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Privacy Policy

Acres Building Consultants Limited Privacy Notice

1. Important Notice

This is the Privacy Notice of Acres Building Consultants Limited (company number 07768324) whose registered office is at Chart House,
2 Effingham Road, Reigate, Surrey, RH2 7JN (“Acres”, “we”, “us” or “our”) and sets out how we collect and process your personal data.
This Privacy Notice also provides certain information that is legally required and lists your rights in relation to your personal data.
Please read this Privacy Notice to understand how we may use your personal data.

2. How to contact us

This Privacy Notice applies where we are a controller in respect of your personal data – this is where we decide how
and why your personal data is processed.

If you wish to correct your personal data held by us or to opt out at any time from receiving marketing correspondence from us
or to alter your marketing preferences please contact  enquiries@acresbuildingconsultants.co.uk.

If you need to contact us in connection with our use or processing of your personal data or gain access to it,
our contact details are enquiries@acresbuildingconsultants.co.uk.

Our Data Protection Manager is Tony Isbell and you can contact them at tisbell@acresbuildingconsultants.co.uk.

3. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone
or in conjunction with any other information in the data controller’s possession or likely to come into such possession.
The processing of personal data is governed by the Data Protection Act 2018 (the DPA 2018) and the General Data Protection Regulation, as  retained by UK laws (the GDPR). Together, we refer to the DPA 2018 and the GDPR as data protection laws in this Notice.

4. Categories of personal data we collect

The categories of personal data about you that we may collect, use, store, share and transfer are:

  • Individual Data. This includes personal data which relates to your identity, such as your first name, last name, title, and your contact details such as your address, email address and telephone numbers
  • Advertising Data. This includes personal data which relates to your advertising preferences, such as information about your preferences in receiving marketing materials from us and our third parties and your communication preferences
  • Information Technology Data. This includes personal data which relates to your use of our website, such as your internet protocol (IP) address in anonymised form, requested website or file, browser type and browser version; operating system; device type used; time of access.

We may also create personal data about you, for example, if you contact us by telephone to make a complaint, for example about our services, then we may make a written record of key details of the conversation so that we can take steps to address the complaint.

We also obtain and use certain aggregated data such as statistical or demographic data for any purpose (“Aggregated Data”). Aggregated Data may be derived from your personal data but does not directly or indirectly reveal your identity. For example, we may aggregate your Information Technology Data to calculate the percentage of users accessing a specific feature on our website. However, if we re-combine or re-connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Notice.

5. The sources from which we obtain personal data

In most cases we obtain personal directly from you via our website or on the telephone when you place an order for services.  We may also process your personal data when you request information about our services.

We may automatically collect Information Technology Data about your equipment, browsing actions and patterns by using cookies, server logs and other similar technologies. We may also receive Information Technology Data about you if you visit other websites employing our cookies. Please see our cookie policy https://www.acresbuildingconsultants.co.uk/index.php/cookie-policy for further details. *need correct link from Michael

We may also collect personal data from someone else such as:

  • analytics providers
  • our provider of customer feedback
  • advertising networks
  • search information providers
  • providers of technical, payment and delivery services
  • data brokers or aggregators
  • providers of social media platforms (such as Facebook, Twitter and Instagram) for example where you share our content through social media, for example by liking us on Facebook, following or tweeting about us on Twitter.
  • From publicly available sources, such as:
    • Companies House
    • the electoral roll
    • HM Land Registry.

We do not envisage collecting any special category or criminal personal data from or about you.

6. How do we process your personal data?

Acres Building Consultants complies with its obligations under data protection laws by keeping personal data up to date when you
tell us that it is inaccurate or incomplete; by storing and destroying it securely so far as technically possible; by not collecting or
retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and
by ensuring that appropriate technical measures are in place to protect personal data so far as technically possible.

7. We use your personal data for the following purposes:

  • Where we engage with clients for professional services, we may collect and process personal data in order to satisfy a contractual obligation. We request that clients only provide the personal data that is required for us to fulfil our contractual obligation, including allowing us to receive payments and collect money received or owed. It is your choice as to whether you provide us with your personal data necessary to enter into a contract or as part of a contractual requirement. If you do not provide your personal data
    then the consequences of failing to provide your personal data are that we may not be able to perform to the level you expect under our contract with you. An example of this would be where we are unable to provide you with certain services as we do not have
    your full details, or where we cannot perform our contract with you at all because we rely on the personal data you provide in order
    to do so
  • Personal data from our contacts, which covers both potential and prior clients, held in our customer relationship management tool (CRM tool). This information is entered into the system after contact is made between a staff member of Acres Building Consultants Limited and a business contact individual. We use this information to manage our relationship with you and to manage and grow
    our business
  • To detect and prevent fraud and other illegal activities (and to assist regulators, trade bodies and law enforcement agencies
    in relation to the same)
  • Financing, restructuring, selling, make ready for sale or disposing of our business in whole or in part including to any potential
    buyer or their advisers
  • For internal purposes to use data analytics, to identify usage trends, determine and measure the effectiveness of promotional campaigns and advertising and to improve our website, products/services, marketing, customer relationships and experiences;
  • To comply with our own legal and industry obligations e.g. to comply with health and safety requirements, or to assist in a police investigation
  • We collect and process personal data about our suppliers, subcontractors, and individuals associated with them.
    The data is held to manage our relationship, to contract and receive services from them, and in some cases to provide
    professional services to our clients
  • We have a contact form on our website where we may collect your name, email address and telephone number.
    We may also collect your opt-in consent to keep you up to date with our news and services.

8. What is the legal basis for processing your personal data?

  • We are required to identify a lawful basis in each case where we process your personal data, as follows:  

    • Necessary for compliance with a legal obligation – we are subject to certain legal requirements which may require us to
      process your personal data. We may also be obliged by law to disclose your personal data to a regulatory body
      or law enforcement agency
    • Necessary for the purposes of legitimate interests – either we, or a third party, will need to process your personal data
      for the purposes of our legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your personal data protected. For example, the reorganisation or sale of our business; the development of our business strategy; the prevention of fraud; dealing with website enquiries
    • Consent – we may ask for your consent to process your Information in a particular way. We typically seek your consent where
      we want to send your information about services that may be of interest to you
    • Vital interests – we may process personal data on the basis of vital interests if processing is necessary to protect someone’s life
    • Necessary for contract – we may process your personal data to fulfil our contractual obligations to you, or because you have asked us to do something before entering into a contract (for example, providing a quote)
    1. Public Task – We may rely on this legal basis to process data to perform a specific task in the public interest that is set out in law.

9. Sharing your personal data

  • We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.
    Personal data held by us may be transferred to:

    • Third party organisations that provide applications/functionality, data processing or IT services to us. We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud-based software as a service provider, identity management, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them. See section 11 for
      more information
    • Third party organisations that otherwise assist us in providing goods, services or information
    • Auditors and other professional advisers
    • Law enforcement or regulatory agencies or those required by law or regulations.

    Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights.
    We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

10. How long do we keep your personal data?

  • We will store your personal data for the time period which is appropriate in accordance with the following criteria:

    (a)        the on-going business operation / relationship that we have with you

    (b)        the completion of the purpose for which the personal data was given

    (c)        our legal obligations in relation to that personal data and other legal requirements

    (d)        the type and size of the data held and whether any if it is deemed to be special category personal data; or

    (e)        our accounting requirements in relation to that personal data.

    We keep the length of time that we hold your personal data for under review. These reviews take place annually.

    We retain the personal data processed by us in a live environment for as long as is considered necessary for the purpose(s) for
    which it was collected (including as required by applicable law or regulation, typically 2 years). We may keep data for longer
    in order to establish, exercise, or defend our legal rights and the legal rights of our clients.
    In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is
    a need to continue to retain it.

11. International transfers of personal data

  • It is possible that personal data we collect from you may be transferred, stored and/or processed outside the United Kingdom.

    In connection with such transfers we will ensure that:

    • there are appropriate safeguards in place such as binding corporate rules or approved model contractual clauses; or
    • the transfer is to a country that provides an adequate level of protection; or
    • one of the derogations for specific situations applies to the transfer including explicit consent or necessary for the
      performance of a contract or exercise or defence of legal claims.

12. Your rights and your personal data

  • Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows
    and in each case to the extent applicable by law:

    • Individuals may request access to their personal data held by us as a data controller
    • Individuals may request us to rectify personal data submitted to us or, where appropriate, contact us via the relevant
      website registration page or by amending the personal details held on relevant applications with which they registered
    • Individuals may request that we erase their personal data
    • Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting
      us or clicking on the unsubscribe link in an email received from us
    • Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.

    If you wish to exercise any of these rights, please send an email to tisbell@acresbuildingconsultants.co.uk

13. Further processing

  • If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

14. Contact Details

  • To exercise all relevant rights, queries or complaints please in the first instance email enquiries@acresbuildingconsultants.co.uk.

    You can contact and lodge a complaint with the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

    This Notice was last updated on 6th of december 2023.