Privacy policy

What to expect us to do with your personal information

Contact details

What information we collect, use, and why

We collect or use the following information to provide and improve services for clients, operation of client or customers’ accounts and to comply with legal requirements:

• Names and contact details
• Addresses
• Payment details (only if required)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Information relating to compliments or complaints
• Records of meetings and decisions
• Any other personal information required to comply with legal obligations

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 in brief set out 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. You can read more about this right here.
• Your right to rectification — You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure — You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing — You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing — You have the right to object to the processing of your personal data. You can read more about this right here.
• 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. You can read more about this right here.
• Your right to withdraw consent — When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

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, operation of client or customer accounts and to comply with legal requirements are:

• 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.
• Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

• Directly from you
• Publicly available sources

How long we keep information

This data is held for no longer than required, we must keep records for at least 6 years from completion of our contract with you.

Who we share information with and where

At Cellar Door Architecture, we prioritise the security and confidentiality of our customers’ personal data. To facilitate efficient operations and ensure compliance with data protection standards, we utilise services provided by Microsoft and Xero. While both companies are headquartered outside the EU, they implement robust security measures to safeguard personal data.

Microsoft adheres to globally recognised standards such as ISO/IEC 27018 and ISO 27701, ensuring data protection through encryption, secure data centres, and compliance with GDPR.

Similarly, Xero employs industry-standard encryption, multi-factor authentication, and continuous monitoring of its servers and data centres to mitigate cybersecurity risks.

Both companies are committed to maintaining the privacy and security of customer data, enabling us to deliver our services with confidence and integrity.

We also use Mistral AI, a company based in France, to help keep our records in order. When correspondence arrives, the sender’s address, the subject and the message text are passed to their service so that it can be filed against the right project; the same service is used to read contact details from an email signature and to describe project photographs. It is used to sort and label information, not to make decisions about people, and where it is not confident the message is put in front of a person to check rather than filed automatically.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

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:

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint