This Privacy Notice explains the types of personal data we may collect about you when you interact with us.
It also explains how we store and handle that data and keep it safe.
1. Who we are and what we do
Brodie Planning Associates Limited is Chartered Town and Country Planning Consultancy providing professional planning advice to the householders, private individuals, public and commercial organisations. We can be contacted at Brodie Planning Associates Limited, The Stables, Manor Farm Courtyard, Southam Lane, Southam, Cheltenham GL52 3PB – 01242 898 368.
2. The first point of contact for data protection
If you have any concerns or queries about our data protection procedures, please contact firstname.lastname@example.org.
3. Why we process data
We support our clients with planning and development issues.
This means that we need to process data to supply you with the service(s) and information you have requested, and when managing your account. We will also process your payment data when we are processing invoices.
If you are one of the suppliers we work with to provide our services, then we process your data and finance details as part of our ongoing working relationship.
4. Legal bases for processing your data including any explanation of legitimate interests
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data. Some of these reasons, set out below, are the bases we have for processing your personal data:
In specific situations, we can collect and process your data with your consent. For example, when you opt-in to receive our newsletter or when you contact us with an enquiry via phone, email or on our website.
When collecting your personal data, we always make it clear to you which data is necessary in connection with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations.
We need to collect and retain your contact details, so we can, for example:
Supply you with our information and/or services as a planning consultancy or;
Enter into a contract with you to supply us with your services, such as with our IT services provider.
If the law requires us to, we may need to collect and process your data.
For example, we are obliged to retain certain information for HMRC tax and accounting purposes or to comply with other legislative provisions.
In particular circumstances, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we retain customer and supplier information for six years beyond the contract period, in order to maintain a good working relationship with these individuals.
5. When we collect data
Via our website
When you use the form to contact us online with an enquiry, we collect your name, addresses and phone number in order for us to respond to you. We also have a link on our website for you to Tweet us directly, and if you do so, we’ll collect information about your Twitter profile so that we can reply.
Phone or email
If you make an enquiry over the phone or email, we will use the details you give us to assist with your query or registration with us as a client, as applicable.
We also collect data when we enter into a contract with suppliers.
6. What data we collect
Contact information including: name, addresses and phone number
If you are one of our clients or suppliers, then we also collect your contact and payment details as part of our ongoing working contract and to process invoices and payments.
For example, the cookies we use are ‘analytical’ cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they’re using it. This helps us to improve the way our website works, for example by making sure users are finding what they need easily and by helping you enter our site without having to re-login.
7. How we use your personal data
We process data to enable us to fulfil our contractual obligations for both our clients and our suppliers.
Client and supplier bank details will only be used when processing payment.
We hold your email address so that we can send you our newsletter, if you’ve opted into our mailing list.
8. How long we keep your personal data
Whenever we collect or process your personal data, we only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will be deleted completely. Some examples of our data retention periods:
We will keep the personal data you give us for 6 years so that we can retain a good working relationship with you should you have any queries or wish to work with us again on another project.
If you opt in to our mailing list, then we keep your email address securely on our system until you unsubscribe.
For companies supplying us with services, we retain your personal information for a period of 6 years so that we can, if necessary, contact you again and continue our business relationship with you.
We also need to comply with our legal contractual obligations and therefore we need to retain certain transactional information from your account for 7 years to satisfy accounting rules.
9. How we keep your data safe
We are aware of the need to maintain the correct and highest-level security when processing your personal information. We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way.
We take the following steps to maintain the security of your personal information:
We keep all your information in systems that are secure, using Microsoft Office, Focus IT and Sage One.
Access to client information is limited to those who need access for the performance of their job.
We maintain firewalls and anti-virus software
Our systems are password protected
Any data which is accessed off site or on a mobile device is kept locked when not in use and never left unattended
All documentation retained in paper form is kept locked in our offices and premises are protected by an intruder alarm.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
10. Who we share your data with
We sometimes share your personal data with trusted third parties which act only on our instruction (known as “data processors”).
Data processors might be, for example, a third-party supplier, or the local council.
Where we share information with these companies, public organisations or individuals, we make sure that they also keep your data secure and that they also protect your rights. To this end, we make sure that:
We provide only the information they need to perform their specific services.
They may only use your data for the exact purposes we specify in our contract with them or where their terms and conditions of processing contain the correct data processor clauses under GDPR
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
We sometimes also share your data with third parties for their own purposes (“joint controllers”) e.g. HMRC, accountants, legal advisors or public organisations.
We will only do this in very specific circumstances, for example:
With your consent
Where we have a data sharing agreement in place with the other party
Where we are obliged to share the information for legal reasons
11. Where your data is processed
We do not transfer data outside of the EEA.
From time to time we may pass personal data such as your name and email address to other services that we use to send out communications (both electronic and print).
However, your personal data will remain in the EU or countries considered by the EU to have equivalent policies such as Jersey, Guernsey, Switzerland, New Zealand and Canada. Companies based in the USA that have certified with the EU-US Privacy Shield programme are also considered to be permitted destinations by the EU (this includes popular US products like Gmail, DropBox and MailChimp).
12. Your rights and who to contact
You have the following rights, which you can exercise free of charge:
The right to be provided with a copy of your personal data
The right to require us to correct any mistakes in your personal data
To be forgotten
The right to require us to delete your personal data, in certain situations
Restriction of processing
The right to require us to restrict processing of your personal data, in certain circumstances e.g. if you contest the accuracy of the data
The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party, in certain situations
The right to object:
at any time to your personal data being processed for direct marketing (including profiling);
in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision-making
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
If you would like to exercise any of those rights, please contact email@example.com.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. You can do this by contacting firstname.lastname@example.org.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We will then stop processing your information unless we believe we have a legitimate overriding reason to continue processing.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
For us to check your identity, please:
Let us have enough information to identify you (e.g. your full name, address and customer/supplier number or order number, if applicable);
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
Let us know what right you want to exercise and the information to which your request relates.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act on your behalf.
If we choose not to action your request, we will explain to you the reasons for our refusal.
Your right to contact the ICO
We would hope that you will always raise any issues with us first, and that we will be able to resolve them to your satisfaction. However, if this isn’t possible then you always have a right to complain directly to the Information Commissioner’s Office (ICO) If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data.
You can contact them by calling 0303 123 1113 (local rate) or go online to www.ico.org.uk/concerns (this opens in a new window; please note we can’t be responsible for the content of external websites).
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
You also have the right to take to seek a judicial remedy.
Updates to this privacy notice
From time to time we will make changes to this Privacy Notice, for example, as the result of government regulation, new technologies, or other developments in data protection laws or privacy generally. You should check our website periodically to view the most up-to-date Privacy Notice. This privacy notice was last updated on 27th October 2021.