DATA PROTECTION POLICY

Last updated: 20th April 2022

Summary

We respect the EU's General Data Protection Regulation (GDPR) and this policy explains how we collect and treat any information you give us.

Our policy covers:

• Why we value your privacy;

• How we collect information;

• What information we hold;

• What we use your information for;

• Who is responsible for your information at our company;

• Who has access to information about you;

• The steps we take to keep your information private;

• How to complain;

• Changes to the policy.

Why we value you privacy:

We value your privacy as much as we do our own, so we are committed to keeping your personal and business information safe. We're uncomfortable with the information companies, governments, and other organisations keep on file, so we ask for only the bare minimum from our customers. We'll never use your personal information for any reason other than why you gave it, and we'll never give anyone access to it unless we're forced to by law.

How we collect information:

We want to process as little personal information as possible when you use our website. We have chosen Fathom Analytics for our website analytics, which doesn't use cookies and complies with the GDPR, ePrivacy (including PECR), COPPA and CCPA. Using this privacy-friendly website analytics software, your IP address is only briefly processed, and we (running this website) have no way of identifying you. As per the CCPA, your personal information is de-identified. You can read more about this on Fathom Analytics' website.

The purpose of us using this software is to understand our website traffic in the most privacy-friendly way possible so that we can continually improve our website and business. The lawful basis as per the GDPR is "where our legitimate interests are to improve our website and business continually". No personal data is stored over time.

We ask for contact information including your name, email address, and phone number so that we can reply to your enquiry.

We collect your email address when you sign up for our 'News' newsletters.

Occasionally, we might receive your contact information from another member of our team. If we do, we protect it in exactly the same way as if you give it to us directly.

What information we hold:

When you contact us by email or through our website, we collect your name, email address, phone number and the company you work for, if you've given us that.

If you sign up for a newsletter, we only collect your email address.

If you do business with us, we collect your business name and bank details and keep records of the invoices we send you and the payments you make.

If you supply a service to us, or in connection with one of our projects, we sometimes record details of the service provided.

When you contact us by email, sign up for a newsletter, or through our website, we store your information within Microsoft Office 365. If we do business with you, we store your information in our accounts software, QuickBooks. We chose these systems partly for their commitment to security.

What we use your information for:

We will use your information to send you invoices, statements, or reminders. We occasionally use your contact information to send you information we think may be of interest to you. When we do, you have the option to unsubscribe from these communications and we won't send them to you again. We may also occasionally email, or phone you about our services, but if you tell us not to, we won't get in touch again.

If you do not wish to remain on our database, please send an email to Elissa Schlanker, ES@KilburnNightingale.com, asking for your details to be removed.

Who is responsible for your information at our company:

Simon Monkman, our Company Secretary, is responsible for the security of your information. You can contact him by email at SM@KilburnNightingale.com, or by phone on 020 7812 1102, if you have any concerns about the information we store.

Who has access to information about you:

When we store information in our own systems, only the people who need it have access. Our management team have access to everything you've provided, but individual employees have access to only what they need to do their job.

The steps we take to keep your information private:

Where we store your information in third-party services, we restrict access only to people who need it. We store passwords in 1Password, an encrypted password manager, use a different, randomly-generated password for each service, and never use the same password twice.

The computers we use are all encrypted and are protected by a passcode or fingerprint access. These computers ask for authentication whenever they are started or after 5 minutes of inactivity. Our mobile devices are also protected by a fingerprint, or facial recognition.

How to complain:

We take complaints very seriously. If you've any reason to complain about the ways we handle your privacy, please contact Ben Kilburn by email at BK@KilburnNightingale.com, or by phone on 020 7812 1102. Or by letter - send your envelope to Kilburn Nightingale Architects, 26 Harrison Street, London WC1H 8JW, marked for Ben's attention.

Changes to the policy:

If we change the contents of this policy, those changes will become effective the moment we publish them on our website.