HNW Architects are committed to protecting and respecting any information you share with us. The following points within this statement are to provide you with information on the type of information we collect from you, how it is used, who it may be shared with and how you can manage the information we hold.
1. Data we may collect from you
Depending on your relationship to us, we may collect and process the following data from you: your name, address, emergency contact, salary, bank details, medical information, national insurance number, qualifications and any professional memberships you may have.
2. How the data is collected
You may volunteer your data to us by submitting an application/form or personally handing your information to us.
3. How we look after your data
We take the security of your data very seriously. Personal Data is stored in restricted or password protected drives and/or kept in locked cabinets to which only our data processors and Directors are allowed access. Your data will never be passed on to a third party (see section 6).
4. How long we keep your personal data for
We will not hold your information for any longer than is necessary. Exceptions to this are:
- Your details are contained or embedded within project related documentation that has been kept for record purposes/achieved.
- The Law may require us to hold your information for a longer period, or delete it sooner.
- You exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reason permitted or requires under the law (see how you can manage the data we hold);
5. How you can manage the data we hold
You can request to see a copy of all the data we hold about you.
You can ask us to delete the information we have or stop processing it. However, we may not be able to immediately do so if that data is required for us to fulfil an obligation to you e.g. invoice you for a project, if we are legally required to keep it; or if we believe we need to keep it for contractual or insurance purposes.
You may also ask us to change the data we hold – if the data we hold is wrong we would appreciate it if you informed us so that we can keep our records accurate and fulfil its purpose.
To update/manage the information please email us via firstname.lastname@example.org
6. Third party data disclosure
We will take all necessary steps to ensure that your data is treated securely and in accordance to this Privacy Statement. We will not disclose personal data to any other organisations therefore it is unlikely that us handling your data will cause you any concern as the data will only be used and shared with whom you are aware.
7. Policy Changes
This Privacy Statement is reviewed frequently. This is to make sure we continue to meet the highest standards and protect your privacy. We reserve the right, at all times, to update, modify or amend this Statement. We suggest that you review this Statement from time to time to ensure you are aware of any changes we may make. We will not, however, change how we use information you have already given to us without your prior agreement.
8. Data Controller and Contact Information
If you have any questions or complaints about this privacy statement or how and why we process personal data, please contact the Data Protection Officer:
Our appointed DPO within the Practice is Georgina Ketley with Steve Duffy, Director holding overall responsibility for HNW’s Data Protection.
Director: Steve Duffy
Date: May 2018 Review Date: May 2019