1. ABOUT THIS NOTICE
1.1 During the course of our business activities we, Leith Planning Ltd, may process personal data (that may be held on paper, electronically, or otherwise) belonging to individual clients. We are a controller of these data. In this privacy notice, we provide you with information about our processing activities.
2. WHAT IS PERSONAL DATA AND WHAT DOES PROCESSING MEAN?
2.1 “Personal Data” is any information from which a living person can be identified, either directly or indirectly.
2.2 “Processing” covers any activity that involves personal data such as holding it, sharing it, storing it and destroying it.
3. THE PERSONAL DATA WE PROCESS
3.1 The personal data we process about individual clients is generally limited to names and contact details.
4. THE LEGAL BASIS FOR PROCESSING YOUR DATA
4.1 We process this personal information because it is either: –
4.1.1 necessary in order to fulfil our contractual obligations to you, or
4.1.2 it is in our legitimate interests to do so in order to carry out our business as planning consultants.
5. WHERE DO WE COLLECT PERSONAL DATA FROM AND WHOM DO WE SHARE IT WITH?
5.1 We collect personal data directly from our clients.
5.2 Personal data is shared internally and externally strictly on a need to know basis.
5.3 We may share personal data with project consultants and surveyors. They are subject to a duty of confidentiality.
5.4 We may also share data with IT and other office support providers, such as Microsoft Outlook, and shredding and scanning companies, pursuant to GDPR compliant contracts. We do this for the same reasons that are set out in paragraph 4.
6. HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR?
6.1 We generally keep personal data for three years after the conclusion of the project. Very occasionally it may be necessary to keep it for longer, in which case we will notify you of this.
7. YOUR RIGHTS
7.1 We are committed to protecting your rights to privacy. They include:-
7.1.1 Right to be informed about what we do with your personal data, as set out in this notice;
7.1.2 Right to have a copy of all the personal information we process about you;
7.1.3 Right to rectification of any inaccurate data we process, and to add to the information we hold about you if it is incomplete;
7.1.4 Right to be forgotten and have your personal data destroyed;
7.1.5 Right to restrict the processing of your personal data;
7.1.6 Right to object to the processing we carry out based on our legitimate interest;
7.2 There is also a right to data portability in some circumstances, and rights related to automated decision making and profiling.
8. INFORMATION COMMISSIONER’S OFFICE
8.1 If you have questions, requests or concerns about the way your personal information is being processed, please contact our data protection lead, Stephen Sandford at firstname.lastname@example.org in the first instance.
8.2 You may also contact the Information Commissioner’s Office on 0303 123 1113.