To ensure GDPR compliance John Coward Architects Ltd will:
- Only act upon written instructions of our data controllers (herein known as the client)
- Be subject to a duty of confidence, and ensure the same of all relevant staff members
- Ensure the appropriate measures are taken to ensure the security of the data
- Only engage a sub-processor (herein known as the consultant) on written consent of the client
- Assist the client in providing access to their personal data and allowing the client to exercise their rights under the GDPR
- Assist the client in meeting its GDPR obligations in relation to the security of processing data, the notification of personal data breaches and data protection impact assessments
- Ensure to delete or return all personal data to the client as requested at the end of any relevant contracts
- Submit to audits and inspections, provide the client with whatever information it needs to ensure that they are both meeting their Article 28 obligations, and tell the client immediately if it is asked to do something infringing the GDPR or other data protection law of the UK or a member state
- Train our staff to comply with these regulations
Our Direct Responsibilities under GDPR are to:
- Only act on the written instructions of the client (Article 29);
- Not use a consultant without the prior written authorisation of the client (Article 28.2)
- Co-operate with supervisory authorities (such as the ICO) in accordance with Article 31;
- Ensure the security of its processing in accordance with Article 32;
- Keep records of its processing activities in accordance with Article 30.2;
- Notify any personal data breaches to the client in accordance with Article 33;
- Employ a data protection officer if required in accordance with Article 37; and
- Appoint (in writing) a representative within the United Kingdom if required in accordance with Article 27
- Our policy for controlling data is to:
Only collect & retain information necessary to transact with our customers and prospects - Ensure that revoked consent requests are managed with 30 days of revocation
- Ensure to enable right to access within 30 days of request, unless otherwise specified in writing
- Train our staff to comply with the regulation
Subject access requests
Upon receiving a written subject access request John Coward Architects Ltd will:
ensure to verify the identity of the person requesting the information
respond in writing within 30 calendar days with the requested information
if requested, initiate the right to erasure process or correction within 30 calendar days
What John Coward Architects Ltd will do should there be a data protection breach
Should there be a data breach, our staff are trained to inform a Company Director immediately, who will in turn, inform an authorised member of personnel who will notify the client and also inform the ICO within 72 hours.
The information provided to the client and the ICO will include;
- What has happened
- When and how we found out about the breach;
- The people that have been or may be affected by the breach;
- What we are doing as a result of the breach
The management team at John Coward Architects Ltd are responsible for the compliance and maintenance of this policy. If you have any other questions, please do not hesitate to contact us:
Our Website Privacy Cookie Policy
The below sets out how we use and protect any information that you provide us when you use this website.
We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25 May 2019.
What we collect
We may collect the following information:
- name
- contact information including email address
- demographic information such as postcode, preferences and interests
- other information relevant to customer surveys and/or analytical data
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, in particular for the following reasons:
- Internal record keeping.
- We may use the information to improve our products and services.
- We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address you have provided.
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure,we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
How we use cookies
A cookie is a small file that asks permission to be placed on your computer’s hard drive. The file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish for this to happen.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please contact us.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.