Privacy policy.

1. Introduction

Mitchell Smedley is committed to respecting and protecting the privacy of visitors to mitchellsmedley.co.uk, prospective clients, clients, consultants, contractors and other professional contacts.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, make an enquiry or engage with us in connection with our electrical engineering consultancy services.

For the purposes of applicable UK data protection legislation, Mitchell Smedley is the data controller responsible for the personal information described in this policy.

2. Information we may collect

We may collect and process information including:

  • your name;

  • company or organisation;

  • job title;

  • email address;

  • telephone number;

  • information submitted through our website contact form;

  • correspondence between you and Mitchell Smedley;

  • project information provided as part of an enquiry or commission;

  • billing, invoicing and payment-related information;

  • information relating to consultants, contractors, suppliers and members of project teams; and

  • technical information relating to use of our website, including browser, device, IP address, pages visited and referral source where website analytics are enabled.

We do not intentionally collect special-category personal information through this website.

3. How we collect information

We may obtain personal information directly from you when you:

  • submit an enquiry through the website;

  • contact us by email or telephone;

  • request information about our services;

  • instruct us in connection with a project;

  • provide information during project delivery; or

  • otherwise communicate with the practice.

Where appropriate, professional contact information may also be obtained from publicly available business sources, company websites, professional directories, public registers or through professional introductions.

4. How we use personal information

We may use personal information to:

  • respond to project enquiries;

  • discuss potential commissions;

  • prepare proposals, fee submissions and appointments;

  • provide electrical engineering consultancy services;

  • communicate with clients, architects, contractors, consultants and other project stakeholders;

  • administer projects and maintain project records;

  • issue invoices and manage financial records;

  • manage professional and commercial relationships;

  • improve and maintain our website;

  • understand how visitors use our website;

  • protect the security and integrity of our systems; and

  • comply with legal, regulatory, contractual and professional obligations.

We will not sell personal information to third parties.

5. Our lawful basis for processing

Depending on the circumstances, we may process personal information on one or more of the following bases:

Contract — where processing is necessary to enter into or perform a contract with you.

Legitimate interests — where processing is necessary for the legitimate operation and development of our consultancy, including responding to business enquiries, managing professional relationships, maintaining project records and communicating with organisations that may reasonably have an interest in our services.

Legal obligation — where we need to retain or process information to comply with legal, accounting, tax or regulatory requirements.

Consent — where we specifically ask for your consent, for example for certain non-essential cookies or marketing activities.

Where consent is relied upon, you may withdraw it at any time.

6. Project and professional information

Electrical design projects typically involve collaboration between architects, contractors, engineers, consultants, specialists, suppliers and client representatives.

Where necessary for project delivery, we may therefore process and share relevant professional contact information with members of the project team.

We will only use this information where reasonably necessary for the relevant project, professional relationship or legal obligation.

7. Sharing information

We may share personal information with trusted third parties where reasonably necessary, including:

  • website and hosting providers;

  • email and IT service providers;

  • accountants and other professional advisers;

  • architects, contractors, consultants and project-team members;

  • specialist designers or subcontractors involved in delivering a commission;

  • document-management and cloud-storage providers; and

  • regulators, authorities or professional advisers where required by law.

Third parties are expected to process personal information securely and only for appropriate purposes.

Our website is hosted using Squarespace, which may process visitor and website information on our behalf. Squarespace provides hosting, website infrastructure and analytics functionality. Squarespace notes that its sites may collect browser, device, IP and website-usage information when analytics functions are enabled. Squarespace Help

8. International data transfers

Some of the technology and service providers we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will seek to ensure that appropriate safeguards recognised under applicable UK data protection law are in place.

These may include transfers to countries recognised as providing adequate protection or the use of approved contractual safeguards.

9. Data retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

As a general guide:

  • unsuccessful or general project enquiries may normally be retained for up to 24 months where there is a reasonable prospect of future contact;

  • client and project records may normally be retained for at least six years following completion or termination of the relevant commission, or longer where required by contract, law, insurance or professional obligations;

  • financial and accounting records are retained for the period required by applicable law; and

  • website analytics information is retained in accordance with the settings and retention periods of the relevant service provider.

Information may be retained for longer where reasonably necessary to establish, exercise or defend legal claims.

10. Cookies and website analytics

Our website may use cookies and similar technologies to operate securely, remember preferences and understand website usage.

Some cookies are necessary for the website to function. Other cookies, including certain analytics or performance cookies, will only be used where appropriate consent has been obtained.

Squarespace uses required cookies to operate hosted websites and can also use analytics and performance cookies to measure visitor activity. Squarespace Help

Where non-essential cookies are enabled, visitors will be provided with appropriate choices through our cookie-consent controls.

You can change or withdraw your cookie preferences using the cookie settings available on the website.

11. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, accidental loss or misuse.

However, no internet-based system can be guaranteed to be completely secure.

12. Your data protection rights

Depending on the circumstances, UK data protection law may give you rights including the right to:

  • request access to personal information we hold about you;

  • request correction of inaccurate or incomplete information;

  • request deletion of personal information;

  • request restriction of processing;

  • object to certain processing;

  • request transfer of information where applicable; and

  • withdraw consent where processing is based on consent.

Some rights depend on the lawful basis on which information is being processed and may not apply in every circumstance.

To exercise your rights, please contact us using the details below.

13. Complaints

If you have concerns about how we use your personal information, please contact us first so that we can try to resolve the matter.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.

14. Third-party websites

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices, security or content of external websites and recommend reviewing their own privacy policies before providing personal information.

15. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, technology or legal obligations.

The latest version will always be published on this page together with the date on which it was last updated.

16. Contact

For privacy-related enquiries or requests, please contact:

Mitchell Smedley
Electrical Design Consultant

Email: enquiries@mitchellsmedley.co.uk
Website: mitchellsmedley.co.uk