At Ashby Design we are committed to safeguarding and preserving the privacy of our visitors. This is also a requirement under the Data Protection Act 1998 and the General Data Protection Regulations (GDPR) 2018 and we, as a service provider, comply with the principles of these regulations. This Privacy Policy explains what happens to any personal data that you provide to us, or that we collect from you, whilst you visit our site. We do update this Policy from time to time so please do review this Policy regularly. Last updated on 26/05/21.
This policy describes:
The information we collect as part of the services we provide to you;
What we do with it;
Who we share parts of it with.
The information we collect and why We believe it is highly important to respect the privacy of all clients and to make only safe and ethical use of the information provided to us in order to perform the Architectural Services requested. We aim to give you as much control as possible over the information you do give, and in all cases the disclosure of your personal details is voluntary. Most of the personal information we process is provided to us directly by you for one of the following reasons:
Directly from you during discussions - including meetings, telephone conversations and emails, including as a result of you making an enquiry via the ‘Contact Us’ section on our website.
When you email/telephone us directly.
We also receive personal information indirectly, from the following sources in the following scenarios, ie recommendations from third parties.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us in writing by post or email. (b) We have a contractual obligation. (c) We have a legal obligation. (d) We need it to perform a task. (e) We have a legitimate interest.
What type of information we have on record We currently collect and process the following information:
Contact information (e-mail address and telephone numbers so that you may fully participate in all services offered. Address information is requested to provide the services offered.)
Certain other information, such as pertinent medical information, which you volunteer when discussing projects and design briefs.
Names of legal owners of properties.
Business/company details.
We may also, from time to time, ask you to complete surveys or questionnaires on our service provision. These will always be voluntary, and we use this to improve our service.
If you believe that any information we hold about you or your Company are inaccurate, please notify us, and we will do our best to correct it as quickly as possible.
What we do with the information we have Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express. We use the information that you have given us for:
Administration of projects.
Completion of planning application forms on your behalf.
Issuing of invoices.
Obtaining fee proposals from other consultants and businesses, when requested to do so by yourselves.
Preparation of appointment documents and building contracts.
Issuing certification associated with administering building contracts.
Where this is necessary for the performance of our appointment with you as a Client or where this is relevant to a project you are / have expressed an interest in working on.
Whilst we have aimed to cover all purposes for collection of personal data, this is not an exhaustive list. There may be a need to use data for specific project related purposes, which will only be done with your prior consent.
Accessing the Information Any information you give will be available to our employees and consultants directly employed by Ashby Design. Information you give is used solely for the purpose of providing you with the services requested. In addition, we will provide the information necessary to perform the services to the following third parties: Local Authorities - in order for Planning, Listed Building, Building Regulation and other architectural related applications to be processed.
During the performance of the Services provided additional services may be required of other construction experts or providers, such as but not limited to:
Structural Engineers
Planning Consultants
Civil Engineers
Building Contractors
Survey providers
Ordnance Survey data providers.
Your use of our Architectural Services signifies your consent for us to share your data in this way. You will be informed throughout the services provided when third parties are needed to complete the services requested.
We are not responsible for the privacy policies, content or practices of any third parties. You are advised to read the privacy policies of other websites before disclosing any personal information.
How we store your information We will retain personal information, on our systems, for no longer than necessary. We will hold on to the data for the length of time your services are performed by us and for as long as is necessary to provide support throughout your project. In most cases, this is at least six years following the completion of our appointment on a Project in which you have been involved as required by the terms of our Appointment. Potential clients and other short-term contact information is held for a period of not less than two years to ensure that, should you contact us again, we have any relevant information to hand. On closure or termination of the service with us your data will be retained for as long as is reasonably necessary to meet regulatory and or insurance requirements, resolve disputes or to enforce our Terms and Conditions.
Your information is securely stored at 13 Arm and Sword Lane, Old Hatfield, Hertfordshire AL9 5EH. We will then dispose of your information by destroying the relevant files in the following way: all paper records will be securely shredded and all electronic records will be deleted.
Your rights Under data protection law, you have rights including:
Your right of access - you have the right to ask us for copies of your personal information.
Your right to rectification - you have the right to ask us to rectify information you think is inaccurate.
You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - you have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - you have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - you have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us using the contact details at the footer of this site.
Cookies and Analytics Like most websites, our servers gather limited information about you during a session, including the IP address and domain name from which you are accessing the website, and your browser configuration. This information is only used to help us improve the content, design and performance of our website – www.ashbydesign.co.uk
Cookies allow us to record the areas of the site that have been visited by your computer. We use this data to determine which parts of the website are most popular.
Squarespace This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:
Information about your browser, network and device
Web pages you visited prior to coming to this website
Your IP address
Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a de-personalised form. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.
These analytics and performance cookies are used on this site, as described below, only when you acknowledge our cookie banner. We use analytics cookies to view site traffic, activity, and other data.
Other websites Our website may, in the future, contain links to third parties who operate within the construction industry. For example, a link to the Local Authority planning portal. We are not responsible for the privacy policies, content or practices of any external sites. You are advised to read the privacy policies of other websites before disclosing any personal information.
Contact This privacy policy forms part of Ashby Design Limited’s commitment to the principles of the Data Protection Act 1998 and the requirements under the General Data Protection Regulations 2018. If you wish to exercise your rights of access to your personal data processed by Ashby Design Limited, then please contact us at the address and email below:
Complaints Should you wish to report a complaint or if you feel that Ashby Design has not addressed your concern in a satisfactory manner, you may contact the ICO at The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113
