Our Privacy Notice

This privacy notice is to let you know how GRID look after your personal information. GRID will only use your personal information to deliver our services and to meet our legal responsibilities.

Under the General Data Protection Regulations (GDPR) we only use personal information if we have a proper reason to do so;

To fulfil a contract

When it is our legal duty

When it is in our legitimate interest

Why document information;

Information is processed and to comply with our legal requirements or contractual requirements of project communication

  • employment terms and conditions
  • payments
  • insurance
  • accreditation
  • H&S.

Whose information do we collect;

Categories of ‘individuals’ within our operational parameters

Supplier as an individual

Consultants as an individual

Client as an individual

Potential Employee

Current Employee

Former Employee

Emergency contacts

How we collect information;

We mostly obtain information about you from you. If we require verification of information we will inform you and seek that information from publicly accessible open sources only, limited to personal qualifications and accreditations i.e. membership of professional bodies of educational records. In addition we receive information from the requisite bodies in the course of employment or a contractual relationship including;

Tax and other government departments

Banks

H&S operators

Former employers

Insurance companies

Academic establishments

Professional and accreditation bodies

Immigration department

What type of information we collect;

Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. The personal information we collect from you will vary depending on how you engage with us. We will only collect the information that we need to facilitate the specific relationship with you. For example; if payments are not part of that, we will not collect bank details etc. Other than health information, where that is necessary for Health and safety assessments to perform specific tasks e.g. working at height on building sites, we do not collect ‘special categories’ of personal information ( race, gender, genetic, lifestyle etc.)

Name

Address

Email address and telephone number

Photo

Passport

NI number

IP address

Next of kin

Tax code and Unique Tax Reference

Bank details

Education history and qualifications

Insurance details and health information

How is your information used;

We may use your information to:

  • contact you by post, email or telephone
  • verify your identity where this is required
  • ascertain your capabilities and suitability for the tasks assigned to you
  • maintain our records in accordance with applicable legal and regulatory obligations
  • process financial transactions
  • register employment with relevant tax authorities
  • staff benefits
  • PDR and H&S matters

Who we share your information with;

  • Tax authority/HMRC
  • professional bodies
  • accreditation bodies
  • bank and insurance companies
  • health and pension brokers
  • HSE
  • immigration department
  • travel companies
  • payroll process providers
  • other legitimate 3rd parties

We will not sell, distribute or provide your personal information to third parties unless we are required by law to do so. We will only use your personal information for the legitimate purposes of business or employment.

How do we store your information;

Your information is secure and to prevent unauthorised access or disclosure we have suitable physical and electronic procedures to safeguard the information we collect. Where a breach is likely to result in a high risk to the rights and freedoms of individuals, we will to notify those concerned directly in most cases Access to your information is limited to trained and trusted staff only with a duty of confidentiality.

We protect personal data through technical and organisational security measures. These include;

Locked security cabinets for paper documents and no offsite storage

Secure and backed-up computer filling with limited access

Access controls and staff training on access and use.

How long do we keep information;

  • We are required by legislation, other regulatory requirements and our insurers to retain data. The period of retention required varies with the relevant legislation at the time. Our default policy employment term is 12 years for tax and legislative compliance ( 20 years if requested by Customs and Excise ) and 12 years for professional activities in case of legal actions by third party due to any loss or injury associated with a project, which could have environmental or health impact in the community. Contact information will be kept indefinitely to allow retrieval of records or project information.
  • Employees Once an employee has left the company, paper records held in files by the HR department will be stored securely and retained for a minimum of 12 years. This data may include initial applications, contracts, references, job applications, internal promotions, health records in appropriate circumstances and details of disciplinary procedures.
  • Prospective employees / unsuccessful job interviewees When a prospective applicant is invited for an interview, paper records together with notes of the interview will be held on file for a minimum of six months unless there is an agreed need to do so e.g. for future employment.
  • Financial records
  • Financial records, including salary and wage data, are kept separately by the Finance department. Paper records are stored while relevant and convenient to do so but electronic data is kept for at least 12 years.

Access and update your information;

You have the right to request a copy of the personal information about you that we hold. If any of your information changes, please email or write to us, or call us using the ‘Contact information’ noted below. You may ask us to correct any personal information about you that you believe does not meet these standards. You have the right to ask us to delete personal information about you where:

  • you consider that we no longer require the information for the purposes for which it was obtained
  • 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

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 assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information but you do not want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so. 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.

For our clients we will keep personal information for the duration of the contract to deliver our services. However, we may keep data for up to 12 years after completing the delivery of our services for one of these reasons:

  • To provide any follow-up work that may be needed
  • To fulfil any contractual obligations
  • To respond to any questions or complaints
  • To maintain records according to rules that apply to us.

Changes to our privacy notice;

We keep this privacy notice under regular review and paper copies are available from our office via the c.casci@gridarchitects.co.uk. Please refer above for contact details.

Complaints;

We seek to resolve directly all complaints about how we handle your personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office at;

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Telephone - 0303 123 1113 (local rate) or 01625 545 745.