Privacy Notice in accordance with the Isle of Man Data Protection Act 2018
horncastle:thomas is committed to protecting your personal data.
We process data solely for the purpose of carrying out the work we have agreed to do for our clients, either at preliminary stage, in order to provide information about our professional services and fees, or to complete an agreed project once we have a contract in place.
We do not source any such information ourselves or approach anyone about our services without first receiving an initial enquiry from them.
The only information we retain is that necessary to remain in contact with our clients and potential clients i.e. names, addresses, email addresses and telephone numbers.
Our lawful grounds for processing this data is known as ‘legitimate interest’ i.e. we have the consent of the data subject (client) and the ‘processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract’.
No financial information is taken from our clients.
The data we process is therefore considered ‘low risk’ as, on the whole, it is already publicly available.
We do not share personal data with anyone, unless we are given the express permission of a client to do so e.g. in order to obtain a quote or service from another professional body related to our services.
Digital data is held on the main server within the office. The server can only be accessed via Director’s laptops which are password protected.
Client email addresses may also be held on individual architects laptops as part of their email contact details. All laptops are password protected.
Client names and addresses are also held on an administrator’s own laptop (employed on a contract basis) No bank information is held on this or any other system.
Hard copy files for each project also include names and contact details but are only held within the office and are never removed.
We will retain your data in our offices for the period that we need to remain in active contact with you and our legal and professional obligations require. In the case of carrying out architectural services for a built project this would be from the point of initial contact to the point of Final Certificate (usually one year after Practical Completion of the project).
Data would then be archived for a minimum of 6 years. Hard copy files are sent to a professional data storage facility. Electronic files are transferred to hard drives which are kept in a secure safe in our offices.
You are under no obligation to provide us with your personal data but if you do not it will affect our ability to communicate with you and therefore our ability to carry out any services in an effective and timely way.
You have the right to:
request a copy of the personal data we hold about you
request that we correct any personal data which is inaccurate or out of date
request that your personal data is erased if it is no longer necessary to retain it
withdraw your consent for the data to be processed
request that we transmit the data to another data controller
request further processing is restricted
object to the processing of personal data
We would do everything reasonable to comply with any such requests provided they did not conflict with our legal and professional obligations.
Under the terms of the current legislation horncastle:thomas limited is the data controller and processor.
The point of contact for any enquiries or concerns relating to Data Protection is:
Karen Horncastle • 01624 663383 • email@example.com • 20 Athol Street, Douglas, IM1 1JA
However, if you are at all unhappy with the way in which we process your data you can complain to:
The Information Commissioner 01624 693260 firstname.lastname@example.org PO Box 69, Douglas, IM99 1EQ