Who We Are
D5 Architects LLP’s registered office is at 71-77 Coventry Street, Birmingham, B5 5NH and we are a company registered in England and Wales under company number OC312539.
Our designated person dealing with data privacy is Phil Russell, who can be contacted at 71-77 Coventry Street, Birmingham, B5 5NH, tel: 0121 633 4663, email: firstname.lastname@example.org
When processing data we will:
- process it fairly, lawfully and in a clear, transparent way
- collect your data only for reasons that we find proper and in ways that have been explained to you
- only use it in the way that we have told you about
- ensure it is correct and up to date
- keep your data for only as long as we need it
- process it in a way that ensures it will not be lost or destroyed or used for anything that you are not aware of or have consented to (as appropriate)
D5 Architects LLP is a “data controller”. This means that we are responsible for determining the purpose and means of processing personal data relating to you.
“Personal data”, or “personal information”, means any information relating to an identified, or identifiable individual in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
There are “special categories” of sensitive personal data, meaning data relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health conditions, sex life or sexual orientation, genetic data, and biometric data which require a higher level of protection.
Information That We Collect
D5 Architects LLP processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
We collect information relating to the above reasons/purpose from the following sources:
- The Data Subject directly (eg CVs from job applicants, information that you provide when you contact us)
- The Data Subject indirectly (eg information collected when you browse our website such as IP address and Operating System)
- Information collected at the start of and during the course of staff employment
- Information collected during meetings and correspondence with clients, customers, consultants, contractors and other individuals involved in the course of our work
- Social media (eg Twitter, Linkedin, Facebook)
- Research provided by third party providers (eg search engines)
We process information relating to the above reasons/purposes, this information may include:
- personal details
- business details and activities of the person whose personal information we are processing
- products and services provided
- financial details
- employment details
- education details
In some circumstances we may also process sensitive classes of information that may include:
- information relating to your race or ethnicity, religious beliefs, sexual orientation, sex life and political opinions
- trade union membership
- information about your health, including any medical conditions and disabilities
- information about criminal convictions and offences
- genetic information and biometric data
We process information about our:
- customers and clients
- complainants and enquirers
- advisers and other professional experts
How We Use Your Personal Data (Legal Basis for Processing)
D5 Architects LLP takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice.
We will only administer personal information in accordance with the lawful bases for processing. At least one of the following will apply when we process personal data:
- consent: You have given clear consent for us to process your personal data for a specific purpose.
- contract: The processing is necessary for a contract we have with you, or because we have asked you to take specific steps before entering into a contract.
- legal obligation: The processing is necessary for us to comply with the law (not including contractual obligations).
- vital interests: the processing is necessary to protect someone’s life.
- public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
- legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests.
We consider that the basis for which we will process the data contained in the list above (see section above – ‘Information That We Collect’) is necessary for the performance of the contract we have with you and to enable us to comply with our legal obligations. Occasionally, we may process personal information about you to pursue legitimate interests of our own or those of third parties, provided there is no good reason to protect your interests and your fundamental rights do not override those interests.
We may occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests.
You have the right to access any personal information that D5 Architects LLP processes about you and to request information about:
- What personal data we hold about you
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
Sharing and Disclosing Your Personal Information
Your data will be shared with colleagues within the Company where it is necessary for them to undertake their duties. This includes, for example, the partners for their management of employees and customer relationships, the Admin and HR department for maintaining records, and the payroll department for administering payments.
It may be necessary for us to share your personal data with a third party or third party service provider (including, but not limited to, contractors, agents or other associated/group companies) within, or outside of, the European Union (EU). Data sharing may arise due to a legal obligation, as part of the performance of a contract or in situations where there is another legitimate interest (including a legitimate interest of a third party) to do so.
The list below identifies which activities are carried out by third parties on our behalf:
- pension providers/administrators
- IT services
- legal advisors
- insurance providers
If data is shared, we expect third parties to adhere and comply with the GDPR and protect any data of yours that they process. We do not permit any third parties to process personal data for their own reasons. Where they process your data it is for a specific purpose according to our instructions.
D5 Architects LLP takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including:
- Restricted access
- IT authentication
Transfers Outside the EU
It may sometimes be necessary to transfer personal information overseas. When transfers are needed, information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the GDPR and in accordance with the country-specific legislation applicable.
Consequences of Not Providing Your Data
You are not obligated to provide your personal information to us, however, as this information is required for us to provide you with our services we will not be able to offer some/all our services without it.
As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we will carry out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.
How Long We Keep Your Data
D5 Architects LLP only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be reviewed and deleted unless there is a special reason to keep it.
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