Global Privacy Notice

Who we are

We are Cundall Johnston & Partners LLP (“Cundall”, “us”, “we”, “our”). We are a limited company registered in England and Wales under registration number OC300389 and we have our registered office at Partnership House Regent Farm Road, Gosforth, Newcastle Upon Tyne, NE3 3AF. We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”) in relation to our processing of Personal Data under registration number ZA235299.

What we do

We are in the business of engineering consultancy and solutions design. We and our affiliates, subsidiaries and related entities are committed to protecting the privacy and security of the Personal Data we process about you.

Controller

Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.

The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.

This privacy notice applies to you if:

1. You visit our website;
2. You purchase services from us;
3. You enquire about our products and/or services; and
4. You sign up to receive newsletters and/or other promotional communications from us.

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.

The type of Personal Data we collect about you will depend on our relationship with you. For the type of Personal Data we collect see the table below in the section entitled ‘Purposes, lawful bases and retention periods’.

We collect most of the Personal Data directly from you in person, by telephone, text or email and/or via our website.

However, we may also collect your Personal Data from third parties such as:

• Reputable companies who provide related services
• Others to whom you have provided consent
• Publicly available sources such as social media platforms

We will only use your Personal Data when the law allows. Most commonly, we will use your Personal Data in the following circumstances:

Categories of individuals: Clients (Business Associates and Sole Traders)
Categories of Personal Data: Name, address, email address, phone number, company you work for
Purpose of Processing: To receive your contact through our “Contact us” channels and fulfil your order
Lawful Basis: Contract

Categories of individuals: Clients (Business Associates and Sole Traders)
Categories of Personal Data: Name, job title, work email address, work phone number, company you work for
Purpose of Processing: To send you newsletters and other promotional material and make suggestions and recommendations to you about goods or services that may be of interest to you
Lawful Basis: Legitimate interests

Categories of individuals: Clients (Business Associates and Sole Traders)
Categories of Personal Data: Name, address, email address, phone number, company you work for
Purpose of Processing: To manage our relationship with you e.g. notifying you about changes to our terms or privacy policy
Lawful Basis: Contract/ Legitimate interests

Categories of individuals: Clients (Business Associates and Sole Traders)
Categories of Personal Data: Payment details (name, address, bank account, sort code, credit card number)
Purpose of Processing: To collect payments
Lawful Basis: Contract

Categories of individuals: Clients (Business Associates and Sole Traders)
Categories of Personal Data: Name, email address, record of communications, and any information you choose to share with us as part of your enquiries
Purpose of Processing: To provide you with customer service support
Lawful Basis: Contract

Where Personal Data is processed because it is necessary for the performance of a contract to which you are a party, we will be unable to provide our services without the required information.

We may share your Personal Data with our carefully selected third parties that provide us with services and digital products, including (but not limited to):

• Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services;
• HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances;
• Our supply chain who may be involved in fulfilling your order; and
• Third-party venues/suppliers when you are attending events hosted by us.

Your Personal Data may be processed outside of the UK or the European Economic Area (“EEA”). This is because the organisations we use to provide our service to you are based outside the UK/EEA.

We have taken appropriate steps to ensure that the Personal Data processed outside the UK/EEA has an essentially equivalent level of protection to that guaranteed in the UK/EEA. We do this by ensuring that:

• Your Personal Data is only processed in a country which the UK Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), or
• Your Personal Data is only processed in a country which the European Commission has confirmed has an adequate level of protection (an adequacy decision); or
• We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here international-data-transfer-agreement.pdf (ico.org.uk)); or
• We enter into Standard Contractual Clauses (“SCCs”) with the receiving organisations and adopt supplementary measures, where necessary. (A copy of the SCCs can be found here Standard Contractual Clauses (SCCs).

We will retain your Personal Data for as long as is necessary to provide you with our services and for a reasonable period thereafter to enable us to meet our contractual and legal obligations and to deal with any complaints and claims that may arise.

At the end of the retention period, your Personal Data will be securely deleted or anonymised, for example by aggregation with other data, so that it can be used in a non-identifiable way for statistical analysis and business planning.

You have certain rights in relation to the processing of your Personal Data, including:

• Right to be informed
  You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
• Right of access (commonly known as a “Subject Access Request”)
  You have the right to receive a copy of the Personal Data we hold about you.
• Right to rectification
  You have the right to have any incomplete or inaccurate information we hold about you corrected.
• Right to erasure (commonly known as the right to be forgotten)
  You have the right to ask us to delete your Personal Data.
• Right to object to processing
  You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
• Right to restrict processing
  You have the right to restrict our use of your Personal Data.
• Right to portability
  You have the right to ask us to transfer your Personal Data to another party.
• Automated decision-making
  You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
• Right to withdraw consent
  If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
• Right to lodge a complaint
  You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data. The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:

Contact us | ICO

Or by telephone on 0303 123 1113

For supervisory authorities in other countries within the EU see the link below:
https://edpb.europa.eu/about-edpb/about-edpb/members_en

If you are a resident of Australia, you have the right to lodge a complaint under the Privacy Act 1988 at privacy@ag.gov.au or by post, to:

Privacy Contact Officer
Freedom of Information and Privacy Section
Attorney-General's Department
Robert Garran Offices
3-5 National Circuit
BARTON ACT 2600

If you are based in Dubai, you have the right to lodge a complaint under the Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data Protection Law (“PDPL”), at comissioner@difc.aw or by post, to:

The Commissioner of Data Protection
Dubai International Financial Centre Authority
Level 14, The Gate
P.O. Box 74777
Dubai
United Arab Emirates

If you are based in Hong Kong, you have the right to lodge a complaint under the The Personal Data Privacy Ordinance (“PDPO”) at complaints@pcpd.org.hk or by post, to:

The Privacy Commissioner for Personal Data
Room 1303, 13/F
Dah Sing Financial Centre
248 Queen's Road East
Wanchai
Hong Kong

If you are based in China, you have the right to lodge a complaint under The Personal Information Protection Law (PIPL) to the Office of the Central Cyberspace Administration of China (CAC) by following the steps set out at the regulator’s website at http://www.cac.gov.cn/ or by sending an email to security@cac.gov.cn.

If you are based in the Philippines, you have the right to lodge a complaint under The Data Privacy Act of 2021 (“Act” or DPA”) to the National Privacy Commission by following the steps set out at https://privacy.gov.ph/filing-a-complaint/.

If the country you reside in is not stated above, we will still comply with the data protection rights in the country in which you reside.

How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.

If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us as follows:

If you are in the UK:
One Carter Lane
London
EC4V 5ER
United Kingdom

If you are in the EEA:
2 Dawson Street
Dublin
D02 VK75
Ireland
+353 (0)1 513 7120

We have also appointed a Data protection Officer (“DPO”). Our DPO is Evalian Limited and can be contacted as follows:

West Lodge, Leylands Business Park,
Colden Common
Hampshire
SO21 1TH
United Kingdom
dpo@evalian.co.uk

Please mark your communications FAO the ‘Data Protection Officer’.

We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify of the changes where required by applicable law to do so.