Privacy Policy Introduction The wording in this policy reflects the requirements of the General Data Protection Regulation (GDPR), which came into effect in the UK on 25 May 2018 Fletcher Priest Architects collect and process personal data relating to our business contacts; clients (current and future) consultants and sub consultants suppliers contractors other individuals we have a business relationship with We are committed to being transparent about how we collect and use personal data and to meeting our data protection obligations. Definitions "Personal data" is any information that relates to a living individual who can be identified from that information. “Processing” is any use that is made of data, including collecting, storing, amending, disclosing or destroying it. What information do we collect about you? We collect information about our business contacts and process it using our contact management database. Information collected may include: Name Employer name and address Title / Position Phone number Email Other business contact details 16 or Under We do not collect any personally identifiable information from children aged 16 or under without prior verifiable consent from their parent/guardian. How is personal data collected? You can visit our website without providing any personal information, however we may automatically collect IP addresses, information about your visit and how you use our website. If you select the option on our website to receive our newsletter you will be asked for your email address, name, job title and town. You can unsubscribe at any time. We provide access to the internet while you are in the office, it is securely configured to separate our corporate data from internet browsing. As a guest you will be asked to logon to a secure portal that will grant you access to browse the internet only. We do not store any information about your connection or the sites you visit. Why do we process personal data ? When we collect personal information from our business contacts it will be used for the following purposes: To maintain commercial relations with you To administer and manage our contractual obligations and services to or from you To understand your service and/or project needs To manage and develop our business and operations To meet legal and regulatory requirements To notify you of changes to our services To recommend your product or service to relevant contacts within the industry To invite you to appropriate business events When you voluntarily give us your personal information we will only use it for the above purposes. If we intend to use your personal information for a purpose other than those above, we will seek your express consent. Who has access to data? We may share your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We will not share your information with third parties for any reason other than those specified above. How do we protect data? We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by the relevant employees of the organisation in the proper performance of their duties. Where we engage third parties to process personal data on our behalf, such parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. International data transfers We will take all of the reasonably necessary steps to ensure that data is treated securely and in accordance with this policy and no transfer of personal data will take place to an organisation or a country unless there are adequate controls in place, including the security of data and other personal information How long will you hold my data? We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, reporting requirements or to establish, exercise or defend our legal rights. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Your rights You have a number of rights relating to the personal data we hold. You can: Request access to your personal data. Request correction of your personal data. Request erasure of your personal data. Object to processing of your personal data. Request restriction of processing your personal data. Request transfer of your personal data. Right to withdraw consent. If you wish to exercise any of the rights set out above, please contact the Finance Partner at e.rae@fletcherpriest.com Data Breaches and reporting If we discover that there has been a breach of personal data that poses a risk to the rights and freedoms of individuals, we will report it to the Information Commissioner within 72 hours of discovery. We will record all data breaches regardless of their effect. If the breach is likely to result in a high risk to the rights and freedoms of individuals, we will tell affected individuals that there has been a breach and provide them with information about its likely consequences and the mitigation measures we have taken. Further Information We have appointed Emily Rae, Finance Partner as the person with responsibility for data protection compliance within the practice. Questions about this policy, or requests for further information, should be directed to her at e.rae@fletcherpriest.com or by post to Fletcher Priest Architects LLP, Middlesex House, 34/42 Cleveland Street, London, W1T 4JE. 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