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Privacy Notice

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by HEM Architects. If you have any questions about this policy please contact us.

What personal data we collect

When you sign up to our mailing list
We collect your name and email address when you sign up to our mailing list. We use a third party provider, Mailchimp, to send email campaigns. We gather statistics around email opening and clicks to help us monitor and improve our e-newsletter.

When you call us, email us or correspond in writing with us
When you make contact with HEM to enquire about our services (either by phone, email, in person or through the contact form on our website), we will collect the following information in order to provide business services to you (to pursue the legitimate interests of our business):

  • Your name
  • Email address
  • Phone number
  • Correspondence address
  • Any other personal data you may have submitted as part of your enquiry

When you enter into a service agreement with us
If you enter into a service agreement with us, we may store your contact details on our accounting platform, Xero, to manage invoicing and accounting.

When we’re administering a contract between a client and contractor
When administering a contract between a client and contractor, project information, as well as client and contractor name, address and other contact information is shared with RIBA Contracts.

How long we hold your personal data for

When you sign up to our mailing list
Your information is stored for as long as you are subscribed to our mailing list. You can manage your preferences/unsubscribe at any time.

When you call us, email us or correspond in writing with us
We retain your information for as long as we’re dealing with your enquiry. Messages sent via contact forms on our website are stored for 90 days.

We may also indefinitely retain copies of any correspondence you send us for internal record keeping and product development.

If we enter into a service agreement with you, this information may be stored for longer (see below)

When you enter into a service agreement with us
Your personal data is stored for the duration of the service agreement with us and 8 years after the service agreement finishes.

Who has access to this personal data

Our Staff
Our staff has access to your personal information where this is necessary to carry out our services.

Third Parties
To support delivery of our services, we engage third party data processors (‘Sub-processors’) which in turn also have access to certain personal data. This section provides important information about the identity, location and role of each sub-processor.

Prior to engaging any third party sub-processor, we perform diligence to evaluate their privacy, security and confidentiality practices, with the purpose of establishing their compliance with all UK and EU data & privacy law.

HEM currently uses the following sub-processors for various activities related to this website and our services:

Ink & Water Ltd
Activity: Website maintenance
Location: United Kingdom
Ink & Water’s Privacy Policy

Google LLC
Activity: Cloud-based email & software services
Location: United States
Google’s Privacy Policy

The Rocket Science Group LLC (“Mailchimp”)
Activity: Email marketing
Location: United States
Mailchimp’s Privacy Policy

Xero Ltd
Activity: Accounting software
Location: New Zealand
Xero’s Privacy Policy

Royal Institute of British Architects (“RIBA”)
Activity: Contract administration
Location: United Kingdom
RIBA’s Privacy Policy

Activity: Cloud based proposal software
Location: Canada
Proposify’s Privacy Policy

What happens when you visit our website

Google Analytics
When someone visits we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site.

This information is only processed in a way which does not identify anyone. We do not 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.

Our use of cookies
Cookies are small files that are stored on a user’s computer. They are designed to hold a small amount of information specific to how you browse the internet. This information is then used by the website’s server to carry information from one visit to the next.

Cookies on this site are used to measure how you use the website so it can be updated and improved based on your needs

These cookies aren’t used to identify you personally. We don’t collect or store your personal information (e.g. your name or address) so this information can’t be used to identify who you are.

Cookies are set by Google Analytics, which stores information about:

  • the pages you visit on this website
  • how long you spend on each page
  • how you got to the site
  • what you click on while you’re visiting the site

We don’t allow Google to use or share our analytics data.

Links to other websites
This privacy policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Access to your personal information

We try to be as open as possible in terms of giving people access to their personal information. Individuals can find out if we hold any personal information, as well as request that this information be removed or amended, by making a ‘subject access request’. If we do hold information about you, we will

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

If you’d like to make a subject access request, please contact us.

Your Rights

If you are a European resident, you have the right to access any personal information we hold about you. You can ask that your personal information be corrected, updated, or deleted by using the contact information below.

Contact Us

For further information, questions, comments or to make a ‘subject access request’ please contact us.

Or contact us in writing at:

HEM Architects
Parkhead House,
Carver Street
S1 4FS

Changes to this policy
This policy was last updated on 24/06/21