Privacy Notice

This privacy notice is to let you know how KTB solutions (UK) Limited looks after your personal information. This includes information you provide whilst engaging with us and information we gain by having you as a client.
How the law protects you –

Under the General Data Protection Regulations (GDPR) we can only use personal information if we have a proper reason to do so. Therefore, we will ensure we have one or more of the following reasons before processing your data:
  • To fulfil a contract, we have with you
  • When it is our legal duty
  • When it is in our legitimate interest
  • When you consent to it
Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.

What we use personal information for
Our reasons
Our legitimate interests

To enable you to request and receive information on our services or quotations on those services.
Consent


Seeking your consent when we need it to contact you



To enable us to send you new information we publish and updated editions of our existing information. This includes third party company information, product information and design information in the form of schedules, emails, drawings, and other graphic documents pertaining to your particular project or query.


Our legitimate interests


To enable us to contact you with information you have requested



To develop and carry out marketing activities


Our legitimate interests
To enable us to contact you about services we offer

To engage with potential clients and third party companies involved in our or our clients services.







To deliver our services







To invoice and collect payments from clients


Fulfilling our contracts


Respond to the needs of potential clients












To manage and enhance our relationship with you or your business


Our legal duty


To fulfil our contractual duties to clients







Complying with regulations that apply to us



To obey laws and regulations that apply to us


Fulfilling our contracts


To fulfil our legal and contractual duties



To respond to complaints and seek to resolve them


Our legitimate interests







Our legal duty





To run our business in an efficient and proper way 
Fulfilling our contracts


Complying with regulations that apply to us



This includes managing our financial position, employing staff and developing our business 
Our legitimate interests







Our legal duty


Being efficient about how we fulfil our legal and contractual duties






Personal information we hold –
We may collect the following information about you or your business:


  • Contact information including telephone numbers and email addresses
  • A record of the requested queries via our website or from received email queries (where consent is given to retain this information).
  • Any other information relevant to new enquiries and the delivery of our services. For example, drawings, photographs, reports etc. This may be relayed as paper or electronic documentation or both.
  • Personnel, compliance and accounting records necessary for the operation of our business.
  • Any permissions, consents or preferences given to us.
Where we collect personal information from –
Information obtained from:
  • Telephone calls
  • Our website
  • Emails and letters
  • Client feedback surveys
  • Companies that introduce you to us
  • 3rd party suppliers working on our behalf

  • Public information sources such as local authority planning websites


Who we share your personal information with –
  • KTB solutions (UK) Limited company directors and employees
  • KTB solutions (UK) Limited associate firms
  • 3rd party consultants and suppliers working on our behalf

  • Any party connected to a case or project we are involved with. For example, a client’s solicitor, architect or planning consultant. Work Colleague, Business Partner or Employee working for you.
  • HM Revenue & Customs, regulators and other authorities
  • Companies that we introduce you to
Sending data outside of the EEA –
  • We will only send data outside of the European Economic Area (‘EEA’) when we are:
  • Following client instructions
  • Complying with our legal duties.
  • Working with our 3rd party suppliers who we use to help deliver our services.
  • If we do transfer information outside of the EEA, we will make sure that it is protected in the same way as if it was being used in the EEA.
  • If there is any risk attributed to sending such information then electronic encryption on communications and documents will be added to ensure complete privacy.
Marketing –
  • We will not sell your personal data. We will only use your personal information to send you marketing messages if we have either your consent or a legitimate interest. You can ask us to stop sending you marketing messages by contacting us at any time.
How long we keep personal information –
  • For our clients we will keep personal information for the duration of the contract to deliver our services. However, we may keep data for up to 12 years after completing the delivery of our services for one of these reasons:
  • To provide any follow-up work that may be needed
  • To manage conflicts of interest
  • To fulfil any contractual obligations
  • To respond to any questions or complaints
  • To maintain records according to rules that apply to us.
  • We will retain non-client related personal information for as long as reasonably required for the efficient operation of our business. We will monitor the data we hold and delete any redundant data where necessary.
Security –
  • We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
  • How do we achieve this -
  • We will use encrypted password protected zip folders to contain electronic documents who's passwords will only be released by telephone conversation with the consenting parties.
  • We will store any backup or locally stored information on remote hard disks which can be disconnected from any computer with internet access. Backups will remain permanently disconnected unless creating or retrieving a backup.
Links to other websites –
  • Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Your rights –
  • Where you have given your consent to us to process your data you may withdraw this at any time by contacting us or clicking ‘unsubscribe’ within any marketing emails you receive from us.
 
  • You can request details of any personal information we hold
  • You have the right to get your personal information from us in a format that can be easily re-used
  • You have the right to question any information we have about you that you think is wrong or incomplete. We will take reasonable steps to check its accuracy and correct it where necessary
  • You have the right to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it
How to complain –
  • If you are unhappy with how we have used your personal information, please let us know.
  • You also have the right to complain to the Information Commissioner’s Office at http://ico.org.uk/concerns/




How to contact us –
For any matters relating to this policy, please use our contact details below:
Telephone:    07742 644587
Email:        stuart@hancockarchitecture.co.uk


Write To:    KTB solutions (UK) Limited
        1st floor Offices
        Unit 47
        The Shipyard Estate
        Brightlingsea
        Essex
        CO7 0AR


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