacy rights. We will always obey both the letter and the spirit of the data protection laws that apply to us.
We keep clear records of what data we have and what we do with it, and make sure that we always consider what impact our processing will have on you. We also continually assess the risks to you from possible data breaches and do everything we can to prevent them.
Our main server will never be connected to the internet and as such can never be breached by cyber infiltration.
All data maintained on laptops and smart phones are password protected.
We recognise that business/client contacts will change over time and that certain individuals will move from one company to another; whilst certain individuals will change roles within their company or leave the industry altogether. We will take reasonable measures to ensure that communications and business to business communications data is kept as up-to-date as possible.
Information we process with your consent:
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including quotes for our products and services, you provide your consent to us to process information that may be personal information.
Wherever possible, we aim to obtain your explicit consent to process this information.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing us firstname.lastname@example.org.
Information we process for the purposes of legitimate interests:
We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.
Where we process your information on this basis, we do after having given careful consideration to:
Whether the same objective could be achieved through other means,
Whether processing or (not processing) might you harm,
Whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so. For example, we may process your data on this basis for the purposes of:
Record-Keeping for the Proper and Necessary administration of the business,
Responding to unsolicited communication from which we believe you would expect a response,
Protecting and asserting the legal rights of any party,
Insuring against or obtaining professional advice that is required to manage the business risk,
Protecting your interests where you believe we have a duty to do so.
Information we process because we have a legal obligation:
Sometimes, we must process your information in order to comply with a statutory body or legal obligation. In some circumstances we may be legally required to pass on your data for example to a government body. We will only do this in order to comply with the law and to protect your vital interests. This may include your personal information.
Information relating to your method of payment:
Payment information is never taken via the website, nor is it transferred to us either through our website or otherwise. Our employees and contractors never have access to these details and after a short period of time these are then deleted. The period of time the details are kept depends on how quickly the payment has been confirmed as accurate. Once this has been processed and confirmed the bank details are then destroyed.
Job application and employment:
If you send us information in connection with a job application, we may keep it for up to 3 years, in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for 6 years before destroying or deleting it.
Communicating with us:
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business administration. We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.
When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
If you make a complaint or if we think it’s necessary for any other reason, we may, depending on the issue pass your data on to our insurers. We will only pass them the data that they need; we have a clear agreement with them that they will only use the data to assess any claim that we may make in connection with the issue.
Affiliate and business partner information:
This is information given to us by you in your capacity as an affiliate of us or as a business partner.
It allows us to recognise visitors that you have referred to us, and to credit to you commission due for such referrals. It also includes information that allows us to transfer commission to you
The information is not used for any other purpose.
We undertake to preserve the confidentiality of the information and of the terms of our relationship. We expect any affiliate or partner to agree to reciprocate this policy.
Your duty to inform us of changes:
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.
Removal of your information:
If you wish us to remove personally identifiable information from our records, you should contact us to make your request. This may limit the service we can provide to you.
Verification of your information:
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
How you can complain:
Please contact the business directly for information on our complaint handling procedure.
If a dispute is not settled, then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office (ICO). This can be done at https://ico.org.uk/make-a-complaint/. We would, however, appreciate the opportunity to talk to you about your concern before you approach the ICO.
Retention period for personal data:
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
To provide you with the services you have requested;
To comply with other law, including for the period demanded by our tax authorities;
To support a claim or defence in court.
We will not hold your personal data for any longer than is necessary. Exceptions to this are where: Your details are contained or embedded within project related documentation that has been kept for record purposes/archived;
The Law or our Professional Indemnity Insurance requires us to hold your information for a longer period or delete it sooner.
You have raised a legal claim, complaint or concern regarding a service offered by us; or You exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law.
Compliance with the law and your rights:
You have the right to see a copy of all the data we hold about you.
You have the right to ask us to delete what we have or stop processing it. However, we may not be able to do so immediately if the data is required for us to fulfil an obligation to you e.g. invoice you for a project, if we are legally required to keep it; or if we believe we need to keep it for contractual or insurance purposes.
You have the right to ask us to correct your data – and if what we hold about you is wrong, we’d really appreciate it if you told us – but we will in some circumstances need to check that what you’re telling us is accurate, and may require proof, in order to protect you – and us – from fraud.
To exercise any of these rights, please contact us.
You also have the right to complain to the Information Commissioner’s Office – the government agency that handles data protection in the UK. You can reach them at their website: https://ico.org.uk/global/contact-us/
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.