SETTLE & GREEN

Practice Privacy Policy – For Clients, Consultants and Suppliers.
At Settle & Green we are committed to protecting and respecting your privacy.
This policy (together with standard terms and conditions) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The rules on processing of personal data are set out in the UK General Data Protection Regulation (the “UK GDPR”) and the Data Protection Act 2018.

Who are we?
Settle & Green is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: Settle & Green, 35 Woodman Road, Brentwood, Essex, CM14 5BG. Tel No. 01277 523 780. Email: studio@settleandgreen.com.

The purpose(s) of processing your personal data
We use your personal data for the following purposes:

• To communicate with you in relation to enquiries, appointments, potential projects and ongoing commissions.
• To provide architectural and professional services, including preparing drawings, reports, applications and submissions, attending site, coordinating consultants and contractors, and acting as lead consultant or agent where appointed.
• To administer and manage our practice, including maintaining professional records, project files, accounts and financial records.
• To purchase goods, materials and services for you.
• To send you information about practice news, events or services where permitted by law. You may opt out of marketing communications at any time.

The categories of personal data concerned
We process the following categories of your data:
Personal data may include your name, address, email address, phone number, geolocation data, financial data for payments such as VAT registration and bank details.
We have obtained your personal data from you, your employees or from publicly available data.

Our lawful bases for processing your personal data (Article 6 UK GDPR):

• Performance of a contract (Article 6(1)(b)):
  Where processing is necessary to provide architectural and professional services, including for example acting as lead consultant or agent, preparing drawings, reports, applications and submissions, attending site, coordinating consultants, and communicating with project stakeholders.
• Legal obligation (Article 6(1)(c)):
  Where processing is required to comply with legal, regulatory, accounting or tax obligations.
• Legitimate interests (Article 6(1)(f)):
  Where processing is necessary for the legitimate interests of our practice or third parties, including professional record-keeping, project coordination, maintaining contact details for project teams, purchasing goods and services, and the proper administration of our business, provided such interests are not overridden by your rights and freedoms.
• Consent (Article 6(1)(a)):
  Where required by law, for example for optional marketing communications. You may withdraw your consent at any time.

Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only with our staff and with consultants, contractors, statutory bodies and third-party project team members where necessary for the delivery of our services or to comply with legal obligations.

How long do we keep your personal data?
We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, regulatory, contractual and professional obligations. In practice, project records are typically retained for six years from the end of the last financial year to which they relate. Where contracts are executed as deeds, records may be retained for up to twelve years. Financial and accounting records are retained in accordance with statutory requirements.

Providing us with your personal data
You are under no statutory or contractual requirement or obligation to provide us with your personal data, but failure to do so will reduce or prevent our ability to provide Professional services, including for example: our ability to act as your Agent and our ability to communicate with you during a contract. If this causes a conflict with our Professional codes of conduct and duties we may not be able to offer services to you.

Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

• The right to request a copy of the personal data which we hold about you;
• The right to request that we correct any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary to retain such data;
• The right to withdraw your consent to the processing at any time, WHERE YOUR CONSENT WAS THE LAWFUL BASIS FOR PROCESSING THE DATA;
• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability) (where applicable).
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to the processing of personal data (where applicable).
• You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters. Further information is available at www.ico.org.uk.

International transfers
We do not routinely or intentionally transfer personal data outside the UK. Personal data may, however, be processed or transmitted via electronic communications systems or cloud-based services that operate internationally, or accessed by clients, consultants or suppliers who are located outside the UK. Where such transfers occur under our control, we take reasonable and proportionate steps to ensure appropriate safeguards are in place in accordance with UK GDPR. We cannot control the routing of electronic communications or the use of overseas servers, devices or networks by third parties acting independently of us.

Automated Decision Making
We do not use any form of automated decision making in our business.

Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

Changes to our privacy policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy.

Contact us
To exercise all relevant rights, queries or complaints in the first instance please contact our Office Manager, on 01277 523 780 or email studio@settleandgreen.com