This is the privacy notice of Flockhart Architects. In this document, "we", "our", or "us" refer to Flockhart Architects.
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 regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org
Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.
Our contact details
Flockhart Architects, 24 Hazelwood Avenue, Newton Mearns, Glasgow, G77 5PT.
Tel. 0141 639 2715.
1. What type of information do we have?
For individual appointments, we hold personal information such as names and addresses, titles, phone numbers, email addresses, briefing information, deeds, drawings, photographs and images in relation to each project. Flockhart Architects do not hold financial details for clients or process card payments.
From our website users, 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. For example, we may use anonymous statistic data to assess website usage.
2. How do we get the information?
In order to carry out our contractural obligations under our architectural appointments we will request personal information from you and we will process the information you give us and pass this data onto third parties during the design stages and construction of a project. 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.
3. What do we do with the information?
During the course of our appointment we will pass this information onto other consultants involved in the project, statutory authorities such as planning departments and building control departments, utility companies such as Scottish Water, builders, sub-contractors and suppliers. We do not pass your details onto third parties who are not involved with the project. Our accountants will have access to names, addresses and email addresses as part of their service to us.
We use photographs of existing buildings & sites, progress photos, 3D models of buildings and completed images on our website and social media channels such as Facebook and Instagram. We do not use client’s names when publishing photos but we may use part of the address. We would ask your permission for a professional photographer to visit the property and take photos on completion and again ask your permission if these are to be used in any award entries or publications. Progress shots of construction may be used on our Facebook page/Blog/Instagram account unless you advise that this is not acceptable. If you submit a client review for publication on website or social media your name would be used unless you request that it is anonymous.
4. Job application and employment
If you send us information in connection with a job application, we may keep it for up to one year 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 six years before destroying or deleting it.
5. 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. 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.
Control over your own information
7. 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.
8. Access to your personal information
To obtain a copy of any information that is not provided on our website you should contact us to make that request. After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
9. Removal of your information
If you wish us to remove personally identifiable information from our website, you should contact us to make your request.
10. 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.
11. Data protection and storage of information
The GDPR requires us to ensure we implement secure systems to protect personal data & requires that any external parties which process personal data for our practice also take reasonable precautions to safeguard personal data. All our electronic data is secured by means of password security access for staff and we store files on a secure business cloud. If our security was to be breached, resulting in data being exposed that could result in a risk for the individuals concerned, we would inform you immediately.
12. How you can complain
13. Retention period for personal data
Except as otherwise mentioned in this privacy notice, we keep your personal information for perpetuity. We are contractually obliged to keep project information for 5 years. However, we also retain it for historic purposes as clients routinely return seeking access to archive information on their buildings.
14. Compliance with the law