Privacy Policy

PRIVACY POLICY

Hepburn Architects (“We”) are committed to protecting and respecting your privacy.
Our Privacy Policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by only us alone.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

OBJECTIVES
We will protect the privacy of individuals when handling any personal information and ensure that we are compliant, as far as possible, with relevant data protection and privacy laws by adhering to the following principles:

Be transparent about the collection, use and disclosure of personal information.
Collect and use personal information fairly and lawfully.
Only collect personal information that is required and only keep it for as long as necessary.
Keep personal information accurate and up to date.
Respect the privacy rights of individuals granted by privacy laws.
Keep personal information secure.

OUTCOMES

In meeting the above objectives, we will:
Commit to keeping abreast of all applicable data protection/privacy laws of the jurisdictions in which we operate.
Take steps to provide appropriate training and support to ensure that all personnel are aware of our obligations under this Policy and follow our data protection procedures when handling the personal information of others.
Implement relevant security procedures and issue guidance to staff explaining their data protection and security obligations.
Ensure that when sharing personal information with third parties we do so only where necessary and seek assurances that the third party has adequate security procedures in place to protect such information.
Implement clear processes for individuals to raise concerns about how we process their personal information and for resolving any such concerns.
Ensure our privacy notices are clear, and accessible and give sufficient information about how we use and share personal information and where personal information can be updated or corrected.
Delete/destroy personal information no longer needed for its original business purpose in accordance with our retention and destruction policies and procedures, unless we have a legal obligation to retain personal information for a certain period.
Only transfer personal information outside the jurisdiction in accordance with relevant legal requirements.

Questions, comments and requests regarding this Privacy Policy are welcomed and should be addressed to the Practice Manager at info@hepburnarchitects.com
ISSUE OF DRAWINGS

The introduction of CAD (Computer-Aided Design) has allowed professionals to dramatically increase the accuracy and detail of their drawings and makes carrying out minor alterations a simpler process. By creating our drawings electronically we are able to share our digital drawing files with other designers and consultants that are working on the same project, allowing the whole team to be on ‘the same page and therefore providing a more streamlined and cost-effective service.

We are capable of importing and exporting a wide variety of file types but routinely work with PDF and DWG. When issuing drawings to Clients it is Hepburn Architects Ltd.’s Policy to provide this in a PDF format. The PDF file format is utilised as it is widely openable by all personnel and can not be adapted so our drawings are relayed to you exactly as we intended them to be viewed. Unless previously specified, agreed and quoted for, our drawings will not be sent to Clients in any CAD format. Any drawing(s) sent in a CAD format to a Client is subject to our terms and conditions*.

Why don’t we issue our CAD data?

As noted by the Architects Registration Board (ARB) there is no obligation for CAD data to be provided. Although it may look like we are being unhelpful in denying copies of our CAD data, it can, unfortunately, lead to our drawings being adapted or utilised in a way that they were not intended. During the development stage, there may be notes, copies or items drawn in the CAD file that is never intended to be put on finished drawings. Wrong information can therefore be obtained from these CAD files or new information imposed. Allowing access to our CAD files, unless previously negotiated and agreed upon, is a breach of our professional insurance.

Although every effort is made to ensure our drawings are as accurate as possible and reflect the existing or proposed structures, this can never be guaranteed. With CAD being able to measure to 0.1 mm, Clients or 3rd parties may utilise the CAD files to obtain dimensions in order to produce items for installation (windows, doors, furniture etc.) and the liability, unless otherwise delegated, is left with the Principal Designer.

Due to the legal implications and impact on our professional insurance, unless otherwise agreed, all our information will be distributed in a PDF format. When working with other consultants or designers, at our discretion, we will transfer copies of our CAD data to speed up the design process.

*CAD Data that has been previously agreed in writing to be delivered to the Client is subject to the following terms and conditions:

Hepburn Architects Ltd will retain all common law, statutory, and other rights, without limitation including copyright.
The Client agrees that the CAD files are NOT certified documents and may not accurately reflect the latest drawings.
Hepburn Architects Ltd makes no representations, warranty or guarantees regarding the compatibility of our CAD files with any external software.
The Client shall not use the CAD files for any purpose other than the project for which the release has been agreed in writing. This information is not transferrable unless agreed in writing by Hepburn Architects Ltd.
The Client agrees that the receipt of CAD files does not constitute a sale or transfer of ownership by Hepburn Architects Ltd who shall indefinitely retain all ownership of the CAD files. Hepburn Architects Ltd demands the right to the immediate return of all CAD files.
Hepburn Architects Ltd make no guarantees about the accuracy, completeness or fitness for use of any CAD files.
Hepburn Architects Ltd shall not for any reason be liable for direct or indirect consultation damage caused by the Client’s use or reuse of the CAD files.
Hepburn Architects Ltd reserve the right to remove all indicia from CAD files along with their involvement.
The Client agrees that Hepburn Architects Ltd has made no representations or warranties other than those stated in our terms and conditions.
The Client agrees that the CAD files shall not be considered as Contract Documents or used in any such manner.
The Client agrees to defend and indemnify Hepburn Architects Ltd against all damages, liability, and costs, including legal fees and litigation expenses from (1) changes made to CAD files by anyone other than Hepburn Architects Ltd or (2) the transfer or reuse of CAD files by anyone without the prior written consent of Hepburn Architects Ltd.
Hepburn Architects reserve the right to recover all reasonable expenses and fees incurred through the release of our CAD data to anyone other than the intended recipient without our prior written consent.