This document aims to provide a clear overview of the how data is processed for your project, should you proceed with appointing A-Cubed Design for your project.
GDPR is new legislation covering how personal data can be processed, stored and used.
As per our fee proposal for your project, A-Cubed Design Ltd will work on your behalf to deliver your project, as defined by the scope and stages of our fee proposal to you. In order to do this we will have access to a certain amount of specific data relating to you and your property.
This means that, under GDPR legislation, we have responsibilities to ensure that we are taking proper care of your data, and have a system in place to demonstrate this.
What data is being held, and how is it being used?
As a broad guide: Name[s], address, email, phone number[s], project drawings, project images
As part of the process of providing our service to you, this will involve certain things at key stages :
- Providing your address and contact information as part of online council applications. This may mean that the council [Planning / Building Control] can contact you as part of the application process, for example, in order to arrange access.
- Providing your address and contact information to potential contractors, at budget costing stage and tendering stage. We will discuss potential contractors with you, and decide who to send your project information to. You will be kept informed of this process.
- Providing your address and contact details to other design team members who are contributing to your project, for example : Structural engineer[s], Quantity Surveyor[s], M+E engineer[s], Drainage Inspection companies, Scottish Water. In each case you will be informed of who your details will be sent to. Many extension projects will only require a Structural Engineer, but each project is on a case-by-case basis.
Your details will not be added to any mailing lists, nor will they be used for any speculative marketing. We will not send your details to any third-party, except for those involved in delivering the project, as outlined above.
If at any time during the project you want to correct or adjust the details we hold for you, please get in touch by email.
As standard, A-Cubed Design will hold details of customers, and projects undertaken, in perpetuity. This is in order to be of service in case any future enquiry should arise, and is also a requirement of professional bodies. This will not be used for any marketing purposes.
If there are photos taken of your finished project, then these will be organised with your permission. You will be asked if your project is to be exhibited online, via social media, and website, and will have the opportunity to comment on how your project is presented. Generally, this would be without full street names, and without surnames, but can be discussed on an individual basis.
Council payments are generally made direct to the council, where possible. Invoice payments are generally made direct via BACs transfer. A-Cubed Design does not retain or process card payments or bank details of clients.
As architect for your project we will carry out all due diligence to ensure your data remains secure. This means having up-to-date anti-virus systems in place, regular backup facilities, and up-to-date computer systems. A-Cubed Design stores files on Dropbox Business, which is certified as being compliant with the most widely accepted security and privacy standards and regulations in the world, such as ISO 27001/2, ISO27018/17 and SOC 2. This allows for efficient and safe working practices with the project data, whether on site, or in the office.
If our security was to be breached, resulting in data being exposed that could result in a risk for the individuals concerned, we will inform you immediately.
In the event of any enquiry, we can confirm we will co-operate with the relevant Data Protection Authorities.
As standard, we will only ask you for data that we need in order to provide the service we are appointed to do.
If you have any questions, please feel free to contact us at firstname.lastname@example.org