We are Studio 31: Internet Privacy & Data Protection Privacy Policy

This is the GDPR privacy policy for Studio 31 and www.designstudio31.co.uk (the “Website”) This website is the property of Studio 31. We take the privacy of all our clients and visitors to this Website very seriously and therefore set out in this privacy policy our position regarding certain privacy matters and the use of your data.

This policy covers all data that is shared by a visitor with us whether directly via www.designstudio31.co.uk or via email, telephone, letter, exhibition or verbally. This policy is occasionally updated by us so we suggest you re-review from time to time.

This policy provides an explanation as to what happens to any personal data that you share with us, or that we collect from you either directly or via this Website.

Certain businesses are required under the data protection act to have a data controller. For the purpose of the Data Protection Act 1998 our data controller is Edward Flaxman and can be contacted via email at hello@designstudio31.co.uk

Data Protection Policy
We are committed to protecting your personal information and being transparent about what information we hold about you.
The purpose of this policy is to give you a clear explanation of how we use the information we collect from you directly and from third parties.

We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
 What information we may collect about you
 How we may use that information
 In what situations we may disclose your details to third parties
 Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it
If you have any queries about this policy, please contact Katie Flaxman at Studio 31 or email hello@designstudio31.co.uk

Who we are
Studio 31 is a Landscape Architecture and Garden Design practice and registered company in England and Wales under registration number 10487545

Information collection
We collect various types of information and in a number of ways:
Information you give us. For example, when you leave details at an exhibition requesting contact from us or via a telephone or email enquiry to us. We’ll store personal information you give us such as your name, email address, postal address, telephone number. We will also store a record of your purchases. We do not store bank details or information.

Information from third parties
We occasionally receive information about you from third parties. For example, we may be asked by another company we work alongside to quote or tender for work on your project. Once appointed, we may then receive information from said company in order to contact to and to be able to complete that work. This may include for example an architect you have appointed asking us to design the landscape for your project. This policy assumes that the information collected by such third parties and passed to us has been done so with your consent and in in compliance with the law.

Sensitive personal data
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our customers unless there is a clear reason for doing so. As an example, if a physical health condition defines the parameters of a design.

Legal basis
There are three bases under which we may process your data:
 Contract purposes
When you appoint Studio 31 you are entering into a contract with us. In order to perform this contract we need to process and store your data. For example, we may need to contact you by
email, letter or telephone to carry out the work you have appointed us to do. We may also require your address to carry out consultations, surveys or similar.

Legitimate business interests
In certain situations we collect and process your personal data for purposes that are in our legitimate organisational interests. However, we only do this if there is no overriding prejudice to
you caused by using your personal information in this way. We describe below all situations where we may use this basis for processing.

 With your explicit consent
For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.

Marketing communications
We do not currently communicate with customers directly about the work that we do for marketing purposes e.g. through newsletters, emails or similar. We would only contact you for marketing purposes if you have explicitly asked us to do so e.g. via leaving your details at an exhibition or event asking for us to contact you with further information regarding a project you have and our services.

Other processing activities
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
 We may analyse data we hold about you in order to identify and prevent fraud.
 We will hold relevant information about you within our system to make it easier and quicker for you to appoint us again with us in the future.

In all of the above cases we will always keep your interests or fundamental rights and freedoms at the forefront to ensure they are not overridden by our own rights and interests.

You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out work you have or may in future appoint us to carry out.

Third parties
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
 To partners, suppliers, sub-contractors or consultants for the explicit use of quoting for or providing services as part of our contract with you. For example, we may pass your details to a surveyor as a consultant we work with in order to carry out a topographical survey on your garden or landscape or we may pass your details to a tree supplier in order that they are able to deliver trees to your project for planting as part of the build for your designed scheme. In these cases we require that these third parties comply strictly with our instructions and with data protection laws.

 Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).

Your Bank information:
We do not store your personal banking information. We require bank transfer from you at each stage of the project design and/or build.

Other Data Retention
We will keep your personal information:
 For as long as required by law
 Until we no longer have a valid reason for keeping it
 Until you request us to stop using it.

We may keep just enough of your personal information to ensure that we comply with your requests to not use your personal information or comply with your right to erasure. For example, we must keep your request to be erased even if it includes your personal data until such time as you are no longer a customer/client.

Security of your personal information
We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will not transfer, process or store your data anywhere that is outside of the European Economic Area.

Your rights to your personal information
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details above if you would like to exercise this right.

Contact details and further information
We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. We may
notify you of changes to this policy by email.

Please get in touch with us if you have any questions about any aspect of this privacy policy, and in particular if you would like to object to any processing of your personal information that we carry out for our legitimate organisational interests.


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