GDPR Policy | KDW Architecture Ltd

PRIVACY AND DATA PROTECTION POLICY

Data Controller: KDW Architecture Ltd

Address: 18 Craig's Way, Thirsk, North Yorkshire, YO7 1UD
Email: info@kdwarchitecture.co.uk
Telephone: 07917 031843

1. Introduction

KDW Architecture Ltd is committed to protecting the privacy and personal information of its clients, prospective clients and other individuals with whom it communicates in the course of providing architectural design and associated professional services.

This Privacy and Data Protection Policy explains how we collect, use, store, share and protect personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

For the purposes of data protection legislation, KDW Architecture Ltd is the data controller in respect of personal information processed in connection with its professional services and business activities.

2. Information We Collect

We may collect and process personal information including:

Personal and contact details: Names, addresses, telephone numbers, email addresses and preferred methods of communication.
Property and project information: Property addresses, ownership information, relevant property records, project requirements, design preferences, drawings and correspondence relating to proposed building works.
Professional and contractual information: Appointment documents, instructions, agreements, quotations, invoices, payment records and correspondence relating to our services.
Information concerning other parties: Contact details of contractors, consultants, statutory authorities and other individuals involved in a project.
Additional information: Other information voluntarily provided where relevant to the proposed works, including accessibility requirements or particular personal circumstances.

We do not routinely request medical information or other sensitive personal information. Where such information is relevant to a project, we will only collect and process what is reasonably necessary and where an appropriate lawful basis and any required additional legal condition apply.

3. How We Collect Information

Personal information may be obtained through:

Direct discussions, meetings, telephone conversations and correspondence.
Enquiries submitted through our website or by email.
Measured surveys, site visits and project consultations.
Client questionnaires and property information checklists.
Documents and records supplied by clients or their representatives.
Relevant information obtained from consultants, contractors, statutory authorities and publicly accessible records.

Where information is obtained from third parties, we will process it only where there is an appropriate lawful basis.

4. How We Use Personal Information

We use personal information where reasonably necessary to undertake our professional services and associated business activities.

These purposes may include:

Responding to enquiries and preparing professional fee proposals.
Establishing and administering client appointments.
Undertaking property surveys and preparing architectural designs.
Preparing and submitting planning applications, Building Regulations applications and other statutory submissions.
Liaising with Local Planning Authorities, Building Control Bodies, consultants and other relevant parties.
Coordinating structural engineering and other specialist professional services.
Preparing project documentation, specifications and associated records.
Administering invoices, payments and business accounts.
Complying with statutory and professional obligations.
Maintaining appropriate records of instructions, design decisions and completed professional services.
Establishing, exercising or defending legal claims where necessary.

We will not use personal information for purposes incompatible with those for which it was originally collected unless permitted by law.

5. Lawful Basis for Processing

Depending upon the circumstances, we process personal information on one or more of the following lawful bases:

Contractual necessity

Where processing is necessary to enter into or perform a contract for professional services.

Legal obligations

Where processing is necessary to comply with applicable legal requirements, including taxation, accounting, building legislation and other statutory obligations.

Legitimate interests

Where processing is reasonably necessary for the legitimate interests of KDW Architecture Ltd or relevant third parties, provided those interests are not overridden by the rights and freedoms of the individuals concerned.

This may include responding to business enquiries, maintaining project records, coordinating professional services and protecting our legal interests.

Consent

Where consent is the appropriate lawful basis, we will seek it where required. Consent may be withdrawn at any time, although this will not affect processing already lawfully undertaken.

Where special category information, including health information, is processed, we will additionally identify an appropriate condition under Article 9 of the UK GDPR.

6. Sharing Personal Information

We do not sell personal information or provide it to third parties for their independent marketing purposes.

Where reasonably necessary in connection with our professional services, relevant information may be shared with:

Local Planning Authorities and other statutory authorities.
Building Control Bodies.
Structural Engineers and other appointed consultants.
Contractors and other parties directly involved in the proposed works.
Professional advisers, insurers and legal representatives where necessary.
Accountants and other providers supporting the administration of our business.
Providers of secure email, document storage, IT and associated business services.

Information will only be shared where there is an appropriate lawful basis and where it is reasonably necessary for the relevant purpose.

7. Planning Applications and Public Information

Where KDW Architecture Ltd is instructed to prepare and submit a planning application, certain information relating to the applicant, property and proposed development will be provided to the relevant Local Planning Authority.

Some information submitted in connection with planning applications may be made publicly available through the Authority's planning register in accordance with applicable planning legislation and the Authority's publication procedures.

Clients should be aware that information included within application forms, drawings and supporting documents may therefore become publicly accessible.

The Local Planning Authority is responsible for determining how it processes and publishes personal information received as part of a planning application and will ordinarily act as a separate data controller.

We will seek to avoid including unnecessary personal or sensitive information within documents intended for public submission.

8. Information Security

KDW Architecture Ltd takes reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, disclosure, alteration or destruction.

These measures include appropriate management of electronic records, access controls, device security and the secure handling of project documentation.

Access to personal information is restricted to those who reasonably require it for legitimate business or professional purposes.

Where third-party service providers process personal information on our behalf, we will take appropriate steps to ensure that suitable data protection arrangements are in place.

9. Electronic Storage and International Transfers

Personal information may be stored or processed using electronic communication systems, cloud-based document storage and other business software.

Where these services involve the transfer of personal information outside the United Kingdom, we will ensure that an appropriate legal basis and applicable safeguards are in place, as required by UK data protection legislation.

10. How Long We Retain Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including compliance with legal, accounting, contractual and professional obligations.

Client and project records

Project records will ordinarily be retained for a minimum period of six years following completion of our professional appointment where justified by contractual, legal or professional requirements.

Longer retention may be necessary where relevant to potential legal claims, continuing obligations or other legitimate purposes.

Prospective clients and enquiries

Information relating to enquiries that do not result in an appointment will ordinarily be retained for up to two years following the last substantive communication, unless a longer period is justified.

Financial and accounting records

These will be retained for the periods required by applicable taxation and accounting legislation.

At the end of the relevant retention period, information will be securely deleted, destroyed or anonymised where appropriate.

11. Marketing Communications

KDW Architecture Ltd does not ordinarily collect or retain personal information for direct marketing purposes.

We do not operate general marketing mailing lists or routinely send unsolicited promotional communications.

Should our practices change, we will ensure that any marketing activity complies with applicable data protection and electronic communications legislation.

12. Your Data Protection Rights

Subject to the circumstances and applicable legal requirements, individuals have rights including:

Right of access: To request access to personal information held about them.

Right to rectification: To request correction of inaccurate or incomplete information.

Right to erasure: To request deletion of personal information where the relevant legal conditions are satisfied.

Right to restrict processing: To request that certain processing activities are restricted.

Right to object: To object to processing undertaken on particular lawful bases, including legitimate interests.

Right to data portability: To request the transfer of certain personal information in an appropriate electronic format where the legal conditions apply.

Right to withdraw consent: Where processing is based on consent, to withdraw that consent at any time.

Individuals also have rights relating to certain automated decision-making activities where applicable.

These rights are not absolute, and statutory exceptions may apply.

Requests concerning personal information may be made using the contact details provided below.

13. Website and Cookies

Our website may collect limited technical information necessary for its operation, security and functionality.

Where cookies or similar technologies are used, their operation and any applicable consent requirements should be explained through appropriate website information or a separate Cookie Policy.

14. Contact and Complaints

If you have any questions concerning this policy, the information we hold about you or the way your personal information is processed, please contact:

KDW Architecture Ltd
18 Craig's Way
Thirsk
North Yorkshire
YO7 1UD

Email: info@kdwarchitecture.co.uk
Telephone: 07917 031843

We would welcome the opportunity to address any concerns directly.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Further information is available from the Information Commissioner's Office.

15. Review of This Policy

This policy will be reviewed periodically and updated where necessary to reflect changes in legislation, regulatory guidance or the business practices of KDW Architecture Ltd.

Policy reviewed: October 2026