Privacy Notice – D7 Architecture Ltd
1. Who we are
D7 Architecture Ltd ("we", "us", "our") is an architecture practice registered in Scotland, company number SC653031, with registered office at 4 Dunnikier Road, Kirkcaldy, Fife, KY1 2RN.
You can contact us about data protection at: isla@d7architecture.com or by post at the address above.
2. What this notice covers
This notice explains how we collect, use, store and share personal information about:
• Clients and prospective clients
• Representatives of our business clients, consultants and suppliers
• Website visitors and people who contact us via email, phone or social media
• Job applicants and freelance collaborators
• Visitors to our premises (captured by CCTV)
• Callers whose conversations are recorded
3. The personal data we collect
Depending on your relationship with us, we may collect:
Contact and identification details
• Name, job title, company, postal address, email address, telephone number
Project information
• Details about your property or development, including drawings, images and survey information where this may relate to an identifiable person
Financial details
• Invoicing details, bank details (for suppliers/consultants), payment records
Communication data
• Emails, letters, meeting notes and any information you provide in correspondence
CCTV and security cameras
We use CCTV/security cameras at our premises at 4 Dunnikier Road, Kirkcaldy, Fife, KY1 2RN. The system may record images of visitors, staff and passers-by in and around our building.
Telephone call recording
Some calls to and from D7 Architecture Ltd may be recorded. These recordings may capture:
• Your phone number and basic call metadata (date, time, duration)
• The content of the conversation, which may include your name, contact details, project information and any other information you choose to provide
Website and technical data (if applicable)
• IP address, browser type and cookie information in line with our cookies notice
How we collect information
We usually collect this information directly from you, but we may also receive information from:
• Your professional advisers (e.g. planning consultants, builders, engineers, estate agents, solicitors)
• Public sources such as planning portals, Companies House and the Land Register of Scotland
4. Purposes and lawful bases for processing
We use your personal data for the following purposes and on these lawful bases:
Architectural services
To provide architectural services, including feasibility studies, design, planning applications, building warrant applications and contract administration.
Lawful basis: Necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
Business relationship management
To manage our business relationship with you (billing, payments, project updates, responding to enquiries).
Lawful basis: Necessary for the performance of a contract and our legitimate interests in running our business.
Legal and regulatory compliance
To comply with our legal and regulatory obligations (for example under tax law, professional regulations, anti-money laundering rules, health and safety).
Lawful basis: Necessary for compliance with a legal obligation.
Working with suppliers and consultants
To manage and work with our suppliers, consultants and contractors.
Lawful basis: Necessary for our legitimate interests in delivering our services efficiently.
Professional record-keeping
To keep basic records of past projects for reference, liability management and professional record-keeping.
Lawful basis: Necessary for our legitimate interests in establishing and defending legal claims and maintaining professional records.
Marketing communications
To send occasional updates about our services or events, where you have given consent or where permitted by e-marketing rules.
Lawful basis: Based on your consent or our legitimate interests in promoting our services (you can opt out at any time).
CCTV security purposes
To protect our premises, staff, visitors and property, and to assist in the prevention and detection of crime.
Lawful basis: Our legitimate interests in maintaining the security of our premises, people and information, and, where relevant, establishing or defending legal claims.
Retention: We normally keep CCTV footage for up to 60 days, after which it is automatically overwritten, unless we need to retain it longer in connection with a specific incident (for example, an investigation or legal claim).
Recipients: Where necessary, we may share relevant footage with law enforcement agencies, our insurers or professional advisers.
Call recording purposes
We record calls for the following purposes:
• To keep an accurate record of instructions and agreements
• To help resolve queries, complaints or disputes
• To monitor service quality and staff training
Lawful bases:
• Performance of a contract or taking steps at your request before entering into a contract (where calls relate to our services)
• Our legitimate interests in managing our business, training staff and handling complaints or disputes
If you choose not to be recorded, you can ask us to switch off recording (where technically possible) or use an alternative contact method such as email.
Retention of call recordings: We keep call recordings for up to 6 months, unless we need to keep a particular recording longer for complaint handling, regulatory, insurance or legal reasons.
Recordings are stored securely, access is limited to authorised staff, and they are deleted or overwritten when no longer needed.
If we rely on consent for any processing, you can withdraw that consent at any time by contacting us using the details above.
5. Who we share your data with
We may share your personal data with:
• Professional advisers and project team members (e.g. structural and services engineers, planning consultants, quantity surveyors, principal designers, contractors)
• Local authorities, statutory consultees and other public bodies (e.g. planning authorities, building standards) when submitting applications or responding to regulatory requirements
• Service providers who process data on our behalf, such as IT and cloud service providers (email, document storage), finance and accounting providers, and our insurers
• Law enforcement agencies (where required by law or in connection with security incidents captured on CCTV)
Where we use third-party service providers, we require them to keep your information secure and to use it only in accordance with our instructions.
We do not sell your personal data to anyone.
6. International transfers
Some of our IT or cloud service providers may store or access data outside the UK.
Where this happens, we will ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy regulations, to protect your information in line with UK data protection law.
7. How long we keep your data
We keep personal data only for as long as necessary for the purposes described in this notice. Typical periods are:
Data Type and Retention Periods
- Project and Contract Records
Duration of project plus at least 7 years, to comply with professional, insurance and legal requirements
- Financial Records
7 years after the end of the relevant financial year, to comply with tax law
- General enquiries and marketing contacts
As long as we have an ongoing relationship with you, or until you object or withdraw consent
-CCTV Footage
60 days, unless retained for incident investigation or legal purposes
- Call Recordings
6 months, unless retained for complaint handling, regulatory, insurance or legal reasons
8. Your rights
Under UK data protection law, you have the following rights in relation to your personal data:
• Right of access – to request a copy of the personal data we hold about you
• Right to rectification – to correct inaccurate or incomplete data
• Right to erasure – to ask us to delete your data in certain circumstances
• Right to restrict processing – to ask us to stop using your data in certain circumstances
• Right to data portability – to receive certain data in a structured, commonly used, machine-readable format and to have it transmitted to another controller
• Right to object – to object to our use of your data where we rely on legitimate interests or direct marketing.
People captured on CCTV have the same data protection rights and can contact us to request access to footage that identifies them, subject to the rights of others and any applicable exemptions.
You can exercise these rights by contacting us at isla@d7architecture.com.
We may need to verify your identity before responding to your request.
9. Complaints
If you have concerns about how we use your personal data, please contact us first so we can try to resolve the issue.
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: www.ico.org.uk
Helpline: 0303 123 1113
10. Whether you must provide data
Where we need personal data to enter into or perform a contract with you (for example, contact and project details), we may not be able to provide our services if you do not provide that information.
Where providing data is optional (for example, for marketing communications), this will be made clear at the point of collection.
11. Automated decision-making
We do not carry out automated decision-making or profiling that has legal or similarly significant effects on individuals.
12. CCTV signage and notification
Clear CCTV signage is displayed at the entrance to our premises.
13. Changes to this notice
We may update this notice from time to time.
The latest version will always be available on our website at www.d7architecture.com, and we will take appropriate steps to inform you of any significant changes.
14. Contact us
If you have any questions about this privacy notice or how we handle your personal data, please contact us:
Email: isla@d7architecture.com
Post: D7 Architecture Ltd, 4 Dunnikier Road, Kirkcaldy, Fife, KY1 2RN
Phone: 01592 630600