Privacy and Data Protection Policy July 2020
Who we are
Bell & Swift is a commercial interior design company based at EK Collective, 103 Strathmore House, Cornwall Street, East Kilbride, G74 1LF which offers interior design services to a range of companies including hotels, restaurants, retail outlets and accommodation providers.
Background
This privacy policy lets you know how we collect and use personal information about you during and after any work with us, in accordance with the General Data Protection Regulation (GDPR). It applies to current and former clients of Bell & Swift as well as people who have requested to hear from us via email or social media. It also explains why we are allowed to do so by the law, who has access to your personal data and what your rights are. Please review it carefully. We take your privacy seriously and are the “data controller” of the personal data you provide to us.
Our commitment
Bell & Swift is fully committed to handling personal information in accordance with data protection legislation and best data handling practices. This means that your personal information will be:
Processed lawfully, fairly and in a transparent manner
Collected for specified, explicit and legitimate purposes
Only collected so far as required for our lawful purposes
Accurate and kept up to date
Retained for a reasonable period of time, in accordance with retention policies
Processed in a manner which ensures an appropriate level of security
Whether through this notice or otherwise, we hope to ensure that everyone has a good understanding of why Bell & Swift processes personal information and, where we do, the rights they may have.
What kinds of personal information about you do we collect?
Personal data is any information which identifies you personally whether directly (for example, your name) or indirectly (for example, information about your use of our products and services).
We may collect the following information about you:
Personal details such as your name, date of birth, employment, national insurance number, address, telephone number and email address
Notes of conversations with you about projects you commission us to undertake
Dates of your appointment as an employee where applicable
Details of any complaints you have made and how these complaints were dealt with
Correspondence with other relevant professionals or institutions
Details of the fees we have charged, the amounts you have paid and some payment details
Information from surveys that we use for research purposes, if you choose to respond to them
Details of any visits to our website including, but not limited to, traffic data, location data, weblogs and other communication data
Our website also collects information about you through cookies. Please see our cookie policy [link words “cookie policy” to the policy URL on your website} for more information.
Dawn Campbell and Craig McKie, owners, are responsible for keeping secure the information about you that we hold. Our data protection lead is Dawn Campbell and ensures that the business complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.
Those at the business who have access to your information include the owners and other appointed staff involved with delivery of your scope of works, as well as those responsible for the management and administration of the business.
How do we collect personal information?
Like most organisations that handle personal information, there are various ways in which Bell & Swift collects information from and about you:
From you directly during face to face consultations, email and written correspondence, telephone discussions
Contractual documentation when you appoint Bell & Swift or join us as an employee and other information requests
Visitors to our website www.bellandswift.com
Third parties who support the delivery of Bell & Swift’s work, such as our appointed pension provider, bank, HMRC and insurance companies
How we will use information about you
We use your personal information, including any of the personal data listed above, for the following purposes:
To provide you with the products and services you have requested, and to accept you as a new or returning client or employee
We use the contact details you have provided to us so that we can communicate with you about the products and services we are providing to you, and other information relating to your status as a client or employee
To improve the operation of our business and that of our business partners
To follow guidance and best practice under the change to rules of governmental and regulatory bodies
For management and auditing of our business operations including accounting
To monitor and to keep records of our communications with you
To help us understand how visitors to our website engage with our site and improve your user experience
To send you direct marketing and promotional offers relating to our commercial interior design services by email, text or post providing you have provided your consent
To comply with legal and regulatory obligations, requirements and guidance
To provide insight and analysis of our clients so we can improve our service offering
What is the legal basis for our processing of your personal information (including when we share it with others)?
We rely on the following legal bases to use your personal data:
a) Contractual purposes:
We need to collect your personal information so that we can manage the ongoing delivery of our work with you:
Set up and administer your contract with us and provide customer support
Ensure we can access the required information in order to deliver an effective service or employment
Send you communications by text, post or email in relation to essential elements of our work with you
Ensure correct invoicing and appropriate payment for services delivered
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above services.
b) Legitimate interest:
It is sometimes necessary to collect and use your personal data for the purposes of our legitimate interests as a business, which are to:
Provide you with products and services that are as useful and beneficial as possible, including by personalising our contact with you and making sure we tell you about all the offers that are relevant to you;
Better understand our customer base so that we can improve our products and services and marketing activities (which could also benefit you);
Comply with our contractual obligations to third parties;
Develop and improve our service offering and website to enhance the customer experience;
Train our staff so that we can provide you with a better customer service;
Respond to any enquiries or complaints you have made, or deal with any dispute which may arise in the course of us providing our products and services to you; and
Ensure effective operational management and internal administration of our business, document retention, compliance with regulatory guidance and exercise or defence of legal claims.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on hello@bellandswift.com
c) Consent:
In certain circumstances, we process your personal data after obtaining your consent to do so for the purposes of sending you marketing communications about our products and services.
Does Bell & Swift share data with anyone?
Your information is normally used only by those working at the business but there may be instances where we need to share it – for example, with:
Smart Pensions
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. Whenever we share personal data, we take all reasonable steps to ensure it will be handled appropriately and securely by the third party.
For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations
For as long as we provide commercial design services to you and then for as long as someone could bring a claim against us; and/or
Retention periods in line with legal and regulatory requirements or guidance.
Where does Bell & Swift store your personal data?
Personal information is mainly processed by us at:
Our registered address – EK Collective, 103 Strathmore House, Cornwall Street, East Kilbride, G74 1LF
At the offices of our appointed third party service providers listed in this policy
We store your personal information securely on our business computer system and in a manual filing system. Your information cannot be accessed by those who do not work at the business; only those working at the business have access to your information. They understand their legal responsibility to maintain confidentiality and follow procedures to ensure this.
We take precautions to ensure security of the business premises, the filing systems and computers. Our computer system has a secure audit trail and we back-up information routinely.
We use cloud computing facilities for storing some of your information for back up purposes. The business has a rigorous agreement with our provider to ensure that we meet the obligations described in this policy and that we keep your information secure.
What are your rights when we are processing or controlling your personal information?
Here is a summary list of the rights that all individuals have under data protection laws.
Access to your information – you have the right to request a copy of the personal information about you that Bell & Swift holds
Correcting your information – we want to make sure that your personal information is accurate, complete, and up to date, and so you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information – You have the right to ask Bell & Swift to delete personal information about you where:
You consider that we no longer require the information for the purposes for which it was obtained
Bell & Swift is using that information without your consent and you have withdrawn your consent – see ‘withdrawing consent to using your information’ below.
You have validly objected to our use of your personal information – see ‘objecting to how we may use your information’ below.
Bell & Swift’s use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information – you have the right at any time to require Bell & Swift to stop using your personal information for direct marketing purposes.
Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold, or assessing the validity of any objection you have made to Bell & Swift’s use of your information. The right might also apply if we no longer have a basis for using your personal information but you don't want us to delete the data. Where this right is validly exercised, Bell & Swift may only use the relevant personal information with your consent, for legal claims, or where there are other public interest grounds to do so.
Withdrawing consent using your information – where we use your personal information with your consent, you may withdraw that consent at any time, and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact Bell & Swift by email at hello@bellandswift.com or in writing to EK Collective, 103 Strathmore House, Cornwall Street, East Kilbride, G74 1LF if you wish to exercise any of these rights.
Squarespace
This website collects personal data to power our site analytics, including:
Information about your browser network and device
Web pages you visited prior to coming to this website
Your IP address
This information may also include details about your use of this website, including:
Clicks
Internal links
Pages visited
Scrolling
Searches
Timestamps
We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.
Cookies
This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.
These functional and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.
These analytics and performance cookies are used on this site, as described below, only when you acknowledge our cookie banner. We use analytics cookies to view site traffic, activity, and other data.
Fonts
This website uses font files from Google Fonts and Adobe Fonts. To properly display this site to you, servers where the font files are stored may receive personal information about you, including:
Information about your browser, network, or device
Your IP address
Visitor data
For customers
When you buy something on this website, we collect personal information from you to fulfill the order. We may collect information like your:
Billing and shipping address
Details relating to your purchase (for example, your shirt size)
Email address
Name
Phone number
We share this information with Squarespace, our online store hosting provider, so that they can provide website services to us.
As you go through checkout, this site may auto-complete your shipping and billing address by sharing what you type with the Google Places API and returning suggestions to you to improve your checkout experience.
For website visitors
This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:
Information about your browser, network and device
Web pages you visited prior to coming to this website
Your IP address
Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyzes the data in a de-personalized form.
Changes to this policy
Bell & Swift keeps this notice under regular review and clients will be contacted of any changes to this policy. Paper copies of the privacy statement may also be obtained by emailing hello@bellandswift.com or in writing to us at EK Collective, 103 Strathmore House, Cornwall Street, East Kilbride, G74 1LF
This privacy statement was last updated on 10th July 2020.
Complaints
While Bell & Swift seeks to resolve directly all complaints about how we handle personal information, you also have the right to lodge a complaint with the Information Commissioner's Office, whose contact details are as follows:
Information Commissioner's Office
Wycliffe House
Water Lane, Wilmslow
Cheshire, SK9 5AF
Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns