Privacy Policy
This privacy statement explains how we collect and use personal information about you.
What personal information do we collect?
The personal information we collect from you and process will include:
Personal details such as your name, address, telephone number and e-mail address
Details of our interactions with you and the services we provide to you
Identifiers we assign to you such as your client reference number
Where do we collect personal information from?
We collect personal information from the following sources:
Quotation Acceptance Form completed and signed by either by you or your Agent
Correspondence and/or e-mails received either from you or you Agent
How do we use your personal information?
Personal information is processed to enable us to provide structural and civil engineering design services. The purposes for which personal information is processed may include any or all of the following (the list is non-exhaustive):
To deliver services and meet legal responsibilities
To verify your identity where this is required
To communicate with you by post, e-mail or telephone To understand your needs and how they may be met To maintain records
To process financial transactions
To register projects with Structural Engineers Registration Ltd (SER Ltd)
All staff with access to your personal information have a duty of confidentiality under the ethical standards that we are required to follow.
Who do we share your personal information with?
In order to provide our services to you, it is sometimes necessary for us, with your prior approval, to share your personal information with other individuals and organisations such as:
Business associates or professional advisers
Your representatives (Agent) Local and central government Debt collection agencies Financial organisations
Service providers
Suppliers
SER Ltd
How long do we retain your personal information for?
We are required by legislation, other regulatory requirements and our insurers to retain your data after we have ceased to act for you. The period of retention required varies with the applicable legislation but is typically five or six years. To ensure compliance with all such requirements it is the policy of the firm to retain all data for a period of 12 years from the end of the period concerned.
Holding personal information outside the EEA
Turnbull Kyle Ltd do not hold any personal data outside the EEA.
Using our website
Turnbull Kyle Ltd do not collect personal data via our website.
Your rights
Access to yourinformation - You have the right to request a copy of the personal information about you that we hold.
Correcting your information - We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information - You have the right to ask us to delete personal information about you where:
You consider thatwe no longer require the information for the purposes for which it was obtained. We are using that information with your consent and you have withdrawn your consent -see Withdrawing consent to using your information below.
You have validly objected to our use of your personal information - see Objecting to how we may use your information below.
Our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information - You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
Restricting how we may use your information - In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or accessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal information but you don’t want us to delete the data. Where this right is validly exercised, we mayonly use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Automated processing - If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you.
Withdrawing consent using your information - Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact usin any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.
Changes to our privacy statement
We keep this privacy statement under regular review and will place any updates on our website Paper copies of the privacy statement may also be obtained from Turnbull Kyle Ltd, 10 Oliver Place, Hawick, TD9 9BG. This privacy statement was last updated on 19 May, 2018.
Contact information and further advice
For further information or advice, please contact our Data Protection Officer. Telephone - 01450 371177
E-mail - laura.turnbull@htltd.f9.co.uk
Complaints
We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details are as follows:
Information Commissioners’s Office
Wycliffe House Water Lane Wilmslow Cheshire
SK9 5AF
Telephone - 0303 1231113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns
