Introduction

Marek Wojciechowski Architects respects your privacy and is committed to protecting your personal data. We have documented below how we look after and use your personal data when you visit our website (regardless of where you visit it from), communicate with us or become our client, and inform you on your privacy rights and how the law protects you. Please refer to the Glossary and Lawful Basis at the bottom of this page to understand the meaning of some of the terms used in this privacy policy.

Important information

Purpose of this privacy policy

This privacy policy provides you with information on how Marek Wojciechowski Architects Limited collects and processes your personal data, including any data you may provide through this, enquire about our services, purchase services from us, communicate with us generally or provide us with feedback.

It is important that you read this privacy policy together with any other privacy policy or fair processing notice or information which we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your personal data. This privacy policy supplements other notices, policies and contractual terms, and is not intended to override them.

Controller

Marek Wojciechowski Architects Limited is the controller and responsible for your personal data (collectively referred to as “we”, “us” or “our” in this privacy policy). If you have any questions about this privacy policy, including any requests to exercise your legal rights as referred to below, please contact us using the details set out below.

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact us using the following details:

Full name of legal entity: Marek Wojciechowski Architects Limited
Email address: info@mw-a.co.uk
Postal address: 66-68 Margaret Street, London W1W 8SR
Telephone number: 020 7580 9336

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority 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 do contact us in the first instance, and we will make every effort to address them.

Changes to the privacy policy and your duty to inform us of changes

We keep this privacy policy under regular review. This version was last updated on 6th April 2022.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites. We do not control these third-party websites and are not responsible for their privacy statements or data management.

The data which we collect about you

Personal data 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, use, store and transfer different kinds of personal data about you which we have grouped together and includes (but is not limited to):

• Identity Data includes title, full names, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, project address, email address and telephone numbers.
• Financial Data includes bank account details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Profile Data includes your consensually provided username and password, purchases or orders made by you or on your behalf, your interests, preferences and feedback.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

We also collect, use, and share Aggregated Data. Aggregated Data could be derived from your personal data but is not considered personal data in law. We may aggregate your Usage Data to calculate the percentage of users accessing our website. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of any contract we have with you for our services, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

How is your personal data collected?

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

Direct interactions – You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• enquire about our or services;
• ask us to provide our services or become our client
• request marketing to be sent to you; or
• give us feedback or contact us.

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

• Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
• Identity and Contact Data from publicly available sources such as Companies House, Land Registry, and the Electoral Register based inside the EU.

How we use your personal data

We will only use your personal data when the law allows us to. The law says that the personal data which we hold about you must be:

• Used lawfully, fairly and in a transparent way.
• Collected only for the purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.

We will commonly use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• 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.
• Where we need to comply with a legal obligation.

Purposes for which we will use your personal data

Below we have listed descriptions of all the ways which we plan to use your personal data, and which of the relevant legal bases we rely upon to do so, which identifies what our legitimate interests are where appropriate.

Please note that we may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your personal data. Please contact us if you would like further information.

Marketing

We may use your Identity, Contact, Usage and Profile data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products & services may be relevant for you.

You may receive marketing communications from us if you have requested information from us, or purchased services from us and have not opted out of receiving that marketing.

We will on occasion issue company update by way of a newsletter detailing updates, using a contact database collated through previously mentioned processes. It is necessary for us to share Contact Data with our e-newsletter platform provider Mailchimp. This platform enables us to provide you with updates for you to manage your subscription. They may also store and manage information on our behalf such as your email address, emails received, links accessed via correspondence sent from this platform, and other details. Please see here for their own Privacy Policy – https://www.intuit.com/privacy/statement/

We will never share your personal data with any third parties for marketing purposes. You can ask us to stop sending you marketing messages at any time by contacting us. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, warranty registration, service experience or other transactions.

Cookies

The cookies our site uses are broken down into the below:

• Essential cookies are necessary for basic website functionality and security features.
• Analytics cookies are used to analyse how visitors interact with our website, such as page views, session, and number of users.

How can I control cookies?

You have the right to decide whether to accept or reject cookies. If you prefer to disable cookies on this site please use buttons below. If you have any questions about our use of cookies or other technologies, please email us at info@mw-a.co.uk

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 purpose that is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. 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.

Disclosures of your personal data

We may share your personal data with the parties set out in the Glossary below, for the purposes set out in the table above.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We do not transfer your personal data outside the European Economic Area (EEA).

Data security

We have put in place appropriate security measures to protect your personal data. 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 also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a 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 reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, 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, regulatory, tax, accounting or other requirements. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for up to twelve years after they cease being customers for tax and insurance purposes.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data, as set out below. You have the right to:

• Request access to your personal data (“data subject access request”) – 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 data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• 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 successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data – where we are relying on a legitimate interest (or those of a third party) and you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data – this enables you to ask us to suspend the processing of your personal data in the following scenarios:
  • If you want us to establish the data’s accuracy.
  • Where our use of the data is unlawful but you do not want us to erase it.
  • Where you need us to hold the data even if we no longer require it as you need it to
  • establish, exercise or defend legal claims.
  • You have objected to our use of your personal data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party – We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. 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.
• Withdraw consent at any time – where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

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, or refuse to comply, if your request is unfounded, repetitive or excessive.

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 your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Glossary

Lawful Basis

• Legitimate Interest means the interest of Marek Wojciechowski Architects Limited in conducting and managing our business to provide the best service. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
• Performance of Contract means processing your personal data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
• Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

Third Parties

• Service providers acting as processors based in the EU who provide IT, website, correspondence platforms and system administration services.
• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.