Adara Planning Ltd, a company registered in England and Wales under number 09062620 whose registered address is at 110 Chandos Avenue, London, England, N20 9DZ hereinafter referred to as (‘Adara’ ‘We’, ‘Us’ or ‘Our’), have created this privacy statement (‘Statement’) in order to reflect the transparency requirements expected of Us by law and Our own ethics. In this Statement, references to ‘You’, ‘Your’ and ‘Customer’ are references to customers who use the Site at adara.co.uk.
Your privacy is extremely important, and We are only too happy to comply with the law and provide You with clear and transparent information about how We use Your Personal Data (PD). We only process it for the purposes outlined and We process as little of it as possible. Our aim is not to be intrusive and We endeavour not to ask You irrelevant or unnecessary questions. We will try Our best to keep Your PD accurate and up to date but do try to help Us with this. We also have robust measures and procedures in place to minimise the risk of unauthorised access. We only share data with third parties where We have a right to do so and where We are satisfied that the third party shall treat it with respect.
This document outlines how We process Your PD when You use Our Site or otherwise communicate with us including by email or telephone. We are committed to respecting Your privacy and protecting Your PD. For the purpose of the Data Protection Legislation, We are the Data Controller (ICO registration number: ZA704238).
We are regulated and are a member of The Royal Town Planning Institute.
We might make changes to this Statement but will notify You by email or notify you upon your next login. You may be required to read and accept the updated terms to continue.
- How do We process Your Personal Data?
- How do We use Your Personal Data to communicate with You?
- Who has access to Your Personal Data and where is it stored?
- What are Your rights under Data Protection Legislation?
- How can You submit a query or a complaint?
- Changes to this Statement
- Definitions & Interpretations
How we process your personal data?
Personal data you provide to us voluntarily: In order for Us to provide You with Our Services, We need to process some of Your PD. We understand that Your PD belongs to You and You provide it to Us on trust that We will use it lawfully i.e. appropriately, proportionately, only in respect of the stated purpose and We will only hold onto it for as short a time as possible. Most important of all, We must have a valid lawful basis for processing Your PD (and where We are processing Special Category Data, We also need to identify an additional condition for processing this type of data).
We Collect the following Data from:
1. Customers: Name, email address, postal address, phone number to enable us to fulfil Our contract with You when planning Your building works, send You invoices, and take payment, answer queries regarding Our services, and contact You with marketing messages unless You have opted out. We may need to understand about certain types of health conditions so that We can provide for any accessibility needs if required. If We need to understand more about Your health conditions, We will obtain Your explicit consent. If You are a customer of Ours, We will keep Your PD for 6 Years from the end of the relevant tax Year.
2. Prospective Customers: Name, email address, phone number so that We can send You marketing messages with Your consent and answer queries regarding Our services (if this includes information relating to Your health, this will be with Your explicit consent). We will keep Your data on file for as long as You subscribe to Our email marketing and in the case of enquiries, 3 Years.
We are a growing business and We want to be of value to You during Our relationship so if We ever require further PD from You or if We would like to use Your PD for a different purpose, We will always provide You with additional information at the point that You are invited to make use of these additional services.
Our retention rights: How long We keep Your PD depends on the context in which You provide it and the purpose for which We use it. We need to retain sufficient information about You in compliance with certain legal and statutory requirements, for example, in the event of a legal or insurance claim in the future so that We can identify You.
Where We state that We rely on consent to process Your PD for a particular purpose, You have the right to withdraw Your consent at any time. This will not affect the lawfulness of processing carried out by Us which was based on consent before its withdrawal.
How do we use your personal data to communicate with you?
1. Non-marketing communications: You acknowledge that Your PD may be used by Us (or a Service Provider on Our behalf) to contact You when necessary in connection with Your use of the Site and to access Our Services as follows:
2. Non-Marketing Communication: We will send you correspondence regarding Our contract with You. This will include quotations for services, invoices, project updates and other communications relating to Our contract with you. This may be by telephone, email or text. We will also respond to requests for information about our services via telephone, email, text or ChatBot on our website.
3. Marketing communications: From time to time and with Your lawful (express or implied) permission, We (or a Service Provider on Our behalf) send You Marketing Communications (and monitor whether You have opened the communication and clicked on any included links which will enable Us to understand Your level of engagement/ interest in the communication We are sending to You). We want to keep You interested!
4. Marketing Communications: Our newsletter contains information with updates and promotions from us. This may be by telephone, email or text (as selected by you where required). We require your consent if You are not yet a customer, and if You are a customer You will be able to opt out at any time.
5. Marketing communications from us: If You agree to receiving any of the above Marketing Communications but later change Your mind, You can opt out at any point, by using the ‘unsubscribe’ link at the end of any electronic communication received by You or simply respond to Our prompt in all of Our communications to You. If You opt out of Our communications, We will retain Your PD on Our suppression list so that We comply with Your wishes not to be contacted again.
6. Legitimate interests to process your personal data: We may process PD about You where We rely on “legitimate interests” as Our lawful basis. Where this is the case, We will have carried out an assessment to determine that We have valid and lawful rights to do so. Despite this, You have the right to object to any of the processing We undertake by completing Our Data Subject Rights Request Form.
7. Profiling: We may from time to time use publicly available demographic information to determine who We target for specific events or marketing campaigns so as to avoid contacting individuals unnecessarily. You have the right not to be subject to a decision based solely on automatic processing (Article 22). We undertake profiling when You have visited Our Site or Facebook Page. Where this is a result of cookie activity, You can manage this via Your cookie preferences via Our Cookie Preference Management Tool.
8. Research & statistics: We may use communications information to compile anonymous statistical reports showing information like the number and type of queries and how each has been resolved. Occasionally We will use information provided to develop case studies for learning and development purposes. We will be very careful to ensure that any identifiable information is removed or changed to preserve anonymity.
9. Other websites or applications & their policies: the Site may contain links to other Websites or applications. We are not responsible for the privacy practices or policies or for the content of such Websites or applications of such third parties, so You must read and understand those policies independently.
2. Registration with [insert another platform as applicable]: We offer You the opportunity to register with Us through [insert info using the above as a guide].
3. Social media plugins: On Our Site, We have included social media plugins that You can use to share certain content over social networks. To protect Your privacy, We offer You these social plugins as so-called “2-click buttons”. The “2-click solution” prevents data (e.g., Your IP address) from being transmitted to social networks such as Facebook or Twitter as soon as You open Our Site. For this purpose, the buttons are deactivated by default and are only activated by clicking the social plugins for the first time. After activation, the plugins also collect PD such as Your IP address and send it to the servers of the respective provider where it is stored. In addition, activated social plugins set a cookie with a unique identifier when loading the relevant Website. This also allows providers to create profiles of Your usage behaviour. The data will be used to show personalised advertising, and for market and opinion research purposes. PD transfer is independent of whether You have an account with the plugin provider and are logged in there. If You are logged in with the plugin provider, Your data collected with Us will be assigned to Your existing account with the plugin provider. We have no exact information about the concrete use of the data nor about the storage period.
- Facebook (Facebook Inc., USA, Data protection declaration:
- Twitter (Twitter Inc., USA; Data protection declaration:
- Pinterest (Pinterest Inc., USA; Data protection declaration:
- Instagram (Instagram Inc., USA Data protection declaration;
- LinkedIn (LinkedIn Ireland Unlimited Company;
Who has access to your data and where is it stored?
1. Third parties: We may engage or collaborate with a Third Party for a variety of different reasons. This may be in relation to the performance of Our business and daily operational functions on Our behalf to enable Us to fulfil Our Services only (including making improvements to Our Services). Where it is necessary to share Your PD, We will limit the PD that We share to the minimum required to provide the Service, and the Data Processor (or Data Controller) will only be able to use it for the specific purposes for which it was shared. If We stop using the service of a Data Processor, We ensure Your PD is deleted or securely returned to Us.
From time to time, We may transfer Your PD to a related company, agent or contractor (also known as an independent Data Controller) e.g. where We introduce You to a complimentary service.
From time to time, We may transfer Your PD to a related company, agent or contractor (also known as a Joint Data Controller) e.g. where We collaborate on a joint project together.
If You would like more information about any of the transfer safeguards We implement, please contact Us using the details as set out in Clause 5 of this Statement.
We will share your PD with the following third parties: Accountant, Webhosts, Marketing Agency, Legal Advisors/Law Enforcement bodies. All of these third parties are in the UK and we have contracts with suitable Data Processing Agreements.
We use varying types of business software such as Microsoft, Project Management software, Email Marketing Platforms, CAD software. Where these organisations are based outside of the UK, we ensure that we have the correct Data Processing arrangements with them, whether these are Standard Contractual Clauses, Data Processing Agreements or agreements based on adequacy.
We are on Facebook which relies on Standard Contractual Clauses. Where You share Your own Special Category Data, rely on the additional condition that the PD is manifestly made public (We are defining ‘public’ as in the Facebook Audience and this is in accordance with Facebook’s terms) Article 9(2)(e).
2. Transfer of Personal Data in the Event of the Sale of Adara Planning Ltd or its Assets:
In the event that Adara is sold or transfers some of its assets to another party, Your PD could be one of the transferred assets. If Your PD is transferred, its use will remain subject to this Statement. Your PD will be passed on to a successor in the event of a liquidation or administration.
What are your rights under data protection legislation?
You have a number of rights that You can exercise free of charge and on request in certain circumstances, however, if Your requests are obviously unfounded or excessive, We reserve the right to charge a reasonable fee or to refuse to act. You have the right:
- to be informed about the collection and use of Your PD. This is what this Statement fulfils
- to access Your PD and supplementary information (‘DSAR’)
- to have inaccurate PD corrected, or completed (if it is incomplete)
- to have Your PD erased
- to restrict Our processing of Your PD
- to receive a copy of any PD You have provided to Us, in a machine-readable
- format, or have this information ported to a third party
- to object AT ANY TIME to processing of Your PD for direct marketing purposes
- to object in certain other situations to the continued processing of Your PD.
For more information on these rights and when You can exercise them, see the Information Commissioner’s Guide:
If You wish to exercise any of these rights, please complete Our Data Subject Rights Request Form. We will respond to You within one month from when We receive Your request, unless the complexity and number of requests We receive means that We need more time. If We need more time (up to two further months), We will tell You why within the first month.
How can you submit a query or a complaint?
1. Query: We are happy to provide any additional information or explanation needed in respect of Our processing activities upon request. For all matters relating to privacy and data protection, please email us at firstname.lastname@example.org.
2. Complaint: We try to meet the highest standards when processing Your PD. For this reason, We take any complaints We receive about this very seriously and We encourage You to bring it to Our attention. While We hope to be able to resolve any concerns You have about the way that We are processing Your PD, You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) (or with the supervisory authority of the European Member State where You work, normally live or where the alleged infringement of data protection laws occurred) if You believe that Your PD has been processed in a way that does not comply with the Data Protection Legislation or have any wider concerns about Our compliance. You can do so by calling the ICO helpline on 0303 123 1113.
Changes to this statement
We keep Our Statement under regular review.
This Statement was last updated on 08/07/2021.
Definitions & Interpretations
1. Data Controller or DC or JDC or IDC: the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of PD (Article 4(7));
2. Data Processor or DP: a natural or legal person, public authority, agency or other body which processes PD on behalf of the Data Controller (Article 4(8));
3. Data Protection Legislation: as applicable to either Party:
- the General Data Protection Regulation 27 April 2016
- the Data Protection Act 2018
- the Privacy and Electronic Communications (EC Directive) Regulations 2003
- any other applicable law relating to the processing, privacy and/or use of PD, as applicable
- any laws which implement any such laws
- any laws that replace, extend, re-enact, consolidate or amend any of the foregoing.
4. Data Protection Information: please email hello@dominicadara-co-uk
5. Data Subject Access Request or ‘DSAR’: right of access as further described in Clause 4.
6. EEA: the European Economic Area which consists of all EU member states, plus Norway, Iceland, and Liechtenstein.
7. Electronic Mail: includes but is not limited to email, text, video, voicemail, picture and answerphone messages (including push notifications).
8. General Data Protection Regulation or UKGDPR: the General Data Protection Regulation ((EU) 2016/679). PD is subject to the legal safeguards specified in the Data Protection Legislation including the UKGDPR.
9. Marketing Communication(s): any communication whether by an Electronic Mail method or otherwise that We send to You (either directly or via a Service Provider) which may include but is not necessarily limited to relevant newsletters and magazines, information about opportunities, products, services and events and relevant information.
10. Non-Marketing Communication(s): any communication which is functional/administrative only as distinct from Marketing Communications.
11. Personal Data or PD: has the meaning set out in the Data Protection Legislation and shall include Special Category Data (as applicable).
12. Service Provider(s): a Third Party with whom We work from time to time as a necessary part of providing Our Services and with whom We may need to share Your PD.
13. Services: Our Services We may provide to You.
14. Special Category Data: has the meaning set out in the Data Protection Legislation.
15. Technical Data: refers to that at Clause 1.5 which is capable of being considered PD.
16. Third Party: a Data Processor or Data Controller with whom We may need to share Your PD. This includes Service Providers.