Privacy Statement

GENERAL DATA PROTECTION REGULATION 

PRIVACY STATEMENT 


Mike Speak Associates prides itself on
conducting business ethically. We respect and protect your privacy and rights in connection with your personal data and we pledge never to misuse your data.

We have updated our Data Protection Policy in accordance with applicable principles, laws and regulations, including the GDPR (General Data Protection Regulation). To view our policy click here or contact us to request a paper copy of it.

This Privacy Statement explains what data we collect, how it is handled and how we ensure protection of personal data stored in connection with the Structural Engineering Service Mike Speak Associates provides.

Information We Store plus How it is Obtained

The Data we Store Includes:

·         Name & Address

·         Email Address

·         Website if applicable

·         Phone Number

·         Mobile Number

 

How We Obtain the Data:

·         Referrals from Architects, Surveyors, Building Inspectors, Property Developers, Builders and former clients

·         Enquiries received via our website www.structualengineeringsolutions.co.uk, Institution of Structural Engineers’ Find an Engineer website or Local Surveyors’ website.

·         Direct email and telephone enquiries

·         Personal contact and personal recommendations


Use of Your Personal Data
plus Lawful Basis for Processing

How We Use Your Data

Basis for Processing Your Data

To communicate with you by email, phone and post; also for our financial accounting.

Legitimate interests in connection with the Structural Engineering Service you engage us to provide.


Who Has Access Your Personal Data
plus How it May be Shared

Who Has Access

How Your Data May be Shared

Data Controller has access to your securely stored personal data.

Third Party or Publicly Available Sources We Employ

Daisy Telecoms: Phone & broadband;

Krystal: Web hosting & email;

ESET Endpoint: Antivirus & firewall

Kamazoy IT: Computer Security

Microsoft: Outlook; Word; Excel

Sage: Accounting;

Vodafone: Mobile smart phone.

We share your personal data only as strictly necessary in accordance with the service you have engaged us to provide; ie:

·         with an Associate of the Company involved with carrying out work on your behalf;

·         with relevant industry specialists such as the Architect, Surveyor, Building Control/ Building Inspector, Property Developer, Builder etc, and

·         in line with legal and professional requirements.

The only time we would divulge any personal client information to any other external source would be if legally required to do so.

 

How We Store the Information  plus How it is Protected 

How Your Data is Stored

 

How It Is Protected

We store your personal information within secure physical and electronic systems.

 

·         Filing cabinets locked & accessible only by Data Controller

·         Secure archive files accessible only by Data Controller

·         PC password, antivirus & firewall protected/locked. Accessible only by Data Controller and Kamazoy IT/Computer Security

·         Mobile phone (Samsung S5) password protected & locked. Accessible only by Data Controller

·         Automatic storage of incoming & outgoing phone numbers on landline (Gigaset)

·         Incoming answerphone messages on landline (Gigaset)

·         In addition, our computer systems are continually monitored by Kamazoy IT/Computer Security company


How Long Your Data is Kept
plus How it is Destroyed

Duration

 

How Destroyed

·         Minimum 7 years
(in accordance with industry standard and to meet legal/ professional requirements).

 

·         Manual deletion of computer records.

·         Cross shredding of paper records

·         Manual deletion of landline and mobile incoming & outgoing phone numbers, plus answerphone messages retained only as long as necessary to fulfil requested Structuring Engineering Service.


In Case of a Data Breach
plus Your Rights/How You Can Exercise Them

Data Breach

 

Exercising Your Rights

Should we ever discover a data breach we will immediately comply with GDPR and notify all relevant parties/authorities.

 

GDPR entitles you to access your personal data and have it rectified if inaccurate or incomplete; also to object to, restrict or block processing, and to have your data deleted.

You can exercise your rights by contacting Mike Speak Associates or if necessary the European Data Protection Supervisor This email address is being protected from spambots. You need JavaScript enabled to view it. .

Consent

You can give us permission to process your personal data specifically for the purposes specified in this Privacy Statement a) via our website Contact Us page, or b) by requesting, signing and returning a paper copy of this Statement.

 

Contacting Us

Please notify us in writing via the contact address at the head of this Statement, or email us at This email address is being protected from spambots. You need JavaScript enabled to view it. if at any time you have concerns about your personal data and wish to:

·         access data we hold on you

·         have your data amended

·         object to or restrict processing

·         request deletion of your data

We will respond as quickly as practicable to any requests and confirm completion of the requested action(s); otherwise we will explain why we could not do so. Should you ask us to delete your data, provided that doing so does not breach our legal or professional responsibilities, we will delete it as quickly as practicable and confirm that we have done so.

 

DPPS v1   22.5.18