Who we are
JR & JEG Shephard trading as J & J Design (J & J Design) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
What personal data we collect and why we collect it
Information collected by us
We provide town planning and design services to private individuals and businesses operating in the UK. In the course of our business we collect the following personal information when you provide it to us:
Personal information such as your name, contact details (including postal address, email address and telephone number(s)) and occupation when you:
- Register on our website;
- Contact us directly via our website, by email or by telephone to engage our services;
- Personal information including credit card information provided to us.
Information collected from other sources
We also obtain personal information from other sources as follows:
- Personal information that is available on publicly accessible websites;
How we use your personal information
We use your personal information to:
- Provide you with services you have requested;
- Provide you with news updates we believe you may be interested in;
- To notify you about changes to our service.
Whether information has to be provided by you, and if so why
The provision of your personal information e.g. name and contact details is required to enable us to provide you with the services that you have engaged us to undertake or that you are interested in receiving information about. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.
Reasons we can collect and use your personal information
- If we supply services to you we rely on the fact that it is necessary for us to have and to use your personal information for the performance of our contract with you as the lawful basis on which we collect and use your personal data;
- If you are a client or a previous client to whom we send information about services provided by us or by others that we think is of interest to you, we rely on our legitimate business interests as the lawful basis on which we retain and use the personal data that you have given to us. Our legitimate interests are to keep you informed of those services and other information about our business. This will be limited to information sent to the contact details that you have provided to us and with every communication you will be given a clear and straightforward option to opt out of further communications and to ask us to delete the personal information that we hold about you. We have considered the risk of harm to your privacy rights and to your data security and have concluded that the risk is minimal given (i) the type of data (your contact details) that we process for this purpose, (ii) the method, volume and content of the communications that we might send to you (news updates) not more often than monthly, related to the services that you have previously expressed an interest in), (iii) your right to opt out of further communications and to ask us to delete your information from our records at any time.
- Any contact by electronic communication will respect your e-privacy rights by being restricted to the use of e-contact details that you provided to us in the original supply process and limited to the same or similar services.
Consequences of our use of your personal information
We do not believe that there are likely to be any serious consequences to you of our use of your personal information. The potential consequences that we have identified are:
- Your data security: The risk of the personal information that we hold about you being accidentally lost, or used or accessed in an unauthorised way. We have taken steps to protect against this (please see further information under the heading “Keeping your personal information secure” below).
- Your privacy rights: You may, from time to time, receive communications from us. However, we do not believe that the frequency, content or manner of these communications will risk any breach of your privacy rights and with every communication you will be given a clear and straightforward option to opt out of further communications and to ask us to delete the personal information that we and/or our third party suppliers hold about you.
Our contact form captures any information that you enter and will be used to respond to your enquiry. We do not use this information for marketing purposes.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
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Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Who we share your data with
We routinely share the contact details of our clients with local planning authorities, The Planning Inspectorate and Building Regulation Inspectors when authorised to do so in relation to the submission of applications. This data sharing enables them to supply you with the services that you have requested. We will only give your details to relevant departments and the information we have will be limited to the contact details you have provided in order that the relevant application can be processed.
We will share personal information with law enforcement or other authorities if required by applicable law.
We will not share your personal information with any other third party without your prior consent.
How long we retain your data
- We will hold personal information about our clients for 10 years from when we last supply you with services.
- We will hold contact details about our previous customers or potential customers only for so long as we reasonably consider that the information about services that we might provide to you is relevant to and of interest to you and we will delete your contact details if you ask us not to continue to send such information to you or at any time if we have reason to think that the information is out of date, and in any case no later than 10 years after you last contacted us.
If you leave a comment, the comment and its metadata are retained indefinitely.
What rights you have over your data
You can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
- fair processing of information and transparency over how we use your use personal information;
- access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
- require us to correct any mistakes in your information which we hold;
- require the erasure of personal information concerning you in certain situations;
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
- object at any time to processing of personal information concerning you for direct marketing
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
- object in certain other situations to our continued processing of your personal information;
- otherwise restrict our processing of your personal information in certain circumstances;
- claim compensation for damages caused by our breach of any data protection law.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- email, call or write to our Data Manager whose contact details are at the end of this notice;
- let us have enough information to identify you;
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
- let us know the information to which your request relates.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that our Data Manager can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone their helpline: 0303 123 1113.
How to contact us
Please contact our Data Manager, if you have any questions about this privacy notice or the information we hold about you:
J & J Design
1A King Edward Road