Consumer Privacy Policy

Applies to consumer clients. This policy explains how Architect Designs LTD (Company No. 15900040) (“Architect Designs”, “we”, “us”) collects, uses, shares, and protects personal data when you purchase and receive our services.

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 (privacy and legal): legal@architectdesigns.co.uk (email only)

2. What data we collect

Depending on your project and the services you purchase, we may collect and process:

• Identity and contact data: name, email address, telephone number.
• Address and property data: property address and postcode, site constraints and context.
• Project data: scope, objectives, preferences, budgets, planning context, and information needed to deliver milestones.
• Documents and media: photos, plans, measurements, surveys, design files, and technical documents provided by you or produced during the project.
• Communications data: emails, live chat transcripts (where used), call notes, and messages (including SMS and WhatsApp where used).
• Call recordings: where calls are recorded and stored securely.
• Payment and transaction administration: invoices, payment status, and stage payment records (payment handling is performed via banks and/or payment providers).

Special category data: we do not intentionally collect special category personal data (such as health information). Please do not send it unless we explicitly request it and it is strictly necessary.

3. How we use your data

We use your personal data to:

• deliver the services you purchase (including surveys, design stages, planning submission as agent, and technical pack coordination);
• manage appointments, project administration, and milestone delivery;
• commission and manage subcontractors where required (for example, technical pack and structural calculations);
• submit planning applications as your agent and communicate with relevant authorities where required;
• manage stage payments, invoices, and service suspension where a stage payment is overdue;
• handle complaints, disputes, and quality assurance;
• improve our processes and staff training (including using recorded calls where applicable); and
• maintain the security and integrity of our systems.

4. Lawful bases for processing

We rely on one or more lawful bases under the UK GDPR depending on the context:

• Contract: where processing is necessary to provide the services you purchase or request, or to take steps at your request before entering a contract.
• Legitimate interests: where necessary for operating and improving our business (for example, service administration, quality improvement, training, and security), provided those interests are not overridden by your rights.
• Legal obligation: where we must keep certain records or comply with legal requirements.
• Consent: where required (for example, certain marketing uses, and non-essential cookies/analytics where opted in via the website).

5. Planning submissions and publication by councils

Where we submit planning applications as your agent, we may share relevant information with the local planning authority and associated portals as required for the application process. Local planning authorities may publish planning application information as part of their public processes. We do not control how planning authorities publish or retain planning records.

6. Who we share your data with

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

We may share personal data with:

• Subcontractors appointed and paid by us to deliver parts of your service (for example, technical pack work and/or structural calculations). We share only what is necessary for them to perform their scope and require confidentiality and appropriate protections.
• Service providers that help us operate the business (for example, scheduling/booking tools such as TidyCal, hosting and infrastructure providers, and secure file handling where used).
• Payment providers and banks to process payments and manage transactions (where applicable).
• Professional advisers and authorities where necessary (for example, accountants, insurers, legal advisers, regulators, or courts).

6.1 Builder introductions (only with explicit consent)

If you request builder introductions, we will only share your personal data with builders where you have given explicit consent. We do not receive referral fees for introductions.

7. Call recording and post-project feedback calls

7.1 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.

7.2 Post-project feedback calls

After a project, we may contact you to understand your experience and improve our services and internal training. These calls may be recorded for those purposes.

7.3 Marketing use of recordings

If we would like to use any part of a call recording for marketing (for example, as a testimonial clip), we will ask for your permission separately. You are free to refuse. If you agree, we will use only the content you have approved.

8. International transfers

Some service 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 personal data only for as long as necessary for the purposes described in this policy.

• Enquiries and non-converted leads: up to 3 years, unless you ask us to delete it earlier and we have no lawful reason to keep it.
• Client project files: retained for business, professional, and legal reasons (for example, to evidence what was provided and to handle follow-up questions or disputes). You may request redaction or deletion of certain information, and we will consider requests case-by-case.

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 it for legitimate business purposes. No method of transmission or storage is completely secure, but we maintain safeguards appropriate to the nature of the data we handle.

11. Your rights

Subject to legal requirements and exceptions, you may have rights including:

• access (request a copy of your personal data);
• rectification (correct inaccurate or incomplete data);
• erasure (request deletion in certain circumstances);
• restriction (limit how we use your data in certain circumstances);
• data portability (receive data in a commonly used format where applicable); and
• objection (object to certain processing, including some types of marketing).

To exercise your rights, email legal@architectdesigns.co.uk. We may need to verify your identity before responding.

12. Complaints

If you have concerns about how we handle your personal data, contact us first at legal@architectdesigns.co.uk so we can try to resolve the issue.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

13. Changes

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

14. Contact

Architect Designs LTD
102 Ternata Drive
Monmouth, Wales, NP25 5UY
Email: legal@architectdesigns.co.uk