Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain
Contact details
Post
Lytchett House, Unit 13, Freeland Park, Wareham Road, Lytchett Matravers, POOLE, Dorset, BH16 6FA, GB
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
Names and contact details
Addresses
Gender
Pronoun preferences
Payment details (including card or bank information for transfers and direct debits)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Records of meetings and decisions
We collect or use the following personal information for information updates or marketing purposes:
Names and contact details
Purchase or account history
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Addresses
Purchase or service history
Video recordings of private or staff only areas
Photographs
Customer or client accounts and records
Financial transaction information
Information relating to health and safety (including incident investigation details and reports and accident book records)
Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We have a legitimate interest in collecting and using personal information provided by prospective and existing clients in order to communicate with them, understand their requirements, provide and manage our interior design services, prepare quotations and proposals, arrange consultations and appointments, and deliver projects effectively. Using this information is necessary to provide a personalised and professional service and to maintain appropriate records relating to client projects. It also enables us to improve our services and understand how our clients use and experience our services. We only collect information that is relevant and reasonably necessary for these purposes and do not use personal information in ways that would be unexpected or have an unjustified impact on individuals. We take appropriate steps to keep information secure and only retain it for as long as necessary. We consider that these legitimate business interests are proportionate to the limited impact on individuals, particularly because clients provide their information in the context of requesting or receiving our services and can exercise their data protection rights, including the right to object where applicable.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We have a legitimate interest in using personal information to provide existing clients and contacts with relevant updates about Set in Stone Interiors, including information about our services, projects, design inspiration, news and other updates that may be of interest to them. Where appropriate, this information may help clients and prospective clients stay informed about services or opportunities that may be relevant to their interior design projects. We will only use personal information for marketing where we have a lawful basis to do so and where the individual would reasonably expect to receive such communications. We will keep marketing communications relevant and proportionate and will not use personal information in a way that would cause an unjustified impact on individuals. Individuals can opt out of marketing communications at any time, and every electronic marketing communication will provide a clear and straightforward way to unsubscribe.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We have a legitimate interest in collecting and using personal information to respond to and manage queries, complaints and claims made by prospective or existing clients. This information is necessary to identify the individual, understand the nature of their query or complaint, investigate and resolve issues, communicate with them appropriately, and, where necessary, manage or defend any legal claims relating to our services. Processing this information allows us to provide an effective and professional service, resolve issues fairly and maintain appropriate records of communications and matters relating to our business. We will only collect and use information that is relevant and reasonably necessary for these purposes. We will not use this information in a way that would have an unjustified or disproportionate impact on individuals, and information will be kept secure and retained only for as long as necessary.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
Directly from you
How long we keep information
We retain personal information only for as long as is reasonably necessary for the purposes for which it was collected, including providing our services, maintaining appropriate business and financial records, resolving queries or disputes, and meeting legal and regulatory requirements.
Our general retention periods are:
Client and project information - personal details, project correspondence, briefs, design information, quotations, specifications and related project records: 7 years after completion of the project or the end of our relationship with the client, where appropriate.
Financial and accounting information - invoices, payment records and other information required for accounting and tax purposes: 6 years from the end of the relevant financial year, in accordance with applicable HMRC requirements.
Enquiries and prospective client information - information provided through enquiries where the individual does not become a client: up to 2 years after the last meaningful contact, unless there is a legitimate reason to retain it for longer.
Marketing information - contact details used for marketing communications: until the individual unsubscribes, withdraws consent or otherwise asks us to stop receiving marketing communications, subject to any records we need to retain to ensure their preferences are respected.
Complaints and claims - information relating to complaints, disputes or potential legal claims: for as long as reasonably necessary to investigate, resolve or defend the matter and meet any applicable legal requirements.
When information is no longer required, we will securely delete it or anonymise it where appropriate.
Who we share information with
Others we share personal information with
Insurance companies, brokers or other intermediaries
Professional or legal advisors
Suppliers and service providers
Professional consultants
Third parties:
HoneyBook
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: hello@setinstoneltd.co.u
Post: Lytchett House 13 Freeland Park, Wareham Road, Lytchett Matravers, Poole BH16 6FA
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113