Motion Assembly customer privacy notice

Registered name: Selsdon Smith Ltd

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email

info@motionassembly.co.uk

What information we collect, use, and why

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address

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

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 for dealing with queries, complaints or claims are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
• We collect the contact details and message content that a person chooses to submit through our enquiry and quote forms so that we can respond to them, answer their questions, prepare quotes, and handle any complaints or claims. The benefit to the person is a direct and useful response to a request they have made themselves; the benefit to us is the ability to manage customer communications and run our business. The risk to people is low because we only use the information they have voluntarily given us, we use it only for the purpose they contacted us about, and we do not use it for unrelated activities. Because the person initiated the contact and expects a reply, our use of their information is within their reasonable expectations and does not override their interests, rights or freedoms.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you

How long we keep information

We only keep your personal information for as long as we need it. Our standard retention periods are:

• Enquiries: We keep information relating to general enquiries for 6 months, after which it is securely deleted.
• Projects: We keep information relating to projects for 6 years after the project ends. This allows us to manage our records, meet our legal and tax obligations, and respond to any queries that arise after completion.
• Architecture projects: Because of the longer liability periods that apply to architectural work, we keep information relating to architecture projects for 15 years after the project ends.

Once a retention period ends, we securely delete or anonymise the information unless we are required to keep it longer by law.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: info@motionassembly.co.uk

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:

Information Commissioner’s OfficeWycliffe HouseWater LaneWilmslowCheshireSK9 5AF

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