1. Data Protection and Privacy
This statement relates to the obligations of ICE Arch Ltd with regard to the General Data Protection Regulation 2018 and the UK Data Protection Act 2018
Registration and Control
ICE Arch Ltd is registered with the Information Commissioner’s Office (ICO) (https://ico.org.uk/global/contact-us/)
The Data Controller for ICE Arch Ltd is Director Alison Taylor-Stokes (firstname.lastname@example.org)
ICE Arch Ltd is an RIBA (https://www.architecture.com/contact-and-visit) Chartered Architect Practice. It holds a data set for each of its current and completed projects.
Data created by ICE Arch Ltd in connection with a project (designs, specifications, etc.) remain the property of ICE Arch Ltd until the client has fully paid all relevant fees and disbursements.
The data set comprises operational data (e.g. drawings), contractual data (e.g. fee bids), financial data (invoices and payments) and related correspondence (emails, Planning Approval forms, etc.). A data set is primarily identified by a project reference.
Storage and protection of data
Primary data is password-protected and held on the server of a well-respected data storage provider. An electronic copy is held on a local drive. Hard copies of some of a project’s data is held in locked filing cabinets an ICE Arch Ltd office. Access to computers, local drives and filing cabinets is restricted to authorised ICE Arch Ltd employees. Computers and data are protected by up-to-date proprietary security and privacy software.
Categories of personal data
In each data set it is necessary for ICE Arch Ltd to obtain from them, and store, the names of the project’s clients, suppliers and contractors who may be individuals or named persons representing companies or other type of organisation. There is also a need to their contact details.
Recipients of personal data
A subset of a project’s data is made available to suppliers and contractors sufficient for them to fulfil their involvement in the project.
There may be a legal requirement to identify client, supplier or contractor to statutory bodies (e.g. Planning Department)
Data provided to suppliers and contractors may be retained by them only so long as is necessary for completing their work and subsequent warranty or legal liability.
Likewise, project data held by ICE Arch Ltd is retained only until the expiry of warranty and legal liability. This is normally 6 years (so, for example, data for projects undertaken in 2009 will be destroyed in 2016). A client, supplier or contractor may request that data relating to their project be retained longer. It will then be retained so long as there is mutual consent.
Data subject’s rights
In the first instance, any query or complaint regarding data held by ICE Arch Ltd should be directed to ICE Arch Ltd’s Data Controller. Any data related query may be directed to the ICO or RIBA.
2. Website and Electronic Communication Policy
This policy governs the privacy of this website and users who choose to visit it, together with electronic communication with ICE Arch Ltd.
Cookies are small files saved to the user’s computer that track, save and store information about the user’s interactions and usage of the website.
Contact and Communication
Users may utilise the contact form to communicate with ICE Arch Ltd. Personal information submitted via this form is kept private and stored securely until such time as it is no longer required or has no use, as detailed in the Data Protection Act 2018. Every effort has been made to ensure a safe and secure ‘form to email’ submission process but ICE Arch Ltd advises users using such ‘form to email’ processes that they do so at their own risk.
ICE Arch Ltd uses any information you submit to provide you with further information about the products / services ICE offers or to assist in answering any questions or queries you may have submitted. ICE Arch Ltd may also use it, suitably anonymised, to improve the products and services offered by ICE Arch Ltd. Your details are not passed on to any third parties.
Although ICE Arch Ltd only wishes to include quality, safe and relevant external links, users should always adopt a policy of caution before clicking any external web links mentioned throughout this website. ICE Arch Ltd cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or consequences caused by visiting any external links mentioned.
Social Media Platforms
This website uses social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save their request to share a web page respectively through their social media platform account. Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution regarding their own privacy and personal details. This website nor its owners will never ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
Email communication with ICE Arch Ltd.
Email from ICE Arch Ltd and any files transmitted with it are confidential and intended solely for the named recipient to whom they are addressed. If you have received an email from ICE Arch Ltd in error, please notify the ICE Arch Ltd immediately and delete this email from your system. This message contains privileged and/or confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information renders you liable to legal penalty.
While ICE Arch Ltd makes every effort to keep the network and communications free of viruses and other malign software you need to verify that emails and any attachments are ‘clean’ as ICE Arch Ltd can take no responsibility for any infection which might be transferred by way of them.