CUPPA ARCHITECTS LTD - 'The Small Print' (Covid-19, GDPR + Company Policies & Procedures)
COVID-19 COMPANY PROCEDURES, PROCESSES + UPDATES
Cuppa Architects adapted our usual working processes due to the Covid-19 pandemic. Although we have returned to 'normal' working practice in many respects, our hours are sometimes less conventional than the usual ‘9-5’ whilst we juggle childcare and other commitments.
On Site
Whilst a majority of work is undertaken from private offices, and much communication can be managed via phone, email and video call, there are occasions where visits to properties are required. When attending site, all employees have the capacity to wear suitable face masks, gloves and sanitise their hands before and after visiting upon request.
If we are required to enter a property, such as when undertaking a measurement survey, if requested we can look to arrange that the occupants vacate whilst the survey is undertaken. If this is not possible, we will politely request that occupants stay on a different floor level or in a different room. As matters have / are changing, we will review and accomodate any special requests on a project by project basis, and welcome your contact to discuss matters wherever required.
Communication
Throughout the Covid pandemic, our meetings, reviews and discussions took place digitally. We offer a range of technology solutions to assist with this including screen sharing and zoom video calling, as well as the traditional telephone and email.
We are advising all clients and enquiries with the best knowledge and information available at the time, and continue to adopt an open, honest level of communication on any impacts or changes on a project-by-project basis.
We fully understand and empathise with the unusual and potentially alarming nature of this climate, and should clients (existing or prospective) wish to postpone their projects then we ask them to raise this and we can discuss how this might be accommodated.
Should any ongoing medical matters dictate that meetings or visits with Cuppa Architects be undertaken with special measures (i.e. digitally, wearing face masks, sanitising etc) then we welcome adaptions to accomodate your situation and ask these are made clear in advance of any physical meetings - as always, contact via email to discuss in the first instance is warmly welcomed.
Closures
Should it be that we have to temporarily close for whatever reason, we will contact all existing clients and provide updates on our website and social media to advise further.
Mental Health + Support
As positive mental health champions and ambassadors for the Architects Benevolent Society, we would like to remind our colleagues in the architecture industry that the ABS remain on hand to provide support, guidance and resources to support challenges that may be impacting you. These may includes areas such as Mental Health and Wellbeing, Money & Debt, Housing Advice, Employment & Redundancy and Physical Health & Disability.
Anyone (in architecture or not) who feels their situation is becoming too much to cope with, SHOUT is a free and confidential Mental Wellbeing text messaging support service. If you are struggling to cope, Text SHOUT to 85258 for support 24/7.
We take this opportunity to thank you for your patience, cooperation + understanding, and wish you all well.
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GENERAL DATA PROTECTION REGULATION (GDPR) | Privacy Notice issued by Cuppa Architects Ltd
Executive Summary
We take great pride in the fact that you have chosen to work with Cuppa Architects, so we want to make sure that you know how seriously we take your trust in not only our work, but how we handle your information.
We won’t ever share your information with anyone else unless it’s in connection with the services we are providing to you and we ensure that where we are storing or transferring your information, this is done so securely.
We have worked hard to make sure we meet all our legal obligations when it comes to your personal information and we’re happy to answer any questions you might have about our policies and processes. You can drop us an email at any time studio@cuppaarchitects.co.uk
Introduction
This privacy notice explains when your personal information may be used and what measures we take to keep it safe. We make sure that we always handle your information in line with our legal requirements in the Data Protection Act 2018 (DPA 2018) and the General Data Protection Regulation (GDPR).
If anything changes with how we handle your information, we will amend our privacy notice. If we do make any changes that will significantly affect you or your information, we’ll be sure to let you know.
If there is anything in this privacy notice that you don’t understand, or you have any questions, you can contact James Brown who will be happy to talk anything through with you.
Why we use your personal information
Cuppa Architects are what is known as a ‘data controller’ which means that we decide the personal data that we need from you and what we do with it. In order to provide our services to you we do need to have some of your personal information. We only ever collect and use the smallest amount of information that we need from you to deliver our service, and we’ll always make it clear to you if providing information to us is mandatory or optional.
When we collect and use your personal information we do it:
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So we can provide you with our services
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So we can comply with professional obligations that we have as a member of the Royal Institute of British Architects and the Architects Registration Board.
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To use in the investigation and/or defence of potential complaints / legal proceedings.
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To enable us to invoice you for our services and investigate / address any fee disputes
When we process your information, we need to have a legal basis to do so. When we are using your information it’s because it is necessary for the performance of the contract that we have with you, or so that we can take steps at your request to enter into a contract with you, such as providing a quotation.
Who we share your personal information with
Sometimes we need to share your information with third parties in order to provide our services to you. We only ever share your information when we have to, and we always make sure any sharing is secure and lawful.
The third parties that we share your information with include:
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local planning authority or local authority building control – such as when discussing a project or seeking relevant permissions or consents
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any third parties directly involved in your project or in connection with the services we are providing to you, these may include your builder, subcontractors or planning consultant
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an alternate appointed by us in the event of incapacity or death – this would usually be agreed with you in advance wherever possible
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professional indemnity insurers – in the unlikely event that something with your project doesn’t go to plan and our insurers are asked to be engaged for advice or legal proceedings
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our professional body, the Architects Registration Board – should our professional body be engaged in the unlikely event of any legal proceedings taking place.
Occasionally we may receive a request to disclose information about you with law enforcement, regulators and supervisory authorities. We will always ensure that the organisation requesting the information has a legal basis to do so and will only share the minimum amount of information required in a secure way. We will also share your personal information with law enforcement, regulators and supervisory authorities where we believe a criminal act has been or may be committed.
Transfers of personal data outside the EU
Your personal data will be only processed in the UK.
Retention of personal data
To meet our legal obligations, professional standards and insurance requirements, we will keep your information for 7 years from when our services to you are complete. After 7 years we will securely destroy your information unless you specifically ask us not to, for the benefit of future projects. You are responsible for keeping information that we send to you, including any drawings, beyond this time.
Requesting personal data we hold about you (subject access requests)
You have a right to request access to your personal data that we hold. Such requests are known as ‘subject access requests’ (SARs).
If you would like to make a request for the information that we hold about you please send your request to the Director, Cuppa Architects Ltd, 144 Spring Hill, Weston-super-Mare, BS22 9BG and provide the following details:
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Your full name
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Your contact details
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The address of the project
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Any reference numbers relevant to your project
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Full details of your request
Once we receive a valid request, you can expect to receive a copy of your information within 30 calendar days. Where necessary we might ask you for some ID, and if someone else is making the request on your behalf they must also provide evidence that you have given them permission to act on your behalf.
Your other rights
As well as your right to access your information, you also have other rights that you can exercise including:
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Having access to the information that we hold about you
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Being able to rectify information we have about you that is incorrect
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In very limited circumstances, having your information deleted
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In some circumstances, have the use of your information restricted or “paused”
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Have your information provided to you in a digital format and where possible transferred to another organisation
If you have any queries about your rights or wish to exercise them, please get in touch with the office where we will be happy to discuss things further.
Complaints
If you have requested details of the information we hold about you and you are not happy with our response, or you think we have not complied with the GDPR or DPA 2018 in some other way, you can make a complaint. Please send any complaints to the enclosed address and mark for the attention of James Brown.
If after raising your complaint with us you are still unhappy with the resolution, you can make a complaint to the Information Commissioners Office https://ico.org.uk/concerns/
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CUPPA ARCHITECTS LTD COMPANY POLICY + PROCEDURES
Insurance
Cuppa Architects Ltd holds professional indemnity insurance and public liability insurance for their work - details of which can be provided upon request.
Payments
Payment terms are listed on all appointment documents, invoices and correspondence relating to payment. Company payment terms are within 7 days of invoice. We are members of the Federation of Small Businesses and reserve the right to pass on any outstanding payments to the body's Debt Recovery Service, which are subject to additional fees for late payment + interest. We believe this scenario to be very unlikely, and follow our own late payment procedures before this final stage. Please contact the office for further details if required.
Complaints
In the unlikely and unfortunate scenario that you are unhappy with the service provided by Cuppa Architects Ltd, we do have an official complaints handling procedure. For more details please send your requests in writing to the enclosed address and mark for the attention of James Brown - 144 Spring Hill, Weston-super-Mare, BS22 9BG.
Alternative Arrangements
Should the unlikely and unfortunate scenario take place where Cuppa Architects are unable to fulfil your agreed professional works (i.e. due to the event of incapacity, death, absence from, or inability to, work) an Alternative Arrangements procedure will be followed.
If the identity of your principal contact responsible for work changes, you will be formally notified of this change.
For more details on the above please send your requests to the enclosed address and mark for the attention of James Brown.
Appointment + Cancellation
The relationship of our contracts are between Cuppa Architects Ltd and the client(s) who commission and appoint them - these are the parties listed on the appointment document and no changes will occur without written confirmation.
Suspension or Termination of contracts is subject to the company's termination policy, copies of such are available upon formal written request to the enclosed address and will be acknowledged within 10 working days, and responded to within 30 working days.
This overview is not an extensive and complete representation of Cuppa Architects Ltd's full company policy + procedure. Further details are available upon formal written request.
Special Offers
It is our pleasure to offer current emergency services, and any serving Military personnel a 10% discounted fee on Cuppa Professional Design Services.
T&Cs apply – namely that the proposed project property is within our North Somerset project catchment area, and that you inform us that wish to take advantage of this offer when you make your initial enquiry. This offer cannot be used retrospectively, or in conjunction with any other discounts or promotional offers (i.e. Blue Light Card discount).
All offers are provided at the discretion of the company directors and Cuppa Architects Ltd reserves the right to remove any offers at any time, though we note that written quotations are honoured within reason and wherever possible. Please contact the office with any queries regarding promotions or offers.
