Privacy Notice

Definition of Personal data

Under the UK General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulation 2003 (PECR) personal data is defined as: 
“Any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”

This definition remains unchanged under the Data (Use and Access) Act 2025 (DUAA), which amends but does not replace the UK GDPR.

This statement is compliant with control 5.34 under ISO 27001:2022 in our Information Security Management System (ISMS).

How we use your information

Ingleton Wood LLP recognises the importance of lawful and responsible handling of personal data. 

We collect, process and store the information you provide to deliver our services. Where necessary, this may include sharing your data with approved third-party service providers to meet our contractual and operational obligations.

We collect data through:

• Marketing and Business Development Activities
  For promotional communications and client engagement.
  
  
• Online Forms and Virtual Consultations
  Data submitted via digital forms to facilitate remote interactions with our teams.
  
  
• Website Management and Analytics
  We use cookies and automated tools to analyse website usage and improve user experience. Under DUAA 2025, certain cookies used for statistical or functional purposes may be set without explicit consent. See our Cookies Policy for details.

Why does Ingleton Wood LLP need to collect and store personal data?

For us to provide you with a service, and for us to fulfil our contractual obligations we will need to collect personal data from you. We will only process your personal data in accordance with the law. Ingleton Wood is committed to protecting your rights and will only use your data for legitimate interests. Under DUAA 2025, we may also rely on Recognised Legitimate Interests for processing, including crime prevention, safeguarding, and responding to emergencies.

Will Ingleton Wood LLP share my personal data with anyone else?

We may share your data with third-party service providers contracted to Ingleton Wood LLP while dealing with you. Any third parties that we share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Ingleton Wood LLP’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will Ingleton Wood LLP use the personal data it collects about me?

Ingleton Wood LLP will process (collect, store and process) the information you provide in a manner compatible with the UK GDPR and DUAA 2025. We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Ingleton Wood LLP is required to retain information in accordance with the law, such as information needed for income tax (HMRC), project data in line with industry standards (RICS, RIBA, CIBSE, ICE and IStructE) and for audit and compliance purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Photography

Photographs may be taken at Ingleton Wood events for Ingleton Wood marketing and social media purposes. If you are attending one of our events and do not wish to be photographed, please advise a member of the Ingleton Wood Team.

Drone unmanned aerial vehicles (UAV) Surveillance

Ingleton Wood use drones for building surveys. All drones are CAA-registered and operated by licensed professionals. We minimise the capture of private areas and notify nearby residents in advance.

Under what circumstances will Ingleton Wood LLP contact me?

Our aim is not to be intrusive.  We undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Your Legal Rights

You have the right to:

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.

Request erasure  of your personal data. This enables you to ask us to delete or remove personal data where we no longer have a valid reason for holding it.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and you object to processing as you feel it impacts your rights as an individual.  In some cases, we may demonstrate that we have compelling legitimate reasons for processing your information which override your rights as an individual.  

Request restriction of processing f your personal data. This enables us to suspend the processing of your personal data, in the following scenarios: a) in the event that our use of the data is unlawful but you do not want us to erase it; (b) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (c) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it; or (d) if you have an issue with the data’s  accuracy. 

Request the transfer of your personal data to you or to a third party. We will provide you or a third party your personal data in a structured, commonly used machine-readable format. 

Withdraw consent at any time where we are relying on consent to process your personal data. Note, if you withdraw your consent, we may not be able to provide certain services to you.

Right to access your personal data (commonly known as a ‘data subject access request’. This enables you to receive a copy of the personal data we hold about you. Access to your personal data is free of charge. However, we may charge a fee or refuse the request, if your request is unfounded, repetitive, or excessive.

Under DUAA 2025, we may pause response times for access requests while awaiting further information 
(“stop the clock” provision).

What we may need from you 

For us to comply with any subject access requests, we may need you to provide specific information to us in order to confirm your identity.  This procedure is to ensure that your personal data is not disclosed to any person who has no right to receive such information.  Ingleton Wood LLP accepts the following forms of ID when information on your personal data is requested: Valid Passport, driving licence, birth certificate, utility bill (from last 3 months).  

If you require further information in this regard, please contact Ingleton Wood LLP at GDPR@ingletonwood.co.uk.