Privacy policy
Your privacy matters. Read about how we secure your data.
Introduction
Welcome to Idapt LLP's (t/a the idapt group, idapt planner 3D and idapt design) (together the “Idapt Group”) privacy notice.
The Idapt Group respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
This privacy notice is set out in different sections and can be provided in a PDF format if required.
Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.
Who We Are
This privacy notice aims to give you information on how the Idapt Group collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter, purchase a product or service or take part in a competition.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
CONTROLLER
The Idapt Group (whose legal entity is Idapt LLP) is the controller and responsible for your personal data (collectively referred to as the "Idapt Group", "we", "us" or "our" in this privacy notice).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
CONTACT DETAILS
Our full details are:
Name: Ben Burton
Email Address: ben.burton@theidaptgroup.com
Postal Address: The Bye, Limes Farmyard, Luckington Road, Acton Turville GL9 1HG
Telephone Number: +44 (0)1454 219115
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated on 1 June 2020 and can be obtained by contacting us.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
THIRD PARTY LINKS
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Data We Collect
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
IDENTITY DATA
● First Name.
● Maiden Name.
● Last Name.
● Username or Similar Identifier.
● Marital Status.
● Title.
● Date of Birth.
● Occupation.
● Place of Work.
● Gender.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes.
CONTACT DATA
● Billing Address.
● Delivery Address.
● Email Address.
● Voice over Internet Address.
● Telephone numbers.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes.
FINANCIAL DATA
● Bank Account.
● VAT Number.
● Company Registration Number.
● Payment Card Details.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes.
Retention: Payment card details can be removed immediately on request and will be routinely deleted when no further sums are due and they are no longer needed.
TRANSACTION DATA
● Details about payments to and from you and other details of products and services you have purchased from us.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes.
TECHNICAL DATA
● Internet Protocol (IP) Address.
● Your Login Data.
● Browser Type and Version.
● Time zone Setting and Location.
● Browser plug-in Types and Versions.
● Operating system and Platform and other Technology on the Devices you use to Access this Website.
Retention: 26 months.
PROFILE DATA
● Purchases or Orders Made by You.
● Your Interests, Preferences, Feedback and Survey Responses.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes. Profile Data might be anonymised where this information helps in the development of products.
USAGE DATA
● Information About How You Use Our Website.
● Products.
● Details of Services.
Retention: Indefinitely in an anonymised form so that it does not form personal data for the purposes of GDPR.
MARKETING AND COMMUNICATIONS DATA
● Your Preferences in Receiving Marketing from us and our Third Parties and Your Communication Preferences.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes.
DESIGN DATA
● Designs Created for Idapt Design clients.
● Planning and building regulation designs.
● Feasibility designs.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes.
Where the design being carried out is provided to a minor (acting through a guardian, trustee or similar) then Design Data will be held for such periods to meet with legal and compliance requirements.
DISCLOSED DATA
● Information and reports provided to us by third parties (e.g. case managers and solicitors) that are needed to inform our advice for services conducted by Idapt Design.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes. Where the information is provided as part of legal proceedings then we will delete any report or medical records provided by a solicitor as soon as we are directed to by that solicitor (usually when the case is settled).
ASSESSMENT DATA
● Functional abilities of the client being assessed to better understand their daily activities.
● Property, personnel and sizes.
● Results from pre-design questionnaires to better understand client’s requirements.
Retention: 6 years after you cease being a customer for tax and legal compliance purposes. Where the information is collected as part of legal proceedings then we will delete it when we are directed to by the instructing solicitor (usually where the case is settled).
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How is Data Collected?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
apply for our products or services;
create an account on our website;
subscribe to our service or publications;
request marketing to be sent to you;
enter a competition, promotion or survey; or
give us some feedback.
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
Technical Data from the following parties:
analytics providers such as Google based outside the EU; and
search information providers Google based outside the EU.
Contact, Financial and Transaction Data from providers of technical, payment and delivery services:
subscription management service providers such as Chargebee based outside the EU; and
payment processor service providers such as PayPal and Stripe based outside the EU.
Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EU.
How We Use Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.
The lawful basis that we will rely on to process your personal data is set out below.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by Contacting us.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please Contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.
How we use your personal data:
TO REGISTER YOU AS A NEW CUSTOMER
Type of Data: (i) Identity Data; and (ii) Contact Data.
Lawful Basis for Processing: Performance of a contract with you.
TO PROCESS AND DELIVER YOUR ORDER INCLUDING:
(i) manage payments, fees and charges; and
(ii) collect and recover money owed to us.
Type of Data: (i) Identity Data; (ii) Contact Data; (iii) Financial Date; (iv) Transaction Data; (v) Marketing and Communications.
Lawful Basis for Processing: (i) Performance of a contract with you; and (ii) Necessary for our legitimate interests (to recover debts due to us).
TO MANAGE OUR RELATIONSHIP WITH YOU WHICH WILL INCLUDE:
(i) Notifying you about changes to our terms or privacy policy.
(ii) Asking you to leave a review or take a survey.
Type of Data: (i) Identity Data; (ii) Contact Data; (iii) Profile Data; (iv) Marketing and Communications Data
Lawful Basis for Processing: (i) Performance of a contract with you; (ii) Necessary to comply with a legal obligation; (iii) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services).
TO ENABLE YOU TO TAKE PART IN A PRIZE DRAW, COMPETITION OR COMPLETE A SURVEY.
Type of Data: (i) Identity Data; (ii) Contact Data; (iii) Profile Data; (iv) Usage Data; (v) Marketing and (vi) Communications Data.
Lawful Basis for Processing: (i) Performance of a contract with you; and (ii) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business).
TO ADMINISTER AND PROTECT OUR BUSINESS AND THIS WEBSITE (INCLUDING TROUBLESHOOTING, DATA ANALYSIS, TESTING, SYSTEM MAINTENANCE, SUPPORT, REPORTING AND HOSTING OF DATA).
Type of Data: (i) Identity Data; (ii) Contact Data;(iii) Technical Data;
Lawful Basis for Processing: (i) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) and (ii) Necessary to comply with a legal obligation.
TO DELIVER RELEVANT WEBSITE CONTENT AND ADVERTISEMENTS TO YOU AND MEASURE OR UNDERSTAND THE EFFECTIVENESS OF THE ADVERTISING WE SERVE TO YOU.
Type of Data: (i) Identity Data; (ii) Contact Data; (iii) Profile Data; (iv) Usage Data; (v) Marketing and Communications; (vi) Technical Data
Lawful Basis for Processing: Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).
TO USE DATA ANALYTICS TO IMPROVE OUR WEBSITE, PRODUCTS/SERVICES, MARKETING, CUSTOMER RELATIONSHIPS AND EXPERIENCES.
Type of Data: (i) Technical Data; (ii) Usage Data.
Lawful Basis for Processing: Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).
TO MAKE SUGGESTIONS AND RECOMMENDATIONS TO YOU ABOUT GOODS OR SERVICES THAT MAY BE OF INTEREST TO YOU
Type of Data: (i) Identity Data; (ii) Contact Data; (iii) Technical Data; (iv) Usage Data; and (v) Profile.
Lawful Basis for Processing: Necessary for our legitimate interests (to develop our products/services and grow our business).
TO CARRY OUT PROPERTY ASSESSMENTS, CREATE DESIGNS, PRODUCE SPECIFICATIONS, PROVIDE PROJECT MANAGEMENT SERVICES AND TO GIVE GENERAL SURVEYING ADVICE TO YOU (THE SCOPE OF OUR INSTRUCTION WILL BE SET OUT IN OUR TERMS OF ENGAGEMENT).
Type of Data: (i) Identity; (ii) Design Data; (iii) Disclosed Data; and (iv) Assessment Data.
Lawful Basis for Processing: Performance of a contract with you.
MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising the following personal data control mechanisms:
we maintain a list of people who have consented to receiving marketing information from the Idapt Group as part of our contract and relationship management system (we will note if you have or have not provided your consent);
when we use email marketing systems, we will only enter those users’ email addresses that have consented to receiving email communications or have signed up to our marketing emails by taking our services; and
when we use email marketing systems, there is an automatic ‘stop sending’ list that will prevent further emails be sent if you decide to revoke your consent.
PROMOTIONAL OFFERS FROM US
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
THIRD- PARTY MARKETING
We will get your express opt-in consent before we share your personal data with any company outside the Idapt Group of companies for marketing purposes.
OPTING OUT
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by Contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
COOKIES
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookies policy.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Disclosure of Data
We may have to share your personal data with the parties set out below for the purposes set out above.
Internal Third Parties as set out in the Glossary.
External Third Parties as set out in the Glossary.
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
International Transfers
IWe do not transfer your personal data outside the European Economic Area (EEA).
Many of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
Please Contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data Retention
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal data are set out above.
In some circumstances you can ask us to delete your data: see Request erasure below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please read our publication ‘GDPR and You’ for further information:
Request access to your personal data.
Request correction of your personal data.
Request erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data.
Right to withdraw consent.
If you wish to exercise any of the rights set out above, please Contact us.
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
YOUR RIGHTS
You have the right to:
Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
if you want us to establish the data's accuracy;
where our use of the data is unlawful but you do not want us to erase it;
where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Our full details are:
Name: Ben Burton
Email Address: ben.burton@theidaptgroup.com
Postal Address: The Byre, Limes Farmyard, Luckington Road, Acton Turville GL9 1HG
Telephone Number: +44 (0)1454 219115
Glossary
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by Contacting us
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
External Third Parties means:
Service providers acting as processors based in the countries set out below who provide IT, system administration services, payment processing and other account support activities:
IDAPT PLANNER 3D DATABASE (STORED WITH UKFAST)
Service Provided: Internet Service Provider with Dedicated Servers
Country: UKFast.Net Limited, Registered in England, Company Registration Number 03845616. Registered Office: UKFast Campus, Birley Fields, Manchester, England, M15 5QJ.
Data Protection Link: https://www.ukfast.co.uk/terms.html
XERO ACCOUNTANCY SOFTWARE
Service Provided: Accountancy Software.
Country: Xero (UK) Limited (company 06071722) is UK representative.
Data Protection Link: https://www.xero.com/uk/about/legal/340 S Lemon Avenue, #1537
CHARGEBEE
Service Provided: Subscription management software.
Country: Chargebee Inc. 340 S Lemon Avenue, 340S Lemon Ave #1537 Walnut, California 91789, USA
Data Protection Link: https://www.chargebee.com/privacy
INSIGHTLY
Service Provided: Contact and Relationship Management Software
Country: Insightly Inc. 680 Folsom, Ste. #550, San Francisco, CA 94107 USA
Data Protection Link: https://www.insightly.com/privacy-policy/
G SUITE
Service Provided: Various Document Management Systems and Tools and Email Services.
Country: Google LLC 1600 Amphitheatre Parkway, Mountain View, CA 94043
Data Protection Link: https://cloud.google.com/security/gdpr/
STRIPE/PAYPAL
Service Provided: Payment Processors
Country: Stripe, Inc. 185 Berry Street, Suite 550, San Francisco, CA 94107
Country: PayPal (Europe) S.à.r.l. et Cie, S.C.A., 22-24 Boulevard Royal L-2449, Luxembourg
Data Protection Policy: https://stripe.com/gb/privacy
Data Protection Policy: https://www.paypal.com/en/webapps/mpp/ua/privacy-full
MAILCHIMP
Service Provided: Marketing Mail Manager
Country: The Rocket Science Group, LLC675 Ponce de Leon Ave NE Suite 5000, Atlanta, GA 30308 USA
Data Protection Link: https://kb.mailchimp.com/accounts/management/about-mailchimp-the-eu-swiss-privacy-shield-and-the-gdpr
Professional advisers acting as processors including lawyers, bankers, accountants, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.