Your personal data – what is it?
The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. For example, name, passport number, home address or private email address. Online identifiers include ip addresses and cookies.
The processing of personal data is governed by the General Data Protection Regulation 2016/679, the “GDPR”.
Who are we?
Tony King Architects Ltd is the data controller. Our contact details are: Tony King Architects Ltd, 97a Glebe Street, Penarth, Vale of Glamorgan, CF64 1EE, Tel No. 02920 306400, Email: firstname.lastname@example.org
How do we process your personal data?
Rhiannon Chamberlain, Data Protection Officer, ensures compliance with our obligations under (the GDPR) by keeping personal data up to date; by storing and destroying it securely; not by collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
The Purpose(s) of Processing Your Personal Data
We use your personal data for the following purposes:
- To maintain contact and communication with you during the course of a potential or new project.
- To maintain our own records and accounts.
- To operate the TKA website and deliver the services that individuals have requested.
We may collect your personal data when you request information about Tony King Architects or any of our services or projects. We may ask you to submit information about yourself in order to receive or use services on our website. Any information you provide will only be used by us, our agents and service providers and will not be disclosed unless we are obliged or permitted to by law to do so.
What is the Legal basis for Processing your Personal Data?
Personal Data (Article 6 of GDPR)
Our lawful basis for processing your general personal data
|□ Consent of the data subject;||N/A – Legitimate Interest|
|☑ Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract
|For the legitimate purposes of running the business – see below
|☑ Processing necessary for compliance with a legal obligation||For the legitimate purposes of running the business – see below|
|□ Processing necessary to protect the vital interests of a data subject or another person||
|□ Processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller||N/A|
|☑ Processing necessary for the purpose of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject||Contact details of clients and design team members for project contracts
Data used for the purposes of purchasing supplies, materials and services for the legitimate running of the business.
Special Categories of Personal Data (Article 9 of GDPR)
Our lawful basis for processing your special categories of data
|☑ Explicit consent of the data subject||For employees only|
|☑ Processing necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement||Consent forms issued and signed by employees
|□ Processing necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent||N/A
|□ Processing carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided that the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent||N/A
|□ Processing relates to personal data manifestly made public by the data subject||
|□ Processing necessary for the establishment, exercise or defence of legal claims or where courts are acting in their judicial capacity||
|□ Processing necessary for reasons of substantial public interest on the basis of EU or Member State law||
|☑ Processing necessary for reasons of preventative or occupational medicine, for assessing the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of EU or Member State law or a contract with a health professional||Consent forms issued and signed by employees
|□ Processing necessary for the reasons of public interest in the area of public health||N/A|
|□ Processing necessary for archiving purposes in the public interest, or scientific and historical research purposes or statistical purposes||N/A
Sharing Your Personal Data
Your personal data will be treated as strictly confidential and will be shared only with directors and finance staff where necessary, and contact details with members of the design team for projects contacts.
How Long Do We Keep Your Personal Data?
We keep your personal data for no longer than reasonably necessary but may be for a period of 7 or 12 years beyond the end of the contract with you. Examples include: in the case of any legal claims/complaints, accounting etc, for accounting purposes we must keep records for 6 years from the end of the last company financial year they relate to. For contracts under seal details need to be kept for 12 years for legal purposes.
You are under no statutory or contractual requirement or obligation to provide us with your personal data, but failure to do so will have the following consequences:
Reduce or prevent communication with you during the contract; delay or prevent payment for goods and services.
Your Rights and Your Personal Data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data.
- The right to request a copy of the personal data which we hold about you.
- The right to request that we correct any personal data if it is found to inaccurate or out of date.
- The right to request your personal data is erased where it is no longer necessary to retain such data.
- The right to withdraw your consent to the processing at any time, where your consent was your lawful basis for processing the data.
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability), (where applicable, i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means).
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
- The right to lodge a complaint with the Information Commissioners Office.
Transfer of Data Abroad
We do not generally transfer personal data outside the EEA.
Automated Decision Making
We do not use any form of automated decision making in our business.
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Any changes we may make to our policy in the future will be posted on this page and where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our policy.
Where services are delivered on the internet, this sometimes involves placing small amounts of information on your computer or mobile phone. These include small files known as cookies. Cookies cannot be used to identify you personally and can’t harm your computer. These pieces of information are used to improve services for you through, for example: enabling a service to recognise your device so you don’t have to give the same information several times during one task storing PDFs of projects and pages you have selected measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast.
on the functionality this website.
We endeavour to ensure that all the material on our website is accurate and up-to-date. However, errors and omissions can happen, so the content is provided without any warranty, or liability. We do not warrant that use of the website will not infringe third party rights. We do not warrant that use of this website or materials downloaded from it will not cause computer virus infection or other damage to property. It is a condition of use of the website and the materials in it that use is at the user’s own risk.
Company Registration Details
Company name: Tony King Architects Ltd | Registration number: 3731657 | Place of registration: Wales | Registered address: 97A Glebe Street, Penarth, Vale of Glamorgan, CF64 1EE
Intellectual Property Rights
Unless otherwise indicated, we are the owner or the licensee of all intellectual property rights in our website, and in the material published on it. Those works are protected by copyright laws and treaties around the world.