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Privacy Policy
1. Introduction
1.1 Saunders Architects LLP is committed to safeguarding the privacy of our service users and website visitors ensuring that when we collect and use personal data, we do so in accordance with applicable data privacy laws. This Privacy Policy applies where we are acting as a data controller with respect to the personal data of our service users and website visitors; in other words, where we determine the purposes and means of the processing of that personal data.
1.2 We may collect your personal data when you request information about us or our services or projects. This information you voluntarily give us by using the contact details we publish through our website, emails, letters, drawings, brochures, or otherwise when you correspond with us by telephone, email, via our website contact form, or our social media platforms.
1.3 This Privacy Policy explains how we may use the data we collect. You do not have to give us any information in order to use our website. However, we may need to collect certain details from you if, for example, you send us correspondence using the contact details herein, displayed on our website or by using the website contact form.
1.4 In this policy, "we", "us" and "our" refer to Saunders Architects LLP. For more information about us, see Section 16.
2. How we collect your personal data
2.1 Your personal data may be collected by us in a number of ways, including:
a) through our provision of services to you, your employer or the organisation you represent;
b) during the course of dealings with you for or on behalf of a client;
c) when you contact us, for example, to enquire about our services;
d) when you provide information to us by filling in the contact form on our website;
e) when we collect publicly available information about you or your business;
f) when we collect your personal data from our clients, consultants, suppliers and other advisers.
3. The personal data we collect
3.1 Types of personal data that we may collect includes the following:
a) contact and professional details including names, job titles, employers, postal addresses, email addresses and telephone numbers;
b) images or photographs captured for office or project promotion on our website, or in other promotional materials;
c) banking account and payment details.
4. How we use your personal data
4.1 We may process your personal data:
4.1.1 Where it is in your vital interest:
Where it is in your vital interest for us to use your personal data to contact you if we need to communicate urgent or critical notices to you in connection with the services we have supplied to you or where we otherwise reasonably believe that processing your personal data will prevent or reduce any potential harm to you.
4.1.2 Where there is a legitimate interest:
Where it is necessary for us to pursue our legitimate interests as a business, or that of a third party:
a) to correspond or communicate with you;
b) for network and information security to protect your information against loss or damage, theft or unauthorised access;
c) for prevention of fraud and other criminal activities;
d) to comply with a request from you in connection with the exercise of your rights;
e) for the management of queries, complaints, or claims;
f) for the establishment exercise or defence of our legal rights;
g) for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice.
4.1.3 Where there is a legal requirement:
We may use your personal data to comply with our legal obligations
4.1.4 Where it is required to complete a contract:
When in connection with a contract for the supply of services to you or where we have arranged for the supply of another company’s services to you or where you are in discussions with us about any new service.
5. Storage, transfer and use of your personal data
5.1 We do not sell on, broker or rent out any personal data collected via our website, or otherwise provided to us by you.
5.2 Your personal data is held in the United Kingdom using one server at each office site, in hardcopy records, and by email exchange server. We do not store personal data outside the EEA.
5.3 We may disclose your information to third parties insofar as reasonably necessary for the purposes and in the following circumstances:
a) you have consented to us sharing your information in this way;
b) we are under a legal, regulatory or professional obligation to do so;
c) if we believe your use of our website has violated or may violate any law, regulation or if we believe you are or may be a threat to safety, security, property, interests or rights of us or others;
d) if we use a third-party service provider to provide services that involve data processing, translation, technology, research, banking and payment, client contact, data entry and processing, litigation support, marketing and security services and other similar services;
e) in order to investigate or respond to or resolve problems or inquiries or defend our interests (including, but not limited to, professional indemnity insurers, brokers, auditors and other professional advisors).
6.Retaining and deleting personal data
6.1 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
7. Your rights as a data subject
7.1 The following summarises the rights that you, the "data subject", have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
7.2 Your principal rights under data protection law are:
a) Right of access – you have the right to request a copy of the information that we hold about you.
b) Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
c) Right to erasure – In some circumstances you have the right to the erasure of the personal data we hold about you from our records without undue delay.
d) Right to restriction of processing – In some circumstances you have a right to restrict the processing of the personal data we hold about you in our records.
e) Right of portability – you have the right to receive your personal data that we hold about you in a structured commonly used and machine-readable format and have the right to transmit this data to another party without hindrance from us.
f) Right to object – you have the right to object to certain types of processing of the personal data we hold about you.
g) Right to complain - If you consider that our processing of your personal data infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection.
h) Right to withdraw consent - you have the right to withdraw your consent to our processing of your personal data at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
7.3 You may exercise any of your rights in relation to your personal data by written notice to us, in addition to the other methods specified herein.
8. Requests for access to personal data
8.1 We will accept the following forms of ID when information on your personal data is requested: A minimum of one piece of photographic ID which may be a copy of your national ID card, driving license, or passport, and one supporting document such as birth certificate or a utility bill not older than three months. If we are dissatisfied with the ID documentation, further information may be sought before personal data can be released. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
9. Cookies
9.1 Cookies are small pieces of data stored on a site visitor's browser. They are typically used to keep track of the settings users have selected and actions they have taken on a site. Cookies cannot be used to identify you personally and can’t harm your computer.
9.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
9.3 We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website. These cookies may be stored on your computer when you visit our website. We will not use cookies to collect or store personally identifiable information about our website users, but you may wish to restrict or block the cookies set by our website. You can do this through your browser settings.
9.4 Our website is hosted by Wix. For details of the cookies Wix places on their hosted sites see the following link:
https://support.wix.com/en/article/cookies-and-your-wix-site
9.5 The following links provide up-to-date information on cookie controls and explain how to access cookie settings in various browsers:
Cookie settings in Internet Explorer
Cookie settings in Google Chrome
Cookie settings in Safari (OS X)
Cookie settings in Safari (iOS)
You can also visit https://aboutcookies.org/, which contains information on how to control and delete cookies.
9.6 Please be aware that if you block cookies you may not be able to use all the features on our website.
9.7 We may use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at: https://policies.google.com/privacy. To opt out of being tracked by Google Analytics across all websites, visit this link: http://tools.google.com/dlpage/gaoptout.
10. Photography
10.1 We may photograph our projects for reproduction on our website, social media platforms, and other promotional materials, and many of these photographs will include members of the public. We also share photos with clients and other third parties, for use in their own marketing. If you would like us to remove a photograph of you that we hold, please use the contact details herein.
11. Viruses
11.1 We cannot guarantee that our site will be secure or free from bugs or viruses. You are responsible for configuring your technology, computer programmes and browser in order to access our website. You should use your own virus protection software.
11.2 You must not misuse our site by knowingly introducing viruses, or any other material which is malicious or technologically harmful. You must not attempt to gain unauthorised access to our site, hosting servers on which our site is stored.
12. Links to other sites
12.1 Our website may contain links to other third-party websites. The links are provided for your information only. We have no control over the content of those websites and accept no responsibility for them or for any loss or damage that may arise from your use of them. Please note that those websites have their own privacy policies and that we do not accept any responsibility or liability for those policies.
13. Linking to our site
13.1 You may link to our website, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it. You must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists. We reserve the right to withdraw linking permission without notice.
14. Amendments
14.1 We may update this policy from time to time by publishing a new version on our website.
15. Questions and Queries and Complaints
15.1 If you have any questions or queries which are not answered by this Privacy Policy, or you wish to make a formal complaint about how we have handled your data, please write to us using the contact details herein.
15.2 If your complaint is not resolved to your satisfaction, you have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about the way we have processed your personal data. Please visit the ICO website for further details.
16. Our details
16.1 This website is owned and operated by Saunders Architects LLP.
16.2 We are registered in England and Wales under registration number OC307148, and our registered office is at Suite 36, Royal Mail House, Terminus Terrace, Southampton, SO14 3FD.
16.3 You can contact us:
a) by post:
F.A.O The Partners
Saunders Architects LLP
Suite 36, Royal Mail House,
Terminus Terrace,
Southampton,
SO14 3FD.
b) using our website contact form:
www.saundersarchitects.co.uk/contact
c) by telephone:
023 8081 1981 (Southampton)
02476 220 387 (Coventry)
d) by email:
mail@saunders-architects.co.uk (Southampton)
email@saundersarchitects.co.uk (Coventry)