Define Planning and Design Limited ("Define", "we", "us" or "our") are committed to protecting and respecting your personal data and privacy.

This privacy policy relates to our use of any personal data we collect from you when engaging with us. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal data; including the Data Protection Act 1998 (DPA) and the General Data Protection Regulation (GDPR) 2016.

This Privacy Policy aims to give you information on how Define collects and processes your personal data through your use of this website, including any data you may provide through this website when you use the contact form.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements the other notices and is not intended to override them.

The data controller under this privacy notice is Define Planning and Design Limited of Unit 6, 133-137 Newhall Street, Birmingham, B3 1SF. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact enquiries@wearedefine.com or please write to Define Planning and Design Limited, Unit 6, 133-137 Newhall Street, Birmingham, B3 1SF or call +44 (0) 121 237 1901.

You always have the right to make a complaint at any time about how we process your personal data to the Information Commissioner's Office ("ICO"), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to The Privacy Policy and Your Duty to Inform Us of Changes

This version was last updated on 1st June 2024 and historic versions can be obtained by contacting us. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website (www.wearedefine.com) may include links to third-party websites, plugins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Through our website we may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes first name, last name.

• Contact Data includes, email address and telephone numbers.

• Professional data includes job title, company you work for and qualifications.

• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

• Usage Data includes information about how you use our website, products and services.

We may also collect and use Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this website privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity and Contact Data by filling in forms on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• apply for our products or services;

• request marketing to be sent to you;

• enter a survey; or

• give us some feedback.

Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

• Technical Data from analytics providers such as Google based outside the EU;

• Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EU.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• to make contact with you for the first time (for example, where you have made an enquiry to our offices);

• where we need to perform the contract we are about to enter into or have entered into with you;

• where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; or

• where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data. You have the right to withdraw consent to marketing at any time by contacting us.

We will retain your information for no longer than reasonably necessary, taking into account any legal and statutory obligations we have.

We will use appropriate technical and organisational measures to protect your information from unauthorised or improper use.

Under GDPR your rights are:

• The right to be informed – We must make available this privacy notice with the emphasis on transparency over how we process your data.

• The right of access – You are entitled to find out what details we may hold about you and why.

• The right to rectification – We are obliged to correct or update your details.

• The right to erasure – This is known as the request to be forgotten.

• The right to restrict processing – You have the right to ‘block’ or suppress the processing by us of your personal data.

• The right to data portability – You have the right to obtain and reuse your personal data that you have provided to us.

• The right to object – You have the right to object to us processing your data in relation to direct marketing and or profiling.

• The right to complain – You have the right to complain to a supervisory authority about the processing of your personal data.