Partner Privacy Policy

Applies to partners and partner representatives. This policy explains how Architect Designs LTD (Company No. 15900040) (“Architect Designs”, “we”, “us”, “our”) collects, uses, shares, and protects personal data when you engage with us as a business partner (for example, builders, surveyors, engineers, consultants, suppliers, or referral partners) or as an individual representing a partner organisation.

1. Who we are

Data Controller: Architect Designs LTD (Company No. 15900040)

Registered office and trading address: 102 Ternata Drive, Monmouth, Wales, NP25 5UY

Contact: legal@architectdesigns.co.uk (email only)

2. What data we collect (partner context)

We may collect and process the following categories of personal data relating to partners and partner representatives:

• Identity and contact details: name, job title, business email address, business telephone number.
• Business information: company name, trading address, service area, availability, and services offered.
• Due diligence and compliance information: professional registrations, qualifications, insurance details, and related confirmations (where relevant).
• Communications: emails, messages, and call notes (and call recordings where applicable).
• Performance and operational notes: responsiveness, scheduling notes, service feedback, and quality-related information necessary to manage the relationship.

Client personal data: In some cases, we may share limited client personal data with you (for example, where a client requests an introduction or where you are engaged as a subcontractor). See Section 6.

3. How we collect data

We may collect partner data from:

• you directly (for example, by email, phone, WhatsApp/SMS, or forms);
• publicly available business sources (for example, your website or public listings); and
• our operational interactions (for example, project scheduling and communications).

4. How we use partner data

We use partner data to:

• evaluate and onboard partners and maintain partner records;
• communicate regarding enquiries, scheduling, subcontractor work, and introductions;
• engage and manage subcontractors appointed by us to deliver services (where applicable);
• improve partner operations, reliability, and service quality;
• manage complaints, disputes, and quality assurance;
• protect our business (for example, to prevent fraud/misuse and to establish, exercise, or defend legal claims); and
• comply with legal obligations (for example, record-keeping where required).

5. Lawful bases for processing

We process partner personal data under one or more lawful bases under the UK GDPR, depending on the context:

• Legitimate interests: operating and managing our partner network, communicating with partner representatives, quality assurance, and protecting our business.
• Contract: where processing is necessary to perform a contract with a partner organisation (for example, subcontractor engagement) or to take steps prior to entering a contract.
• Legal obligation: where we must process data to comply with law.
• Consent: where required (for example, certain marketing uses of recordings, if applicable).

6. Sharing data with partners and with third parties

We do not sell personal data and we do not share personal data with third parties for their own direct marketing.

6.1 When we share client personal data with a partner

We may share limited client personal data with a partner only where it is necessary and appropriate, for example:

• Introductions requested by the client: we will only share client data with a partner where the client has given explicit consent (for example, asking us to introduce a builder).
• Subcontracted services: where a partner is appointed and paid by Architect Designs to deliver part of a client service (for example, technical pack or structural calculations), we share only the minimum data required to deliver that scope.

6.2 Partner responsibilities when receiving client data

If you receive client personal data from us, you must:

• use the data only for the specific purpose it was shared (for example, responding to the introduction or delivering the agreed scope);
• keep the data secure and confidential;
• not sell the data or share it with others unless legally permitted and necessary for delivery;
• delete or return the data when it is no longer needed for the agreed purpose (subject to legal requirements); and
• comply with your own legal obligations as a controller or processor, as applicable.

Important: Depending on the arrangement, a partner may be an independent controller of client personal data once received (for example, where the client contracts directly with the partner) or a processor (for example, where the partner is delivering subcontracted work under our instruction). Where you act as a controller, you are responsible for providing your own privacy information to the client and handling their data rights requests.

6.3 Our service providers

We may share partner data with service providers that support our operations (for example, hosting and infrastructure providers, scheduling tools, and professional advisers). We share only what is necessary and require appropriate protections where applicable.

7. Call recording

We may record calls and store recordings securely for quality assurance, training, and internal review. Where we record a call, we aim to provide notice at or before the start of the call.

If we wish to use any part of a call recording for marketing, we will ask for permission separately.

8. International transfers

Some providers may process personal data outside the UK. Where international transfers occur, we apply appropriate safeguards required by law (such as contractual protections) where applicable.

9. Retention

We keep partner personal data only for as long as necessary for the purposes described in this policy. Typically:

• Active partner relationship: retained for the duration of the relationship.
• After the relationship ends: we may retain relevant records for a reasonable period for operational continuity and legal reasons (for example, to establish, exercise, or defend legal claims), then delete or anonymise where appropriate.

10. Security

We use appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Access is restricted to those who need the information for legitimate business purposes.

11. Your rights

Subject to legal requirements and exceptions, you may have rights including access, rectification, erasure, restriction, portability (where applicable), and objection. To exercise your rights, contact legal@architectdesigns.co.uk. We may need to verify your identity.

12. Changes to this policy

We may update this policy from time to time. The last updated date at the top indicates when it was most recently revised.

13. Contact

Questions about partner privacy? Contact legal@architectdesigns.co.uk.