Privacy Policy
Neaves Urbanism is committed to meeting its Data Protection obligations and ensuring the protection and security of all personal information within our control. This Privacy Policy has been published online to explain how we use the personal information that we collect and process as a business and outline the procedures which are in place to safeguard your privacy.
Should we ask you to provide any information by which you can be identified when attending an event, making an e-mail enquiry, or visiting our website, or through a relationship with us, you can be assured that it will only be used in accordance with this privacy statement.
Regarding our business, the operation of this website, and our e-marketing and other associated marketing activities, Neaves Urbanism will continue to manage our client data and be compliant with General Data Protection Regulations (GDPR).
Neaves Urbanism is a data processor, and we are registered with the Information Commissioner. We can be contacted on katy@neavesurbanism.co.uk
What types of data do we collect and hold?
The personal data that we hold about you will be specific to your relationship with Neaves Urbanism, but may include some or all the following:
Personal identifiers: such as your name, gender, and title;
Contact information: such as your work address, work email, work telephone number;
Business information including current and previous employers where we have a long-term relationship with you;
Information to assist us to verify your identity;
Information you provide to us as part of our services, or when you contact us directly;
Personal contact information for our private clients;
Information about your visits to our website, and engagement with our online information services.
How do we collect this personal data?
We collect most of our information from you directly when you contact us and when you meet our personnel at business or networking events.
We are occasionally passed your information from our business contacts which may be someone with whom we already have a relationship, or a trusted mutual third party.
In providing services to our clients, we may also collect personal information about tenants or other third parties at premises that we are instructed to deal with.
Sometimes we combine information that you provide to us, with publicly available information from a company website, news article or other multi-media sources.
We do not intend to collect special categories of personal data that are more sensitive (including information relating to race or ethnic origin; political opinions, trade union membership; religious or political beliefs; physical or mental health; criminal records, genetic or biometric data or information relating to your sexual health). We would ask you to assist us, by not volunteering this information.
What do we use personal data for?
Our primary use of personal information is to enable us to deliver services to our clients and their customers. Where we have a contract with you, or your employer it is necessary for us to process certain personal data to deliver that contract and provide our services.
We also use personal information for our legitimate business interests in monitoring, developing and promoting our products and services. To do this we perform a number of administrative tasks including confirming identity of those we are contracting with; dealing with feedback or complaints; managing invitations and registrations for corporate events, publicising our services; supporting quality and risk management reviews; administrating our website and reviewing the efficacy of our online services and communications, and to monitor or enforce our terms and conditions or user policies.
We may contact you by email, post or via the telephone to. If you do not wish to receive these communications, please let us know by contacting katy@neavesurbanism.co.uk.
We rely on one or more of the following lawful conditions to process your personal identifiable data:
To perform our obligations under a client engagement that we have with you;
To satisfy a legal or regulatory obligations that we are obliged to meet; and
To deliver our legitimate business interests in the effective performance of our services; and developing new contacts for marketing and business development (and we will take steps to mitigate the impact on an individual’s privacy in pursuing these interests).
We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data. Where there are no other lawful conditions, we may process information with your consent.
Sharing personal data with third parties
Neaves Urbanism does not sell, trade, or rent any personal information to other organisations.
Most of our business activities are conducted inhouse. Where we work with external suppliers (such as Dropbox or Microsoft OneDrive), we ensure that we have a contract in place to require our suppliers to treat your personal data appropriately. We check that our suppliers have appropriate policies and procedures, keep your information confidential, only use it in accordance with our instructions.
We may disclose personal information to third parties in the following circumstances:
When explicitly requested by you;
For our regulatory compliance purposes;
We may also disclose your personal information to law enforcement, regulatory and other government agencies and to professional bodies and other third parties, as required by and/or in accordance with applicable law or regulation, or where our assets are acquired by a third party.
Do we use third-party links?
Our website might link to third-party websites, tools and apps. Clicking on these links may allow third parties to collect or share your data.
We do not control said websites and are not responsible for said websites’ privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.
Do we transfer data internationally?
We may transfer your data outside of the United Kingdom/EEA, but only when we can be sure it is protected.
Many of our external third parties are based outside the United Kingdom/EEA and so their processing of your personal data will involve a transfer of data outside the United Kingdom.
Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom
Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe.
Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom.
Storing and retaining personal information
We will hold your personal information on our systems for as long as it is necessary for the purpose for which it was collected. By law, we have to keep basic information about our customers (including contact information, identity details, financial information and data relating to your transactions with us) for six years after they cease being customers for tax purposes. Information on client files is stored for up to 10 years following completion of an engagement, and we will review this retention periodically.
Neaves Urbanism treats all personal information as confidential; we train and encourage our staff to treat all personal information the same way. Where we record your information electronically, we have implemented accepted standards of organisational and technical security measures to protect and secure it. For example, using secure passwords; ensuring our staff are trained, and only recording the minimum data sets necessary to complete a specific task.
Your rights under the data protection laws
As an individual you have several rights under the relevant data protection laws, including:
The right to request from us access to your own personal information;
The right to ask us not to process your personal data for direct marketing;
The right to request any inaccurate information we hold about you is corrected;
The right to request your information is deleted in certain circumstances;
A right to request that we stop using your personal information for certain purposes;
A right to object to the processing of your personal information in certain circumstances;
The right to transfer your personal data directly to you or to a third party;
The right to withdraw your consent to process your personal data (where we require consent), which will not affect the legality of the processing bone before the consent was withdrawn; and
A right to request that decisions are not taken by wholly automated means.
These rights may be limited to certain defined circumstances and we may not be able to comply with your request. For example, should you withdraw your consent, we might be unable to provide you with certain products or services.
If you request to exercise these rights, we aim to respond to you within one month. We will not charge a fee for dealing with your request, however a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. If you wish to receive a copy of your personal data or exercise these rights, please write to Katy Neaves, Neaves Urbanism at Central House, 124 High Street, Hampton Hill, Middlesex TW12 1NS
Whilst we will always strive for excellent service, we recognise that you may not be happy with the way that we have handled your personal information. If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact katy@neavesurbanism.co.uk and we will try to resolve any issues. However, you also have the right to complain to the Information Commissioner’s Office, which is the statutory regulator for data protection law. Details of how to complain to the ICO can be found at https://ico.org.uk/concerns/.
Cookies
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Changes to this privacy notice
Any changes we may make to our privacy notice in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy notice.
This policy is effective from 1st March 2025.