Privacy Notice

Review date: 18 October 2027

Who we are

Grated Apple Ltd is an architectural practice. We are the controller of personal information used to manage enquiries, appointments, projects and business administration.

Our Directors act as our data-protection contacts. Questions or requests concerning personal information may be sent to:

Email: admin@gratedapple.co.uk

Address: The Piggery, 2 Wigsey Lane, Warburton, WA13 9JL

Information we collect

Depending on our relationship with you, we may process:

·      names, job titles and contact details;

·      enquiry and appointment information;

·      project correspondence and records;

·      information required to provide architectural and related professional services;

·      consultant, contractor and supplier information;

·      invoices, payment and transaction information;

·      complaint, insurance, legal or regulatory information; and

·      website or electronic-communication information where applicable.

We seek to avoid collecting information that is not necessary for our work. Project records may occasionally include photographs or information concerning occupants, neighbours or other identifiable people where relevant to the services provided.

How we obtain information

We may receive personal information:

·      directly from you;

·      from a client, employer or other project participant;

·      through project correspondence and documents;

·      from consultants, contractors, suppliers or professional advisers; or

·      from public or professional sources where relevant to our work.

Why we use personal information

We use personal information to:

·      respond to enquiries and prepare proposals;

·      establish and administer appointments;

·      provide architectural and related professional services;

·      communicate and coordinate with clients and project participants;

·      appoint and administer consultants, contractors and suppliers;

·      manage invoicing, accounting, taxation and payments;

·      maintain project, professional and business records;

·      respond to complaints, claims and information requests;

·      protect our systems, information and legal rights; and

·      comply with legal, regulatory, insurance and professional obligations.

Our lawful bases

Depending on the circumstances, we rely upon:

·      steps before entering into a contract and performance of a contract;

·      legal obligations applying to our business and professional services;

·      legitimate interests, including operating and protecting our practice, delivering and improving services, maintaining appropriate professional records and establishing or defending legal rights; and

·      consent, where we specifically request it and consent is the appropriate basis.

Where special-category or criminal-offence information is processed, we will do so only where necessary and where an additional lawful condition applies.

Who we share information with

Where necessary and appropriate, we may share personal information with:

·      clients and authorised client representatives;

·      consultants, contractors, suppliers and other project participants;

·      building-control bodies, regulators and public authorities;

·      accountants and financial-service providers;

·      insurers, brokers, legal advisers and other professional advisers;

·      professional bodies; and

·      approved IT, cloud-storage, communication and business-software providers.

Our verified business systems and providers include Microsoft 365 services, Sage Accounting and Beauchamp Charles for accounting and payroll support. GA-QMS-MGT-PY-00-Man…+1

We do not sell personal information.

International transfers

Some service providers may store or make information accessible outside the UK. Where this occurs, we will use providers and arrangements that incorporate safeguards required by applicable data-protection law.

How long we keep information

We retain personal information only for as long as reasonably required for the relevant purpose and in accordance with legal, contractual, insurance, taxation and professional-record requirements.

Project and professional records may need to be retained after our services have ended to meet these obligations and protect legal rights. Information that is no longer required will be securely deleted or disposed of in accordance with our retention arrangements.

How we protect information

We use proportionate organisational and technical controls, including approved business systems, access restrictions, account security, secure storage and controlled sharing. Our principal information is managed through Microsoft 365, Outlook, OneDrive and SharePoint, with financial information also processed through Sage Accounting. GA-QMS-MGT-PY-00-Man…

Your rights

Subject to applicable conditions and exemptions, you may have the right to:

·      request access to your personal information;

·      ask us to correct inaccurate or incomplete information;

·      request deletion or restriction of processing;

·      object to processing based on legitimate interests;

·      request transfer of information in certain circumstances; and

·      withdraw consent where processing is based on consent.

To exercise a right, contact us using the details above. We may request information reasonably necessary to confirm your identity and locate the relevant records.

Complaints

Please contact us first if you have a concern about how we use personal information so that we can investigate and respond.

You also have the right to complain to the Information Commissioner’s Office.

Changes to this notice

We shall review this notice periodically and when our processing, systems or legal obligations materially change. The current version will identify its review date.