GDPR and Privacy
This document describes how we handle and manage your data to protect its security and your privacy.
GDPR / Privacy – Summary
Frank Reynolds Architects are committed to protecting the privacy and security of your personal information. We take care to protect the privacy of our customers and users of our products and or services that communicate (online or offline) with us personally, over the phone, at events, through websites and social media platforms. This policy outlines what we do with your information, the data we collect, what we do to keep it safe and secure in addition to information on your rights and the choices you have over your personal information.
Who we are
FRANK REYNOLDS ARCHITECTS LIMITED (“we”, “us”, “our”) is a limited company registered in England and Wales (registration number 03620585) 110/112 Lancaster Road, New Barnet, Herts, EN4 8AL.
Our office address is as follows:
Frank Reynolds Architects
22C Shepherdess Walk
London
N1 7LB
T: 020 7812 8454
You can contact us at info@frarchitects.com
· We process your data to provide our services to you, or for our legitimate interests.
· We only process your data for as long as we need to, and then we delete it.
· We do not sell or share your data with others unless they are providing a service to us (such as payment service providers), or unless you ask us to share your data.
· We do not market to you without your consent and, if you give us your consent, you can withdraw it at any time.
· We do not share your data outside the EEA.
This privacy policy covers how we will use, collect and process any data provided to us.
How we collect and process your data
We only collect information that we know we will use in accordance with the General Data Protection Regulation (GDPR). Throughout your interactions with us we will collect only the data that we require to provide you with the service that you are requesting.
If you contact us by email or by telephone, you will be sharing your contact details (email address and/or phone number) with us for the purposes of responding to your query. This is necessary to provide our service to you.
We may retain your name and email address in the mailboxes of the employee(s) that you communicate with. This is necessary to provide our service to you. Retention: Employee emails maybe kept indefinitely. Any emails that contain sensitive data that are delivered by accident will be removed immediately.
The key information that we process is shown below for your information:
· Your name
· Your address or company address
· Your telephone number/ company telephone no. (where relevant)
· Your email address/ company email address (where relevant)
In further dealings with you, we may extend this information to include your purchases, services used, records of conversations, agreements, contracts, payment transactions, any comments/feedback you submit and marketing preferences (whether you opt-in or opt-out).
When you appoint us, we need the information above to fulfil your request and provide you with the best level of service. This information may be stored in various systems that we use. This is necessary to provide our service to you.
When you access our website:
This website collects personal data to power our site analytics, including:
· Information about your browser, network, and device
· Web pages you visited prior to coming to this website
· Your IP address
· Cookies
· Operating system
· Access times
· Settings
· Referring website addresses
· Location information (we may receive your generic location, such as city or neighbourhood)
This information may also include details about your use of this website, including:
· Clicks
· Internal links
· Pages visited
· Scrolling
· Searches
· Timestamps
We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.
This website uses font files from Google Fonts and Adobe Fonts. To properly display this site to you, servers where the font files are stored may receive personal information about you, including:
· Information about your browser, network, or device
· Your IP address
This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:
· Information about your browser, network and device
· Web pages you visited prior to coming to this website
· Your IP address
Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a de-personalized form.
When you contact us
We retain a record of your personal information in-order to provide you with a consistent, high quality service. We will always retain your personal information in accordance with the General Data Protection Regulation (GDPR) and never retain your information for longer than is necessary, unless otherwise required by law. We require your name and postal address in-order to provide you with an invoice for your services. In some cases, personal details may be kept with your billing records where we have a legal obligation to store this information.
Job applications
If you apply for a job with us, we will store the personal data that you submit for the purposes of considering your application.
Job application data will only be kept until the position has been filled unless you ask us to keep your information on record for considering for a future position.
Who information is shared with
Personal information will only be accessed by parties who have a legitimate need, including our members of staff and third parties (i.e. data processors) such as
· companies who perform certain duties for us such as organisations supplying IT/computing services, recruitment, accountancy, payroll, marketing, if access to the data is necessary for performance of their roles.
· new business partners, we may have over time (i.e. joint venture, business merger or sale that affects Frank Reynolds Architects).
· Professional advisors, such as our lawyers when they need it to give us professional advice.
· the Police, local authorities, Her Majesty’s Revenue and Customs (HMRC), the courts and any other government authority if they ask us to do so, if it is lawful and if we are legally obliged to do so.
These companies will be aware of and will comply with our instructions and data protection laws and we ensure that appropriate controls are in place.
We will not share your data with third parties for the purposes of any marketing without your consent unless otherwise specified in this privacy notice.
Correcting your personal data
It is important to us that the information we store is up to date and accurate. You may contact us to update your details at any time.
Removal of your personal data
In some cases, you may be able to request that we remove your personal data from our systems. As with correcting your data, you may contact us to update your details at any time.
Your rights
You have a lot of rights, including right to request access to and rectification or erasure of your personal data or restriction of processing of it. You also have the right to object to our processing of your data in some situations, as well as the right to data portability.
Notification of data breaches
Upon discovering any data breaches, we will notify any affected individuals as soon as its practical following our data breach notification policy. This policy dictates that in the event of a data breach concerning personal data, the affected parties will be notified by email to the main email address we store with your account.
Use of our services by persons under the age of 16
We do not allow anyone under the age of 16 to use or store any personal data with us on any of our services. If we discover or are notified about the presence of a customer under this age, we will remove their data from our systems without notice.
Changes to our privacy policy
We may need to make changes to this privacy policy from time to time. All changes will be published to our website and we recommend reviewing it to stay up to date. If we make any changes that we feel may affect your privacy rights, we will notify you by email or by displaying the information within our services or applications.
Our lawful basis for data processing
Under the General Data Protection Regulation, unless we have otherwise specified above, we will be processing your data as a legitimate interest. These interests include staff training, ensuring the security of our systems and to allow us to operate our business in an efficient manner.
Where our processing is based on consent, you may withdraw consent at any time.
Where our processing is necessary for us to perform our contract with you, or to take steps to enter into a contract with you, we will not be able to enter into a contract with you or deliver our services to you if you do not give us the data in question.
Disclosure of information to law enforcement agencies
We may disclose your information if we are requested to by any law enforcement agency where we believe we are required to comply with the request under any applicable laws.
Data protection authority
You may have the right to lodge a complaint with your local data protection authority or the Information Commissioner’s Office (ICO) in the United Kingdom (our authority). The ICO can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Other information can be found on their website at ico.gov.uk.
Contacting us
If you have any questions about our privacy policy or any other aspects of our services, you may contact us by email on info@frarchitects.com