Purpose of this Notice
This notice describes how we collect and use personal data about you in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other implementing legislation at the time of issue.
Pace Jefford Moore Architects LLP (PJMA) is an architecture practice. Our registered office is 16 Hampden Gurney Street, London, W1H 5AL.
For the purposes of the Data Protection Legislation and this notice we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
We have an appointed Data Protection Officer who is responsible for assisting with enquiries in relation to this notice and our treatment of personal data. Should you wish to contact us regarding these matters please contact us using the details in section 10.
How We May Collect Your Personal Data
We obtain personal data about you, for example, when:
- You request a proposal from us in respect of the professional services we provide;
- You, your employer or our clients engages us to provide our services and also during the provision of those services;
- You contact us by email, telephone, post (for example when you have a query about our services, or apply for employment), or;
- From third parties and/or publicly available resources (for example from your employer or Companies House).
The Information We Hold About You
- The information we hold about you may include the following:
- Your personal details (name, address and telephone number);
- Details of contact we have had with you in relation to the provision, or the proposed provision of our services;
- Details of any services you have received from us;
- Our correspondence and communications with you;
- Information we receive from other sources, such as publicly available information, information provided by your employer or our clients.
How We Use Personal Data We Hold About You
We may process your personal data for purposes necessary for the performance of our contract with you, or your employer, or our clients and to comply with our legal obligations.
We may process your personal data for the purposes necessary for the performance of our contract with our clients. This may include processing your personal data where you are an employee, sub-contractor or supplier of our client.
We may process your personal data for the purposes of our own legitimate interests, provided that those interests do not conflict with any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.
Situations in which we will use your personal data
We may use your personal data in order to:
- Carry out our obligations arising from any agreements entered in to between you or your employer, or our clients and us for the provision of our services;
- Carry out our obligations arising from any agreements entered in to between our clients and us for the provision of our services where you may be a sub-contractor, supplier or customer of our client.
- Notify you of services, events and activities that may interest you provided you have consented to be contacted for these purposes.
- Notify you of any changes to our services.
If you refuse to provide us with certain information when you requested, we may not be able to perform the contract we have entered in to with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.
We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.
When assessing what retention period is appropriate for your personal data, we take into consideration:
- The requirements of our business and the services provided;
- Any statutory or legal obligations;
- The purposes for which we originally collected the personal data;
- The lawful grounds on which we based our processing;
- Whether the purposes of the processing could reasonably be fulfilled by other means.
Change of Purpose
Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only do so where that reason is compatible with the original purpose.
What might you share my personal data with third parties?
We will share your personal data with third parties only where we are required by law, where it is necessary to do so in pursuit of the professional services for which we have been employed or where we have another legitimate interest in doing so.
Which third-party service providers process my personal data?
“Third parties” includes third-party service. The following activities are carried out by third-party service providers: IT and cloud services, administration services, marketing services and banking services.
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
What about other third parties?
We may also need to share your data to otherwise comply with the law.
Transferring Personal Data Outside The European Economic Area (EEA)
We will not transfer your personal data outside of the EEA.
We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to those employees, agents, contractors and other third-parties who have a business need to know. They will only process your personal data on our instructions.
We have put in place procedures to deal with a suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Rights of Access, Correction, Erasure and Restriction
Under certain circumstances by law you have the right to:
- Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
- Request correction of the personal data that we hold about you.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
- Object to the processing of your personal data where we are relying on a legitimate interest (or those of a third-party). You have the right to object to our use of your personal data for direct marketing purposes.
- Request the restriction of your personal data.
- Request the transfer of your personal data to you or another data controller, if this is technically feasible.
If you wish to exercise any of the above rights, please email firstname.lastname@example.org.
You will not have to pay a fee to access your personal data or to exercise any of your rights, however we reserve the right to charge an appropriate fee where your request for access is unfounded or excessive.
Right to Withdraw Consent
If you have provided specific consent for the collection and processing of your personal data, for example for the purposes of direct marketing, you can withdraw this consent at any time. To do this please contact email@example.com.
If you have any questions regarding this notice or if you would like to speak to us about your personal data then please contact us at firstname.lastname@example.org or call 020 7724 7343.
You also have a right to make a complaint to Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel. 0303 123 1113. Website – https://ico.org.uk/concerns.