Privacy

DATA PROTECTION / PRIVACY NOTICE

How we use your personal information

This privacy notice is to let you know how Marson Rathbone Taylor LLP (MRT Architects) promises to look after your personal information. This includes what you tell us about yourself, what we learn by having you as a contact (client/supplier) or employee. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

Our Privacy Promise

We promise:

  • To keep your data safe and private.
  • Not to sell your data.
  • To give you ways to manage and review your marketing choices at any time.

Data Protection law will change on 25 May 2018

Who we are

Marson Rathbone Taylor LLP (MRT Architects). You can find out more about us at www.Mrtarchitects.co.uk
have any questions, or want more details about how we use your personal information, you can call us on 01789 292383 (+44 1789 292383 from outside the UK).

How the law protects you

As well as our Privacy Promise, your privacy is protected by law. This section explains how that works.
Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside MRT Architects LLP. The law says we must have one or more of these reasons:

  • To fulfil a contract we have with you, or
  • When it is our legal duty, or
  • When it is in our legitimate interest, or
  • When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. Here is a list of the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are:

What we use your personal information for

Our reasons

Our legitimate interests

• To manage our relationship with you or your business.
• To develop new ways to meet our clients’ needs and to grow our business.
• To develop and carry out marketing activities.
• To provide advice or guidance about our services
• To manage fees, charges and interest due on client accounts.
• To make and manage payments.
• To collect and recover money that is owed to us.
• To obey laws and regulations that apply to us.
• To respond to complaints and seek to resolve them.

• Your consent. • Fulfilling contracts.
• Our legitimate interests.

• Our legal duty.

• Keeping our records up to date, working out which of our services may interest you and telling you about them.
• Developing services, and what we charge for them.
• Seeking your consent, when we need it, to contact you.
• Complying with regulations that apply to us.

We use many different kinds of personal information, and group them together like this.

Type of personal information

Description

Contact

Where you live and how to contact you, telephone numbers, and email addresses

Transactional

Details about payments to and from your accounts with us

Contractual

Details about the services we provide to you.

Open Data and Public Records

Details about you that are in public records such as the Electoral Register, and information about you that is openly available on the internet.

Documentary Data

Details about you that are stored in documents in different formats, or copies of them. This could include things like your passport, drivers licence, or birth certificate.

Special types of data

The law and other regulations treat some types of personal information as special. We will only collect and use these types of data if the law allows us or expects us to do so:

Date of birth; Racial or ethnic origin; Religious or philosophical beliefs; Trade union membership; Health data including gender; Criminal convictions and offences

Consents

Any permissions, consents, or preferences that you give us. This includes things like how you want us to contact you.

National Identifier

A number or code given to you by a government to identify who you are, such as a National Insurance number.

Where we collect personal information from

Data you give to us:
• When you talk to us on the phone, or come into our office; When you use our website; In emails and letters

Data from third parties we work with:
• Companies that introduce you to us; Land agents; Public information sources such as Companies House;

Agents working on our behalf

Who we share your personal information with

We may share your personal information with companies / organisations:
• Agents and advisers who we use to help run your contract; Legal Agents and advisers e.g. to collect money you

owe; HM Revenue & Customs, regulators and other authorities; Organisations that introduce you to us; Companies / consultants that we introduce you to; Companies you ask us to share your data with.

Sending data outside of the EEA

We will only send your data outside of the European Economic Area (‘EEA’) to: (a) Follow your instructions or (b) Comply with a legal duty.

If you choose not to give personal information

We may need to collect personal information by law, or under the terms of a contract we have with you. If you choose not to give us this personal information, it may delay or prevent us from meeting our contractual obligations. It may also mean that we cannot perform services needed to run your contract with us. Any data collection that is optional would be made clear at the point of collection.

How long we keep your personal information

We will keep your personal information for as long as you are a client of Marson Rathbone Taylor Architects LLP (MRT Architects), and in order to respond to any questions or complaints, and to maintain records according to rules that apply to us. We may keep your data if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.

How to get a copy of your personal information and letting us know if your personal information is incorrect

You can access your personal information, and you have the right to question any information that you think is wrong or incomplete, which we hold, by writing to us at this address: MRT Architects, The Old Granary, Windsor Court, Stratford- upon-Avon, CV37 6GG, or email us at office@MRTarchitects.co.uk

We will take reasonable steps to check its accuracy and correct it.

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’. There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it. We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted. You can ask us to restrict the use of your personal information if: It is not accurate; It is not relevant any more, but you want us to keep it; You have already asked us to stop using your data but you are waiting for us to tell you if there are reasons we are allowed or need to keep on using it.

If you want to object to how we use your data, or ask us to delete it or restrict how we use it, please contact us in writing at the above address. We will assess your request and advise in a timely manner as to whether we can accommodate your request or whether there are legal reasons as to why we need to keep it.