Privacy Policy

GENERAL INFORMATION:

OUR PRIVACY MISSION STATEMENT

“At Heynes Planning Ltd, we value the trust placed in us by clients, suppliers and colleagues who give us their personal data. Data security is one of our highest priorities and we aim to be as clear as possible about what we do with personal data and why we do it.”

OUR PRIVACY STATEMENT FOR HEYNES PLANNING LTD

Your privacy is really important to us, and we understand how important it is to you. Our aim is to be as clear and open as possible about what we do and why we do it. Heynes Planning Ltd is committed to the privacy of all its users and customers.

WHO WE ARE

“We” or “us” Heynes Planning Ltd, a limited company (company registration number: 07804734) whose registered address is The Studio, Two Acres, Underlane, Newmills, Launceston, Cornwall, PL15 8SN.
WHO THIS POLICY APPLIES TO

This policy applies to both service users and website visitors. These terms have the following meanings;

i) Website visitors: anyone visiting our website.

ii) Service User: anyone that receives our services, whether this is provided directly by us or via a third party.

iii) Services: Any assistance we provide to you which includes but is not limited to advice and management in relation to planning projects upon which we have been instructed.

INFORMATION WE COLLECT

We collect information about you when you commission our services. We use the information given to us by you to provide the service you request from us in the way that is set out in this privacy policy. As a town planning consultancy we will only hold information that is relevant to provide you with the services you have commissioned from us. This information will only be held for as long as reasonably necessary. The information we typically hold for individuals will be their first and last name, business contact address, business contact telephone number, business email address, and job titles. Other details may be held if supplied to us as part of your instruction to us to carry out town planning related services.

HOW WE USE YOUR INFORMATION

We may use your information to (but not limited too):
• Provide professional planning services that you have commissioned from us;
• Provide commercial quotes for our products and services;
• Update you on the status of your planning services;
• Solicit your opinion or feedback;
• Allow for the provisioning of services; and
• Enforce our legal rights or comply with legal requirements.

VISITORS TO OUR WEBSITES

When someone visits our website we use a third party service to collect standard internet log information and details of visitor behaviour patterns. This information is only processed in a way which does not identify anyone. We do not make, and do not allow the third party service to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

We use a third party service to publish our website and blog. These sites are hosted by a relevant hosting company.

WHO WE SHARE THE INFORMATION WITH

We will not sell, distribute or lease your personal information to third parties. We may need to share your information to our third party service providers, agents and sub-contractors and other associated organisations for the purpose of completing tasks and providing services on your behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the services you requested, and they are under duty to deal with your data in accordance with the Data Protection Act and the General Data Protection Regulation.

MARKETING

We will not send you marketing information about any additional services of ours which may be of interest to you.

DATA COLLECTION AND PURPOSE SPECIFICATION

We collect the personal data that you may volunteer while using our services. We do not collect information about our visitors from other sources, such as public records or bodies, or private organisations. We do not collect or use personal data for any purpose other than the specific services we provide.

For our town planning services we process your information for the performance of any contract we enter into with you to allow us to provide our services to you and only where they are under duty to deal with your data in accordance with the Data Protection Act and the General Data Protection Regulation.

STORAGE OF DATA

We will not store your personal information for any longer than we need to. However we may be obliged by law to store your communications and personal information and we may need to show details of these to government or authorised officials upon request. Like many websites, we use log files to monitor the effectiveness of our website. By providing us with this data, you agree to this storing and/or processing. All our data is stored on our secured servers or on secure servers that are operated by a third party. Unfortunately, the transmission of data and information via the internet is not completely secure. Although we do our very best to protect your personal data, we cannot guarantee the security of your data transmitted to our website. The transmission is at your own risk.

CONFIDENTIALITY/SECURITY

We have implemented security policies, rules and technical measures to protect the personal data that we have under our control from:

• Unauthorised access;
• Improper use or disclosure;
• Unauthorised modification;
• Unlawful destruction or accidental loss;
• Unlawful processing.

All our employees and data processors, who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of our clients personal data. We ensure that your personal data will not be disclosed to state institutions and authorities except if required by law, procedure, or other regulation.

ACCESS TO THE PERSONAL DATA WE MAY HOLD ABOUT YOU

You can ask us whether we are keeping personal data about you upon request, which you can indicate by:

• Sending an email (ed@heynesplanning.co.uk); or by post to:
• Heynes Planning Ltd, The Studio, Two Acres, Under Lane, Newmills, Launceston, PL15 8SN

We will provide you with a readable copy of the personal data which we keep about you, within one month of receipt of this request – although we will require additional proof of your identity. This can be extended by two months where the request for rectification is complex. We will provide this information free of charge.

We will however charge a reasonable fee when a request for information is manifestly unfounded or excessive, particularly if it is repetitive. We may also charge a reasonable fee to comply with the requests for further copies of the same information. This fee is based on the administrative cost to provide this information.

We allow you to challenge the data that we hold about you and, where appropriate, you may have the data erased, rectified or amended if it is incorrect or inaccurate. We reserve the right to refuse to provide our visitors with a copy of their personal data if the request is manifestly unfounded or excessive, but we will give reasons for our refusal. We do, however, allow you to challenge our decision to refuse to provide you with a copy of your personal data. You have the right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.

ERASURE OF DATA

You have a right to have your personal data erased to prevent processing in the following specific circumstances:

• Where the personal data is no longer necessary in relation to the purposes for which it was originally collected/processed.
• If you wish to withdraw consent.
• If you object to the processing and there is no overriding legitimate interest for continuing the processing.
• The data was unlawfully processed in accordance with the GDPR.
• The personal data has to be erased in order to comply with a legal obligation.
• The personal data is processed in relation to the offer of information society services to a child.

NOTIFICATION OF CHANGES TO THIS POLICY

If we decide to change our Privacy Policy, we will post these changes on this website so you know what information we collect and how we use it. If at any point we decide to use personally identifiable information in a way different from that told to you at the time it was collected, we will tell you. You will have a choice as to whether or not we use your information in this different manner.

PRIVACY SUPPORT

If you have an enquiry or concern about our privacy policy please contact us:

Phone: 01566 700155
Email: ed@heynesplanning.co.uk
Post: The Studio, Two Acres, Underlane, Newmills, Launceston, PL15 8SN

We endeavour to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Heynes Planning Ltd’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed.