WHAT IS THE PURPOSE OF THIS DOCUMENT?

Chetwood Associates (Services) Limited (“Chetwoods”, “we” or “us”) is committed to protecting the privacy and security of your personal data. This privacy notice describes how we collect and use your personal data through your use of this website. It applies to anyone that visits our website, including to contact us (herein referred to as “you”).

Chetwoods is a “data controller”. This means that we are responsible for your personal data.

This notice does not form part of any contract to provide services. We may update this privacy notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data, so that you are aware of how and why we are using such data. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the information set out in the contact details section.

DATA PROTECTION PRINCIPLES

We will comply with the data protection principles. This says that the personal data we hold about you must be:

1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

3. Relevant to the purposes we have told you about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have told you about.

6. Kept securely.

THE TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, store, and use different kinds of personal data about you which we have grouped together as follows:

• Contact data including personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.

• Usage data including information about how you interact with and use our website and services.

• Technical data including internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.

• Marketing and Communications data including your preferences in receiving marketing from us and our third parties and your communication preferences, if you have consented to receive marketing communications.

We may also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

There are “special categories” of more sensitive personal data which require a higher level of protection. We do not collect sensitive personal data through our website.

HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

• Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

o apply for our products or services;

o contact us via the website;

o subscribe to our service or publications; or

o request marketing to be sent to you.

• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical data about your equipment/device, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy [INSERT LINK] for further details.

• Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below:

o Technical Data is collected from the following parties:

 analytics providers such as Google Analytics based outside the UK; and

 tracking and user interaction data providers such as Hubspot and Hotjar based outside the UK.

HOW WE WILL USE YOUR PERSONAL DATA

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

1. Where we need to perform the contract we have entered into with you.

2. Where we need to comply with a legal obligation.

3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

4. We may also use your personal information in the following situations, which are likely to be rare:

5. Where we need to protect your interests (or someone else’s interests).

6. Where it is needed in the public interest or for official purposes.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

Purpose/Use Type of data Legal basis

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy notice

(b) Dealing with your requests, complaints and queries (a) Identity

(b) Contact

(c) Marketing and Communications (a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)   (a) Identity

(b) Contact

(c) Technical (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To deliver relevant website content to you and measure or understand the effectiveness of the content we serve to you (a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, services, customer relationships and experiences and to measure the effectiveness of our communications and marketing (a) Technical

(b) Usage Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

If applicable, to send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you based on your profile (a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Profile

(f) Marketing and Communications (a) Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)

(b) Consent, having obtained your prior consent to receiving direct marketing communications

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DATA SHARING

1. We may have to share your data with other members of our group, and/or third parties, including third-party service providers.

2. We require third parties to respect the security of your data and to treat it in accordance with the law.

3. We may transfer your personal information outside the UK.

If we do, you can expect a similar degree of protection in respect of your personal data.

Why might you share my personal data with third parties?

We will share your personal information with third parties where required by law, where it is necessary to administer our relationship with you or where we have another legitimate interest in doing so.

Which third-party service providers process my personal data?

”Third parties” includes third-party service providers (including contractors and designated agents). The following activities may be carried out by third-party service providers: IT services, legal advisers, auditors.

How secure is my personal data with third-party service providers and other entities in Chetwoods group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

What about other third parties?

We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal data with a regulator or to otherwise comply with the law.

Transferring personal data outside the UK

We share your personal data within the Chetwoods group. This will involve transferring your data outside the UK to our overseas offices in China. We may transfer your personal data to service providers that carry out certain functions on our behalf - this may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

Whenever we transfer your personal data out of the UK to countries which have laws that do not provide the same level of data protection as the UK law, we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented:

• We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data; or

• We use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK.

To obtain a copy of the contractual safeguards, please contact us at info@chetwoods.com.

COOKIES

For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy.

DATA SECURITY

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. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They 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 data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

DATA RETENTION

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such data without further notice to you.

In some circumstances you can ask us to delete your data: for further information, see below.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a “subject access request”, or “SAR”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.

• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

• Request the transfer of your personal data to another party. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact us at info@chetwoods.com.

No fee usually required

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 for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

RIGHT TO COMPLAIN

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

CHANGES TO THIS PRIVACY NOTICE

We keep our privacy policy under regular review. This version was last updated in October 2024.

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us by post to Chetwoods Architects, 13-16 Britton Street, London EC1M 5SX or by email to info@chetwoods.com.

‍

Cookies

Last modified: October 2024

Our website uses cookies, and similar technologies that enable the tracking of users, to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

What are cookies?

Cookies contain information that is transferred to your computer’s hard drive. These cookies are used to store information, such as the time that the current visit occurred, whether the visitor has been to the site before and what site referred the visitor to the web page.

This website uses the following cookies:

• Strictly necessary cookies. These are cookies that are required for the operation of our website. These essential cookies are always enabled because our website won’t work properly without them. You can switch off these cookies in your browser settings but you may then not be able to access all or parts of our website.

• Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

• Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website more relevant to your interests.

You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

Cookie title/name Purpose More information

Session cookie We use  ‘session’ cookies to anonymously remember users during a visit and are required to enable certain functionality and visual features within the site. These cookies only last as long as the session (usually the current visit to the website or a browser session)

Google Analytics 4 Google Analytics 4 is a web analytics tool that helps website owners understand how visitors engage with their website by tracking their interactions. Google Analytics customers can view a variety of reports about how visitors interact with their website so that they can improve it.

With Google Analytics 4, IP addresses are used at collection time and then discarded before that data is logged in any data center or server.

https://policies.google.com/technologies/cookies?hl=en

To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout

Hotjar Hotjar produces a heatmap of user interactivity on the website, to enable us to analyse user interaction and user experience of the site. https://www.hotjar.com/privacy/

Hubspot Hubspot tracks website visitor activity to gather visitor analytics, which enables us to improve user experience. https://www.hubspot.com/

Meta tags Tags are small segments of code that execute when loading a website. Meta tags will be used if you interact with your Facebook or Instagram account through the  links incorporated into the website. https://www.facebook.com/privacy/policies/cookies/

LinkedIn LinkedIn uses both persistent and session cookies which will apply if you access LinkedIn via the link from our website. https://www.linkedin.com/legal/l/cookie-table

X X uses both persistent and session cookies which will apply if you access X via the link from our website. https://help.x.com/en/rules-and-policies/x-cookies

Experience enhancement: third party cookies This site also makes use of third-party content, such as YouTube for example, through which third-party cookies are also stored on your computer.

YouTube:-

https://consent.youtube.com/dl?continue=https://www.youtube.com/watch?v%3Dz-0RuCJ6bkc&gl=PL&hl=en-GB&pc=yt&uxe=23983172&src=1

How can I control cookies?

You can choose which analytical, functionality and targeting cookies we can set by clicking on the button(s):

Strictly necessary cookies ALWAYS ACTIVE

Analytical or performance cookies OFF

Functionality cookies OFF

Targeting cookies OFF

You can also choose to "Reject All" cookies in the cookie banner.

If you wish to restrict or block the use of all cookies on your computer, you can do this through your browser settings, as well as delete cookies already stored on your computer. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.

Links from our site

Our website contains links to other websites. Please note that we have no control of websites outside the www.chetwoods.com domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy. Always be wary when submitting data to websites. Read the third party site’s data protection and privacy policies fully.

For further information on cookies and how you can control how these are used, you can visit www.allaboutcookies.org

Updates

We may update this Cookie Policy from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal or regulatory reasons. We will notify you of any material changes to this Cookie Policy prior to the changes becoming effective by posting the changes on this page and providing a more prominent notice with on-site notifications. Please re-visit this Cookie Policy regularly to stay informed about our use of cookies.

If you have any questions about our use of cookies or other technologies, please email us at info@chetwoods.com.