Privacy Policy

By using our website and services you agree to the use of the data that we collect in accordance with this Privacy Policy. This Privacy Policy explains how we use any personal information that we collect about you.

Who we are

Our website address is: http://www.elmarchitects.co.uk

What personal data we collect and why we collect it

Personal data relates to any information about a natural person that makes you identifiable which may include (but is not limited to):

• Personal identifiers:

  • Names

  • Postal addresses

  • Email addresses

  • Telephone numbers

    
    

• Building information:

  • Photographs

  • Reports by ELM Architects or other consultants/ architects

  • Drawings – existing or showing planned development.

    
    

• Financial information:

  • In relation to building contracts.

  • Grant funding

  • Possible additional information re: funds reserved for building projects.

    
    

• Online identifiers:

  • IP addresses

  • Cookies

    
    

• Location data

As part of our appointment as your architect, we will request the personal information of the appropriate contact(s), in order to communicate effectively and directly with the appropriate client contact during the course of our work.

Where your appointment has been transferred directly from your appointment with Emma Mullen at St Ann’s Gate Architects, your personal information will also be transferred from that database and confirmed at your new appointment.

Under the UK General Data Protection Regulation, the lawful use of such information relies upon:

-         Your consent. (You can remove this consent at any time).

-         Our contractual obligations.

-         Our legal obligations.

It may be necessary to share personal information with other organisations. This may include consultants or suppliers during the completion of a project or professional service.

For example, during project planning, it may be necessary to share data with other consultants, for them to assist in project delivery. At construction stage, data will be included in contract documents and contractors in turn, may need to share this information with their sub-contractors or suppliers to deliver the building works.

It will also be necessary to share personal information for approval of proposals, including Planning, Listed Building Consent, Faculty and Building Regulation applications. This information will become publicly available during such applications.

Other Websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

How will we use the information about you?

To take all reasonable measures to protect your personal data, we will implement the following measures:

• Only data strictly required necessary to fulfil the architect’s duties will be collected and stored by ELM Architects.

• Electronic and paper data will be held in as few places as strictly necessary.

• Electronic data is secured by means of password protected software.

• Electronic data will be backed up on Cloud based storage, which is protected by Two-factor authentication.

• Electronic devices have virus protection software that is regularly updated.

• Paper information will be kept within the secure office or under supervision when taken outside of the architect’s office.

• Paper information sent via post, must be in sealed, addressed envelopes or boxes, transported by reputable companies.

• Paper documents containing personal information will be shredded once no longer required.

• External consultants/ parties must provide the client with appropriate privacy assurances.

Your personal information will never be sold to third parties. 

Access to your information and correction

You have the right to request what personal information ELM Architects holds about you and have the right to request that it be erased from our records. 

ELM Architects will take every opportunity to ensure that data is updated, so as to be accurate. You have the right to request us to rectify information you believe to be inaccurate, or complete information you believe to be incomplete. 

You have the right to request restriction or objection of processing of your personal data, in certain circumstances. 

You have the right to ask that we transfer your personal information to another organisation, or back to you, in certain circumstances. 

We must respond to any request in relation to your personal data, within one month. 

This policy will be regularly reviewed and updated to reflect any updates in legal obligations.

If you have any concerns about the use of your personal data, wish to invoke any of your rights listed above, or wish to make a formal complaint in relation to the handling, use or storage of your personal data, this may be made in writing to:

• Emma Mullen (Director)

• By email: admin@elmarchitects.co.uk

• Or in writing at ELM Architects, Minster, Youngs Paddock, Salisbury, SP5 1RS

You will receive acknowledgment of your complaint, which will be dealt with promptly and in writing.

How long will you keep my personal data?

We are required to store our client files for a minimum period of 6-12 years post completion, in order to comply with our Professional Indemnity Insurance. We will hold your data for no longer than is necessary.

Changes to this Privacy Notice

We keep our privacy policy under regular review. Any changes to our Privacy Policy will be placed here and will supersede this version of our Policy. We will take reasonable steps to draw your attention to any changes in our Policy. However, to be on the safe side, we suggest that you read this document each time you use the website to ensure that it still meets with your approval.