Privacy Notice & Cookie Policy

Last updated May 2018

About this privacy policy

Protecting your personal information is extremely important to us.  This Privacy Notice provides detail about the information we collect about you, how we use and protect it in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 1998.  It also provides information about your rights.

This policy applies to individuals who have contacted Light Perceptions Limited as a customer, supplier, website user or in any other capacity.

Please read carefully to understand our practices regarding your personal information, and how we will treat it.

About us

Light Perceptions Limited are Lighting Consultants providing bespoke design, consultancy and project management services for lighting and associated systems. We are registered in England & Wales, as a limited company.

For the purpose of the Data Protection legislation and this notice we are ‘data controllers’. We are responsible for deciding how we hold and use personal data about you.

We will use your personal data:

  • fairly and lawfully
  • to process information both manually and electronically
  • to the extent necessary for the purpose

In this notice references to ‘we’, ‘us’ or ‘our’ are references to Light Perceptions Limited.

Should you wish to contact us concerning Data Protection, contact on tel:  01494 899440 or email us at data@lightperceptions.co.uk

How we may collect your personal data

We obtain data about you, for example when:

  • you provide initial information as an enquiry in respect of the services we provide
  • you engage our services, and also throughout the provision of those services as part of a contractual arrangement.
  • From third parties and/ or publicly available resources or;
  • You contact us by email, telephone, post or social media (for example when you have a query or an enquiry about our services)

What information do we hold?

The information we hold may include:

  • your personal details – such as your name, address, email address & telephone numbers
  • details of contact we have had with you in relation to the provision or proposed provision of our services, for example this may include the completion of an enquiry form by us following a telephone conversation.
  • our correspondence and communications with you.
  • Information we receive from other sources, such as publicly available information
  • information notifying you about changes to our terms and privacy policy
  • information provided in a testimonial or reference, in respect of the services we provided
  • Account records/transaction information – Financial
  • Technical and data usage – Website
  • Equipment information including Local Wi-Fi or wireless access information.

How we use your personal information

We may use personal data that we hold about you for the purposes necessary for the performance of our contractual agreement with you and to comply with our legal or regulatory obligations.

We may process your personal information for the purpose necessary for the performance of our contractual agreement with our clients. This may include processing your personal data where you are an employee, subcontractor, consultant, architect, representative, supplier or customer of our client.

We may process your personal data for the purposes of our legitimate interests (and those of a third party) provided that those interests do not override any of your own interests, rights and freedoms.

We may process your personal information for certain additional purposes with your consent.  Where we rely on your consent for processing your personal data, then you have the right to withdraw your consent to processing for such purposes.

Note we may process your personal data for more than one lawful reason, depending on the specific purpose for which we are using your data.

Circumstances in which we will use your personal data

We may use your personal data in order to:

  • comply with a legal or regulatory obligation
  • carry out our contractual obligations arising from any agreement entered into or proposed between you or your employer or our clients and us (which will mostly be for the provision of our services)
  • carry out our contractual obligations arising from any agreement entered into or proposed between our clients and us (which will mostly be for the provision of our services) where you may be an employee, subcontractor, consultant, architect, representative, supplier or customer of our client.
  • facilitate project development – Such as in communications, in the project brief, on drawings (physical and PDF/other digital media), in models on common data environments/cloud services, in visualisations & in strategy documents
  • provide you with information related to our services, that you request from us or which we feel may interest you, provided you have consented to being contacted for such purposes
  • to seek your thoughts and opinions on the service we provide
  • notify you of any changes to our services – such as our terms and conditions or privacy policy
  • manage payments, fees and charges or to collect and recover money owed to us
  • administer and protect our business and our site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
  • improve our website, customer relationships and experiences

If in the future we intend to process your personal information for a purpose other than which it was collected, we will only use your personal data where that reason is compatible with the original purpose.

Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before any new processing.

How long do we keep your information?

We don’t keep your information for longer than we need to. We will only retain your personal data for as long necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting and reporting requirements; and as required by any regulatory body to which we conduct our consultancy services in line with.

By law we must keep any accounting records for 6 years from the end of the last company financial year they relate to.

In line with the requirements of our insurers, we will retain personal data in relation to our project and consultancy services, for six to twelve years post contract/practical completion.

Who do we share your personal information with?

We will only share your data with a third party where:

  • it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.
  • we are required by law – such as with HM Revenue & Customs, regulators and other authorities based in the UK and other jurisdictions who require reporting of processing activities where we have a legal obligation
  • To our third-party providers who carry out the following activities:
    • information technology (IT) and cloud services
    • professional accounting and processing services
    • legal services and banking services

We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business. We may need to share your personal data with a regulator or to otherwise comply with the law.

Security

We are committed to ensuring that your information is secure with us and any third parties who act on our behalf.

Your personal information is retained confidentially and with limited access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.  They will process your personal data on our instructions and they are subject to a duty of confidentiality.

We will ensure that we have in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We have put in place procedures to deal with any suspected data breach and will notify you and any regulator of a suspected breach where we are legally required to do so.

Transferring information outside the EU

The data we collect from you is securely stored on our server and may be transferred to and stored (backed up) at a destination outside the European Economic Area (‘EEA’) to third party supplier.  We’ll take all reasonably necessary steps to make sure that your data is treated securely. We’ll only transfer your data to an organisation out of the EEA, (a) where the transfer is based on standard data protection clauses adopted or approved by the European Commission, (b) where the transfer is to a territory that is deemed adequate by the European Commission or (c) where the organisation is subject to an approved certification procedure and the personal information is subject to appropriate safeguards etc.

Your Rights

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware, by contacting us, using the contact details below.

Your rights in relation to personal data

You have:

  • the right to get access to the personal information we hold about you.
  • the right to have inaccurate personal data rectified or completed if it is incomplete.
  • the right to have personal data erased – This right will only apply where for example:
    • We no longer need to use the personal data to achieve the purpose we collected it for
    • You withdraw consent if we’re using your personal data based on that consent
    • Where you object to the way we use your data, and there is no overriding legitimate interest
  • the right to request us to restrict or supress the processing of your personal information.
    This right will only apply where for example:

    • You dispute the accuracy of your personal information
    • We no longer need to process your information for the purposes for which it was provided,
    • but you require the information to establish, exercise or defend a legal claim; or
    • We are not using your information in a lawful manner
  • the right to receive personal data, which you provided to us, in a structured, commonly used and machine-readable format. You may also request us to provide it directly to a third-party, if technically feasible. We are not accountable for any such third-party use of your information, which will be governed by their agreement with you and any privacy statement they provide you.
  • the right to object to us processing your personal information for the purposes described under ‘legitimate interests’, unless we can demonstrate convincing and legitimate grounds for the processing, which may override your own interests.

If you wish to exercise any of these rights, please write to Light Perceptions Ltd, Subject Access Requests, 2 Twyford Place, Lincolns Inn Office Village, High Wycombe HP12 3RE.   Tel: 01494 899440 or email us at data@lightperceptions.co.uk

You will not have to pay a fee to access your personal information (or to exercise any of the other rights).  However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive.  Alternatively, we may refuse to comply with the request in such circumstances

We will try to respond to all legitimate requests within one month.

Please note where there is a pending, open or outstanding transaction on your account, we will be unable to carry out your request to be removed.

Right to withdraw consent

In the limited circumstances where we rely on you giving consent for us to process your information for a specific purpose such as in relation to marketing that we may send to you via post or email. You have the right to withdraw consent for that specific processing at any time.  To withdraw your consent, please email data@lightperceptions.co.uk

Changes to this notice

Any changes we may make to our privacy notice in the future will be available on our website at www.lightperceptions.co.uk

Contact us

If you have any questions about this privacy policy, or to raise a complaint on how we have handled your personal information, you can get in touch with us in any of the following ways:

Email address: data@lightperceptions.co.uk

Telephone: 01494 899440 – during office hours

By post: The Company Secretary, Light Perceptions Ltd, 2 Twyford Place, Lincolns Inn Office Village, High Wycombe HP12 3RE

We hope we can address and resolve any concerns you may have.  Should you feel that we have not dealt with your request in the correct manner, we will advise you how to complain to the relevant authorities, namely the Information Commissioner’s Office (ICO).

Cookie Policy

What are Cookies?

Cookies are small text files that are used by websites to make a user’s experience more efficient. So that means when you visit our website a text containing small amounts of information will be placed on your device.

“First Party” and “Third Party” Cookies

Cookies can be set and controlled by the operator of the website which the user is browsing such as Light Perceptions for this website (known as a ‘first party cookie’) or a third party such as Facebook, for example to display advertisements and social sharing features, (known as a ‘third party cookie’).

Broadly speaking, there are two different types of browser cookie:

(1) Session cookies are stored in the computer’s memory during a user’s browsing session and are automatically deleted from the user’s computer when the browser is closed, or the session is deemed to have ended.

These cookies usually store a session ID that is not personally identifiable to users, allowing the user to move from page to page without having to log-in repeatedly. They are widely used by commercial websites; for example, to keep track of items that a consumer has added to a shopping basket.

Session cookies do not collect any information from the user’s computer and they expire at the end of the user’s browser session. They can also become inaccessible after the session has been inactive for a specified length of time, usually 20 or 30 minutes.

(2) Persistent cookies are stored on the user’s computer and are not deleted when the browser is closed. Persistent cookies can be used to retain user preferences for a particular website, allowing those preferences to be used in future browsing sessions.

Persistent cookies usually assign a unique ID to the user’s browser and they are usually configured to identify a user for a prolonged period of time, from days to months or even years.

How does Light Perceptions use cookies?

Our website uses cookies to help us improve the user experience and to analyse how our website is being used.   The cookies that Light Perceptions use do not collect personal information such as name, address, email address and do not link any information they collect to an individual.

What cookies are used on Light Perceptions’ website?

In the table below, you’ll see a list of cookies that are active on our website. What type of cookie, i.e. Session or Persistent and what is its purpose.

Please note that although the use of data by Light Perceptions is covered by this policy, in addition the use of these cookies is covered by third party cookie policies, which we have referred to under third party suppliers or alternatively, they are available on the relevant company’s website.

Third Party Suppliers

Doubleclick.net

https://policies.google.com/technologies/types?hl=en

Typekit.net (Font Display) – enables us to acquire the font necessary for our website design.

https://www.adobe.com/uk/privacy/policies/typekit.html

Nikreations.co.uk / in360degress.co.uk (in Virtual Tours) cookies used for 360 degree tours are : https://statcounter.com/about/cookies/ https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

google-analytics.com (Web Stats) & google.com (Web Stats/Marketing).  which uses cookies to help us analyse how our visitors use the site. Find out more about how these cookies are used on the Google privacy site https://support.google.com/analytics/answer/6004245

https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage?csw=1#analyticsjs

Sharing of Data from cookies

The cookies used by our website share visiting data with google analytics.

Third party cookies would require further investigation. However your consent to these cookies can be managed below.

How can you control the use of cookies or delete cookies?

To withdraw consent to our cookies, please click here:    http://www.lightperceptions.co.uk/privacy-policy/cookie-declaration/

To delete cookies please refer to this link:  https://www.pcworld.com/article/242939/how_to_delete_cookies.html

Learn more about cookies

To find out more about cookies in general either search in Google or visit www.aboutcookies.org or www.allaboutcookies.org  (which is run by the IBA Europe).

Cookies in emails

No cookies are included in any of our standard emails.

 

Light PerceptionsPrivacy Policy