Hoot Architecture GDPR & Privacy Policy
For the purposes of the General Data Protection Regulation (“GDPR”) and UK data protection laws, the controller is Hoot Architecture a trading name of Hoot Studio Ltd. Registered Office 81 Buckinghamshire Road, Durham, DH1 2BE
About this document:
This privacy policy sets out the way we process your personal data and we’ve created this privacy policy to make sure you are aware of how we use your data as a client or contact of Hoot Architecture.
How we collect your information:
We may collect your personal data in a few limited ways including directly from you during discussions including meetings and telephone conversations, when you make enquiries via the ‘Contact’ section on our website or when you email us directly. We may have also received contact details from a 3rd party site where you requested the details of local architects.
The types of information we collect:
We may collect the following types of personal data about you:
Name and job title.
Contact information including email address.
Details of your property and land ownership.
Records of communications and interactions we have had with you.
Any other information relevant to your project such as the existence of any hidden services, way-leave, easements or covenants which may impact on the design or later construction of the project.
How we use personal data:
Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express. More generally, we will use your personal data for the following purposes:
Administration of projects.
Completion of planning application forms on your behalf.
Issuing of invoices.
Preparation of appointment documents and building contracts.
Issuing certification associated with administering building contracts.
Sharing information
We will keep the information about you confidential and we will only disclose your information with other third parties with your express consent with the exception of the following categories of third parties.
Personal data collected and processed by us may be shared with third parties directly involved in specific projects where necessary to allow us to fulfill our obligations under our appointment with our Clients.
Anyone to whom we may transfer our rights and duties under any agreement we have with you.
Insurance companies, loss assessors, regulatory authorities and other fraud prevention agencies for the purposes of fraud prevention and to comply with any regulatory issues and disclosures.
Any legal or crime prevention agencies and/or to satisfy any regulatory request if we have a duty to do so or if the law allows us to do so.
Communication:
You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:
Email: stukent@hootarchitecture.com
Post: Hoot Architecture, 26-27 New Elevet, Durham, DH1 2BE
Telephone: 0191 6456789
How long your information is kept:
We keep your personal data only for as long as necessary for each purpose we use it. In most cases, this is at least six years following the completion of our appointment on a Project in which you have been involved as required by the terms of our Appointment.
Potential clients and other short term contact information is held for a period of not less than two years to ensure that should you contact us again we have any relevant information to hand.
How we use cookies
A cookie is a small file stored on your browser,for example Internet Explorer. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Your Rights
Under certain circumstances, by law you have the right to:
Subject Access Requests - Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. We shall respond promptly, and certainly within one month from the point of receiving the request and all necessary information from you. Our formal response shall include details of the personal data we hold about you, including the following; sources from which we acquired the information; the purposes for processing the information; and persons or entities with whom we are sharing the information.
Right to rectification - Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Right to erasure - This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
Right to restriction of processing - Subject to exemptions, you, the data subject, shall have the right to obtain from us restriction of processing where one of the following applies:
a) The accuracy of the personal data is contested by you, the data subject, and is restricted until the accuracy of the data has been verified.
b) The processing is unlawful and you, the data subject, oppose the erasure of the personal data and instead request the restriction on its use.
c) We no longer need the personal data for the purposes of processing, but it is required by you, the data subject, for the establishment, exercise or defence of legal claims.
d) You, the data subject, have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections.
Notification obligation regarding rectification or erasure of personal data or restriction of processing - We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. We shall provide you, the data subject, with information about those recipients if you request it.
Right to data portability - You, the data subject, shall have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller, without hindrance from us.
Right to object - You shall have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, including any personal profiling; unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you, the data subject, or for the establishment, exercise or defence of legal claims.
Right to not be subject to decisions based solely on automated processing - We do not carry out any automated processing, which may lead to an automated decision based on your personal data.
Invoking your rights
If you would like to invoke any of the above data subject rights with us, please contacting us at:
Email: stukent@hootarchitecture.com
Post: Hoot Architecture, 26-27 New Elevet, Durham, DH1 2BE
Telephone: 0191 6456789
Accuracy of Information
In order to provide the highest level of customer service possible, we need to keep accurate personal data about you. We take reasonable steps to ensure the accuracy of any personal or sensitive information we obtain. We ensure that the source of any personal data or sensitive information is clear and we carefully consider any challenges to the accuracy of the information. We also consider when it is necessary to update the information, such as name or address changes and you can help us by informing us of these changes when they occur.
Questions and Queries
If you have any questions or queries which are not answered by this Privacy Policy, or have any potential concerns about how we may use the personal data we hold, please contacting us at:
Email: stukent@hootarchitecture.com
Post: Hoot Architecture, 26-27 New Elevet, Durham, DH1 2BE
Telephone: 0191 6456789
Policy changes
This Privacy Policy is regularly reviewed. This is to make sure that we continue to meet the highest standards and to protect your privacy. We reserve the right, at all times, to update, modify or amend this Policy. We suggest that you review this Privacy Policy from time to time to ensure you are aware of any changes we may have made,however, we will not significantly change how we use information you have already given to us without your prior agreement. The latest version of this policy can be found at https://hootarchitecture.com/privacy-policy
If you have a complaint
If you have a complaint regarding the use of your personal data or sensitive information then please contacting us at:
Email: stukent@hootarchitecture.com
Post: Hoot Architecture, 26-27 New Elevet, Durham, DH1 2BE
Telephone: 0191 6456789
If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner's Office (ICO), you can contact them on 01625 545745 or 0303 123 1113. You also have the right to judicial remedy against a legally binding decision of the ICO where you consider that your rights under this regulation have been infringed as a result of the processing of your personal data. You have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensation