The Architect Directory (the “Directory”) is a project operated by Municipal Agency Limited of 8 Ruskin Park House, Champion Hill, London, England, SE5 8TQ (‘we’, ‘us’). We are the data controller of any personal information about you collected and processed by us. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.

 

We have provided this privacy notice statement to help you understand how we collect, use and protect your information when you visit www.architectdirectory.co.uk or otherwise communicate with us, for example by phone, post or e-mail.

As the Directory develops, this notice may also change. To assist you, this notice has an effective date set out at the bottom of this notice.

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

The purpose for which we are processing your personal data is to maintain the running of the Directory and strive to ensure all information shown on the Directory is up to date and representative of each organisation on our site. We will only process your data where it is necessary to maintain this purpose.

 

We will communicate with each architect’s firm when and if we need any information updating on the Directory in relation to the architect’s firm you represent, in relation to that firm.

The data we collect about your firm will be collected from publicly available sources (e.g. Companies House and any other online databases that contain information useful to the Directory, including your firm’s website). We collected your email address from your practice’s website.

 

We may also collect data from you if you contact us directly or where you provide it in any updates you perform on your firm’s entry in the Directory.

 

(a) Website updates:
If you have been responsible for updating the information that relates to your employer, we may ask for, or already be processing, the following types of data:

 

• Name;
• Contact details including email address and company telephone number;
• Name of your organisation;
• Address of your organisation; and
• Role within your organisation.

 

(b) Partners or Directors
Where you are a partner or a director that is personally identifiable from the information contained about the entry on the Directory regarding your firm, we may process the following information about you:
• Your name (where this has been provided directly by your firm in the firm’s bio on the Directory);
• Your organisation; and
• Your sex.
We may also process your race/ethnic origin so that we can provide diversity details for the firms contained on the Directory. This means we may be processing special category data (otherwise known as sensitive data) about you. We will only process this type of information where it has been manifestly made public or it has been provided by your firm when updating the website and you have provided your explicit consent to the processing.

 

(c) Contractors
Where you have been contracted to complete services for the purposes of maintaining the Directory, we may collect and retain the following information about you:

 

• Your name;
• Contact details;
• Organisation you work for; and
• Financial information in order to pay invoices.

We may collect and use your personal data to:

 

• Maintain the Directory and provide users of the Directory with information about the firm you represent;
• Contact you in an update rotation to confirm the information we have or update it; and
• Effectively respond to any queries you may have.

 

We do not use any automatic decision-making processes in relation to your data.

We will only process your data where there is a legal basis for the processing. This means that we will only process your data where:

 

• We have a legitimate interest for doing so (such as maintaining the Directory) as considered by our legitimate interests assessment;
• We need to comply with a legal obligation to which we are subject; and
• The processing is necessary for the performance of a contract to which you are a party or in order to take steps to enter into the contract with you.

Your personal information may be shared with third parties where it is necessary for carrying out the purpose stated in paragraph 2.1 above. That includes:

 

• Where we need to engage contractors to maintain or improve the running of the Directory. Where we have engaged a data processor we will have a specific agreement in place that ensures the safety and security of your personal data;
• The rest of the Municipal Agency Limited group from time to time;
• Our legal advisors and any other where we have received a complaint or other legal issue that may arise;
• Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this information;
• Law enforcement or other regulatory bodies who can legally request access to information about you for prevention and detection of crime, the apprehension or prosecution of offenders, and the assessment or collection of tax; and
• Any buyer of the Directory or Municipal Agency Limited – in this case, the buyer will issue their own privacy notice and inform you of how they foresee they will process your personal data.

 

The personal information you provide to us (that is not incidental to the information provided on the Directory) when updating the website will not be made available for the public. This will be kept on a ‘need to know’ basis, whereby our employees, agents or contractors will only have access to your data where it is necessary to perform their function within the organisation. All other information will be publicly available on the website.

We have collected information about your firm through online databases. We will only send direct marketing to you in a commercial capacity. Unless we are provided with contact details of a named representative, we will send marketing messages to an ‘info@’ (or similar) email account.

 

If we are asked to remove an address from our mailing lists, we will not send marketing messages to that address for two years.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Our employees, agents and contractors will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

 

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Information is only kept as long as necessary for the period it is required. When deciding how long we keep your information we take into account any minimum retention requirements set out in law; for example, financial and statutory reporting requirements mean we must keep certain records for a period of 7 years. Depending on the purpose for which we hold your hold your personal data, retention periods may vary and some data may be stored for longer than the stated retention period for the purposes of business continuity.

You have the right:

 

• to request information about how your personal data are processed, and to request a copy of that personal data;
• to request that any inaccuracies in your personal data are rectified without delay (whilst we review the data from time to time, we are always happy to receive corrections and updates to ensure the data is as accurate as possible);
• to request that any incomplete personal data are completed, including by means of a supplementary statement;
• to request that your personal data are erased if there is no longer a justification for them to be processed;
• in certain circumstances (for example, where accuracy is contested), to request that the processing of your personal data is restricted;
• to object to the processing of your personal data where it is processed for direct marketing purposes; and
• to object to the processing of your personal data.

 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

Currently, we do not transfer any of your personal data internationally. In the event that we do transfer personal information to service providers outside the UK in the future, we will take all reasonable steps to ensure that your personal data is processed securely. We will only transfer personal information outside the UK where it is compliant with applicable data protection legislation and the means of transfer provides adequate safeguards in relation to your personal information.

 

Of course, information a firm that a firm supplies to us will be available globally, once the website is live.

We aim to ensure all information collected about you is done so fairly and lawfully, whilst implementing robust measures to keep your information secure. If you are not satisfied with the information provided in this notice, please contact us in the first instance so we can resolve your queries or provide you with any additional information required.

 

Alternatively, it is your right to contact your local Data Protection Authority and lodge a complaint. In the UK the lead Data Protection Authority is the Information Commissioner. For more information please visit the Information Commissioner’s office at www.ico.org.uk/concerns, call them on 0303 123 1113, or write to them at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

 

If you have any queries in relation to this notice, or need more information please do not hesitate to contact us at: info@architectdirectory.co.uk or by writing to us at: 8 Ruskin Park House, Champion Hill, London, England, SE5 8TQ.

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