Privacy Policy

At Adaptation Design Limited we are committed to protecting your privacy, information security and personal date in line with GDPR (General Data Protection Regulation).

Please read this Privacy Policy carefully so that you are aware of the steps we take to protect your privacy, what information we collect, how we use it now or may use it in the future and what your rights are.

Throughout this Policy, we refer to your “personal information” which means information which identifies you as an individual or from which your identity can be reasonably ascertained. Your email address and telephone number are examples of personal information.

Collection & Sharing of Personal Data

We receive and process personal information on clients that is deemed of relevance in relation to our business of advising on and delivering accommodation suitable for disabled individuals.  We receive this information from Solicitors, Local Authorities, Case Management Companies and Occupational Therapists that consider this information necessary to us.  

We share relevant personal information with additional parties that are involved in delivering accommodation suitable for the disabled individuals whom we are working on behalf of.  Typical parties that we share information with include Local Authority Planning and Building Control Departments, Building Contractors, Specialist Equipment Installers, Case Managers, Occupational Therapists and Family Members / Friends of the Data Subject.

We do not retain personal information for longer than is necessary or legally required.    

Nature of Personal Data Collected

We tend to collect and process the following information (please note the list is not exhaustive);

• Full name
• Date of birth
• Address and telephone numbers
• Email address
• Next of kin and family details
• Details of legal, deputyship, medical and rehabilitation team
• Details of accident / injury  

We also collect and process the following special categories of data;

• Physical or mental health conditions
• Data held on children 

Lawful Basis for Processing of Personal Data

Adaptation Design Limited consider our lawful basis for the processing of personal data to be necessary for contracts under Article 6 of the GDPR.  It is necessary for us to process personal data in order for us to comply with our obligations under the contract when advising on and assisting in the delivery of disabled accommodation.  

Adaptation Design Limited consider that the condition for processing special category data under Article 9 of the GDPR is necessary to protect the vital interests of the data subject where they are physically or legally incapable of giving consent.

Use & Disclosure of Personal Information

Our use and disclosure of personal information is predominately in order to provide our services in relation to disabled accommodation.

In addition to providing these services, we may use personal information that we collect;

• For the purposes for which it was collected, such as processing enquiries or requests for information
• Where you have consented to the use
• To maintain our relationship with you, only with your explicit consent 
• For internal record keeping
• To the extent that we are required or authorised by law to do so.

Information collected via our Website

The only information about you that we collect through the Website is the information that you provide to us via the ‘Contact Us’ page.  We do not monitor traffic, send marketing mailouts, request participation in online surveys or collect aggregated information which tells us about visitors to the Website.  We do not currently engage in the use of social media.  We do not use any cookies on our site.  

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we have your explicit permission or are required by law to do so, however, we may share personal information with organisations that assist us by providing archival, auditing, consulting, delivery, technology and security services, acting as agents of ADL.

Employees, associates and agents of ADL may be given access to any personal information which we collect, but their use will be limited to the performance of their duties and in line with the reason for processing. Our employees, associates and agents who have access to your personal information are required to keep that information confidential and are not permitted to use it for any purposes other than to carry out the duties for which it was collected or to deal with requests that you submit to us.

Measures to Protect the Security of Personal Data

We use a number of mechanisms to protect the security and integrity of your personal information. 

Electronic data is stored on our server which can only be accessed within the protected environment of our office which is only accessible to our employees.  Unfortunately, no data transmission over the Internet can be guaranteed as completely secure. So while we strive to protect such information, we cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk. 

Paper versions of data are retained within our office, stored within lockable filing cabinets, and only accessible to our employees.  When no longer required these are shredded professionally with certification provided to confirm statutory compliance.     

Once any personal information comes into our possession, we will take all reasonable steps to protect that information from misuse and loss and from unauthorised access, modification or disclosure.

All staff have an adequate level of awareness of the new data protection regime and are aware of the company’s expectations of them in order for us to comply with GDPR.  We will continue to review and update procedures for handling personal information to ensure we remain compliant.

Rights of Data Subject & Contact Details

As Data Subjects, our clients have the right to obtain certain information about the processing of their Personal Data through a Subject Access Request.  

You may request details of personal information which we hold about you. If you would like a copy of the information held on you please write to Adaptation Design Limited, 4 Carters Row, Hatfield Park, Herts., AL9 5NB.

If you believe that any information we are holding on you is incorrect or incomplete, or have any other data protection related issues or queries, please write to David Goodheart, Data Controller, at the above address. We will promptly correct any information found to be incorrect.

If you are concerned that we have breached a privacy law or code binding on us, please send an email marked “Urgent” to David Goodheart, Data Controller, at office@adaptationdesign.co.uk  

We aim to respond in a reasonable time (normally 24 hours).  Our Data Protection Lead will manage your complaint and will give you additional information about how it will be handled.

We are registered with the Information Commissioner’s Office (ICO).  You have the right to complain to the ICO if you believe we have not handled your request in an appropriate manner. For information on contacting the ICO please see their website www.ico.org.uk