Introduction
Blackhall & Powis Ltd is a company providing property, land referencing and project support services to the utilities and infrastructure sectors.
This privacy notice explains how we collect, use, store, and protect personal information, and your rights in relation to that information.
Our Contact Details
Name: Blackhall & Powis Ltd.
Address: 144 West George Street, Glasgow G2 2HG
Phone Number: 0141 433 7371
E-mail: info@blackhallpowis.com
Data Security
We are committed to protecting your personal information. We use appropriate technical and organisational measures to safeguard personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access, and against all other unlawful forms of processing.
What personal information we collect
The personal information we collect depends on the purpose for which it is required.
Information you provide to us
This is information you give to us directly, for example when you complete forms (online or on paper), correspond with us by telephone, email or other means, or otherwise engage with us in the course of our work.
This may include:
• identity information (such as name and job title)
• contact information (such as postal address, email address and telephone number)
• professional or business information
• financial information (such as account records, invoices, and payment information)
• information relevant to instructions, projects, or contractual relationships
• employment-related information where required for staff administration
Information we collect from other sources
We may also obtain personal information from third parties or public sources where this is relevant to the services we provide.
This may include:
• land ownership and property information obtained from public registers (such as the Registers of Scotland or HM Land Registry)
• information obtained from specialist land and property data tools
• contact, professional, or project‑related information provided by clients, utility providers, contractors, or other organisations involved in a project
Categories of personal data
We may process the following categories of personal data:
• Identity data (such as name and job title)
• Contact data (such as postal address, email address and telephone number)
• Employment data (such as role, employment history, and payroll‑related information)
• Financial data (such as account records, invoices, payment and transaction information)
• Professional and business data (such as organisation, role, contractual and project‑related information)
• Property and land data (such as land ownership details and property references)
How we use your personal information
We use personal information to:
• deliver property, land referencing, and project management services
• manage instructions, contracts, and professional relationships
• identify and contact individuals in connection with land, property, or infrastructure works
• manage supplier and client relationships
• administer our business, including finance, accounting, and compliance
• meet legal, regulatory, and statutory obligations
• manage employment relationships where applicable
Lawful bases for processing your personal data
Under UK data protection law, we must have a lawful basis for collecting and using your personal information. Which lawful basis applies depends on the purpose for which the information is processed.
Contract
We process personal information where it is necessary to perform a contract, or to take steps at the request of an individual before entering into a contract.
This includes processing personal data to:
• provide services
• manage contractual relationships and communications
• raise invoices, process payments, and maintain financial records
Legal obligation
We process personal information where it is necessary to comply with a legal obligation.
This includes processing personal data to:
• meet employment, payroll, tax, and accounting requirements
• comply with regulatory, statutory, and reporting obligations
• retain records where required by law
Legitimate interests
We process personal information where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms.
This includes processing personal data to:
• identify and contact individuals in connection with land, property, or infrastructure works
• obtain land ownership and property information from publicly available sources or specialist tools
• manage business operations and professional relationships
• deliver services efficiently and responsibly
Our legitimate interests include meeting client requirements, delivering contracted services, and operating our business effectively. We ensure this processing is proportionate and carried out in ways individuals would reasonably expect.
How long we retain your personal data
We will only keep your personal information for as long as it is necessary for the purpose for which it was collected.
Personal data collected in connection with specific projects will be retained in accordance with contractual requirements. In some instances, this may mean information is kept for up to six or twelve years after contract completion.
We may retain personal information for longer where:
• we are required to do so by law or regulatory obligations
• the information is required in connection with a related claim or legal proceedings
• retention is necessary for legal or legislative purposes, including the establishment, exercise, or defence of legal claims
We will securely delete or anonymise personal information when it is no longer required, unless we are legally or contractually required to retain it.
Who we share personal information with
We may share personal information where necessary with:
• clients we act on behalf of
• suppliers and contractors
• professional advisers (such as accountants, insurers, and legal advisers)
• regulators, public authorities, or law enforcement where required by law
• organisations involved in financing or commercial arrangements
We only share information where it is necessary and appropriate for the relevant purpose.
Your data protection rights
Under data protection law, you have rights including:
• the right of access
• the right to rectification
• the right to erasure
• the right to restrict processing
• the right to object to processing
• the right to data portability
Where we rely on legitimate interests, you have the right to object to processing.
You are not required to pay any charge for exercising your rights. If you make a request, we will respond within one month.
To exercise your rights, please contact us using the details above.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
Blackhall and Powis Ltd,
144 West George Street,
Glasgow
G2 2HG
You can also complain to the ICO if you are unhappy with how we have used your data.
Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://www.ico.org.uk