INTRODUCTION

This Privacy Policy has been produced to provide you with information of how Hyrd Architects Limited collects and processes your personal data.

Contact Details

Full Name: Hyrd Architects Limited

Registered Address: Unit 1, 50 Kentgate Place, Beezon Road, Kendal, Cumbria, LA9 6EQ

Email: studio@hyrd-architects.co.uk

Tel: 01539 482 428

Web: www.hyrd-architects.co.uk

Controller

Hyrd Architects Limited is the Data Controller of the personal data we process and therefore it is the responsibility of the Data Controller to ensure that our systems, processes, suppliers and employees comply with data protection laws in relation to the data we handle.

DATA COLLECTION

Personal Data

Personal data, or personal information, means any information about an individual from which an individual can be identified either directly or indirectly through other data.

All Hyrd Architects Limited employees will abide by this policy when handling any personal data of an individual.

Types of Data We Collect

All data processed by Hyrd Architects Limited falls into the following categories:-

• personal data relating to our clients;
• personal data obtained and created while providing architectural services; and
• personal data relating to suppliers, consultants or contractors

We do not collect special category personal data which includes details about your health, ethnic category, disabilities, age and religion.

How Data is Collected

Data is collected in a number of different ways including:-

• direct interactions;
• third parties or publicly available sources;
• personal data obtained and created while providing architectural services; and

DATA USE

How We Use Your Personal Data

Data will only be used for purposes directly related to delivering architectural services or where the law allows us to use information such as the following circumstances:-

• where information is required to register a new customer or we are required to formalise a contract with our clients;
• where we need to comply with a legal or regulatory obligation such as submitted local authority applications on a clients behalf;
• information provided to third parties required to carry out services directly related to your project, for example Structural Engineer consultants; and
• to make suggestions to clients regarding services that may be of interest to you.

Marketing

We may use your identity, contact information and technical data to form a view on what we services we believe will be useful to you.

You may receive marketing communications from us if you have made initial enquiries with us regarding our services. In addition, we may share marketing communications to announce significant changes to the business that we must make you aware of.

Opting Out

You can ask us to stop sending you marketing messages at any time by contacting us on the contact information above.

Cookies

We only use cookies for simple website analytics reasons, full details can be found within our website terms at https://hyrd-architects.co.uk/website-terms/.

4. DISCLOSURE OF DATA

Who Your Data May Be Shared With

Data is routinely shared with:-

• our insurers and brokers;
• our bank;
• external third party service providers such as accountants, solicitors and professionals;
• HMRC and other regulatory bodies.

Data will only be shared with the above third-parties where there is a legitimate and lawful purpose to do so in carrying out our business duties.

All third parties are required to respect the security of your personal data and to treat it in accordance with the law. We do not allow third-parties to use your personal data for their own uses and only allow use for specific purposes and in accordance with our instructions in either carrying out services for a client or for legitimate business use.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal data being lost accidentally, used or accessed in an unauthorised way. In addition, we only limit access to your personal data to employees, agents, contractors and other third parties who require information to carry out the works under your contrat. They will only process your personal data on your instructions and they are subject to a duty of confidentiality.

If we receive requests for information from third parties who are not contacts, we will not release any information unless express written consent is received on behalf of our clients prior to this.

Hyrd Architects has put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We also utilise appropriate technological measures to transmit large or sensitive documents or data to clients and other third parties. However we cannot be held responsible for the security of correspondence sent my email, fax, post and or courier.

DATA RETENTION

How Long Do We Hold Data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purpose of satisfying any legal, accounting, or reporting requirement.

By law we must keep basic information about our customers for seven years after they cease being customers for tax purposes.

Individual Rights

Personal data must be processed in line with an individual’s rights, including the right to:

• request a copy of your personal data;
• request transfer of your personal data to a third party;
• object to processing of your data;
• request restriction of processing;
• withdraw consent at any time;
• request that their inaccurate personal data is corrected; and
• request that their personal data is deleted and destroyed when causing damage or distress.

You will not have to pay a fee to access your personal data or to exercise any of the rights above. However, we reserve the right to charge a fee if requests are unfounded, repetitive, excessive or where they restrict us from fulfilling our duties within our contract with you.

If you would like to make a request in line with your rights noted above, please forward the request in writing or by email to studio@hyrd-architects.co.uk.

What We May Request

We may need to request specific information from you to enable us to confirm our appointment contract with you and to ensure your right to access your personal data (or to exercise any of your other rights as noted above). This is a security measure to ensure that personal data is not disclosed to any person who is not entitled to those rights noted above.

Time Limit to Respond

We will endeavour to respond to all legitimate requests within one month. Occasionally it may take us longer if a request is particularly complex. In this case, we will notify you of this and keep you updated

Failure to Provide Personal Data

Where we are required to collect personal data by law, or under the terms of our contract with you and data is not provided when requested, we may not be able to perform our duties under the contract. In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

How to Make A Complaint

If you have any concerns or would like to complain about our use of your personal information, please feel free to contact us at studio@hyrd-architects.co.uk / 01519 482 428.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK Supervisory Authority for data protection issues (www.ico.org.uk).