Last updated: [INSERT DATE HERE]
This Privacy Policy explains how [INSERT LEGAL BUSINESS NAME HERE] collects, uses, stores and protects personal information when you visit our website, contact us, download a resource, book a consultation, make an enquiry, purchase a service, or work with us.
Our website is: [INSERT WEBSITE DOMAIN HERE]
We are committed to handling personal information lawfully, fairly and transparently.
This policy is designed for a UK-based architecture practice and has been prepared with UK data protection requirements in mind, including the UK GDPR and the Data Protection Act 2018.
This template should be reviewed and adapted before publication. It is not legal advice.
1. Privacy at a Glance
We collect personal information when you interact with us, such as when you complete a form, download a guide, book a call, purchase a consultation, send us project information, or become a client.
This may include your name, contact details, property address, project information, plans, drawings, photographs, budget details, payment information and communications with us.
We use this information to:
Respond to enquiries
Send requested resources
Book consultations or appointments
Provide architectural advice and services
Prepare proposals and quotations
Manage client relationships and projects
Process payments
Improve our website and marketing
Send relevant updates where permitted
Meet legal, accounting, insurance and professional obligations
We do not sell your personal information.
We may share your information with trusted third parties where needed, such as website platforms, payment processors, email systems, analytics providers, advertising platforms, consultants, contractors, professional advisers, planning authorities, building control bodies and other parties involved in delivering our services.
2. Who We Are
The organisation responsible for your personal information is:
[INSERT LEGAL BUSINESS NAME HERE]
[INSERT BUSINESS ADDRESS HERE]
[INSERT CONTACT EMAIL HERE]
[INSERT COMPANY REGISTRATION NUMBER HERE, IF APPLICABLE]
[INSERT VAT NUMBER HERE, IF APPLICABLE]
In this policy:
“We”, “us” and “our” means [INSERT LEGAL BUSINESS NAME HERE].
“You” means website visitors, prospective clients, clients, suppliers, consultants, contractors and anyone else who interacts with us.
For privacy questions, please contact:
[INSERT CONTACT EMAIL HERE]
3. What Personal Information We Collect
We may collect and use the following types of personal information.
Contact details
This may include:
Name
Email address
Telephone number
Postal address
Business name, where relevant
Job title, where relevant
Enquiry and project information
This may include:
Property address
Site address
Type of project
Project goals
Design preferences
Budget range
Timescales
Planning history
Property details
Family or household requirements
Lifestyle requirements relevant to the project
Any information you provide in forms, calls, emails, meetings or documents
Property, design and visual information
As part of an enquiry, consultation or project, you may choose to send us:
Photographs of your property
Floor plans
Drawings
Surveys
Sketches
Planning documents
Site information
Videos
Measurements
Design briefs
Inspiration images
Other documents or materials relevant to your project
Please only send us information that is relevant to your enquiry or project.
Payment and transaction information
If you purchase a consultation, workshop, design service, professional service or other paid offer, we may collect information needed to process the transaction.
This may include:
Billing name
Billing address
Email address
Payment status
Invoice details
Transaction reference
Details of the service purchased
Payments may be processed by:
[INSERT YOUR PREFERRED PAYMENT PROCESSOR HERE]
We do not usually store full card details ourselves. Payment details are normally processed securely by the payment provider.
Website and technical information
When you visit our website, certain information may be collected automatically, including:
IP address
Device type
Browser type
Operating system
Pages visited
Time spent on pages
Links clicked
Referral source
Approximate location
Cookie and tracking information
Interaction with forms, adverts or landing pages
Marketing and communication information
This may include:
Email preferences
Opt-in status
Email opens and clicks
Resources downloaded
Events registered for
Pages visited
Advertising interactions
Communication history
Special category information
In some cases, you may voluntarily provide information about accessibility needs, mobility requirements, health-related requirements, disability adaptations, care needs or other personal circumstances relevant to your project.
This type of information may be considered special category data under data protection law.
We will only use this information where it is relevant to your enquiry or project, where you have provided it voluntarily, and where we have an appropriate lawful basis to use it.
[INSERT ANY PRACTICE-SPECIFIC APPROACH TO SPECIAL CATEGORY DATA HERE]
4. How We Collect Personal Information
We may collect personal information when you:
Visit our website
Complete a contact form
Download a guide, checklist, brochure or resource
Register for a webinar, event or workshop
Book a consultation, call or appointment
Purchase a service
Email, call or message us
Send us plans, drawings, photographs or project information
Communicate with us through social media
Interact with our adverts
Subscribe to our email list
Become a client
Work with us as a supplier, contractor or consultant
The ICO says privacy information should usually be provided at the point personal data is collected, including when someone fills in a form or when tracking is used online.
5. How We Use Your Personal Information
We may use your personal information for the following purposes.
To respond to enquiries
We use your information to respond when you contact us, ask a question, request a call, complete a form or enquire about our services.
To provide requested resources
If you request a guide, checklist, brochure, webinar, video, download or similar resource, we use your information to send it to you and follow up where appropriate.
To provide architectural services
We use your information to understand your needs, assess your project, prepare advice, create proposals, provide consultations, produce design work, manage project communication and deliver our agreed services.
To prepare proposals, quotations and agreements
We may use your information to prepare fee proposals, quotations, contracts, appointment letters, scope documents and related communications.
To manage projects
Where you become a client, we may use your information to manage your project, coordinate communication, keep records, liaise with consultants, submit information to relevant bodies and provide professional services.
To process payments and manage accounts
We use payment and billing information to process payments, issue invoices, manage receipts, keep financial records and comply with tax and accounting obligations.
To send marketing communications
Where permitted, we may send emails about our services, resources, events, news, insights or offers.
You can unsubscribe from marketing emails at any time.
To improve our website and marketing
We may use website data, analytics and advertising information to understand how people use our website, improve our content, measure campaigns and make our services more relevant.
To use advertising and retargeting
We may use cookies, pixels and similar tools to show relevant adverts to people who have visited our website or interacted with our content.
To comply with legal and professional obligations
We may use your information where needed for legal, regulatory, tax, accounting, insurance or professional reasons.
To protect our business
We may use information to prevent fraud, protect our systems, manage disputes, enforce agreements, recover payments, protect legal rights or respond to lawful requests.
6. Our Lawful Basis for Using Personal Information
Under UK data protection law, we need a lawful basis to use your personal information.
Depending on the situation, we may rely on one or more of the following lawful bases.
Consent
We may rely on consent where you opt in to marketing emails, accept non-essential cookies, request certain communications, or provide information for a specific purpose.
You can withdraw consent at any time.
Contract
We may use your information where it is necessary to take steps before entering into a contract or to perform a contract with you.
For example, this may apply when you request a proposal, book a paid consultation, purchase a service or become a client.
Legitimate interests
We may use your information where it is necessary for our legitimate business interests and your rights do not override those interests.
This may include responding to enquiries, improving services, keeping business records, managing client relationships, protecting our business and carrying out appropriate marketing activity.
Legal obligation
We may use your information where we are legally required to do so, such as for tax, accounting, regulatory, insurance or compliance reasons.
Explicit consent or other lawful basis for special category data
Where we process special category data, such as health-related or accessibility information, we will only do so where we have an appropriate lawful basis and, where required, an additional condition such as explicit consent.
7. ClickFunnels and Website Platform Use
We may use ClickFunnels to operate parts of our website, landing pages, forms, funnels, checkout pages, email automations, analytics, booking journeys and related online functionality.
This means information you submit through our website, landing pages, forms, checkout pages or funnel pages may be processed through ClickFunnels and any connected tools we use.
We may also connect ClickFunnels with other platforms, such as:
Payment processors
Email systems
Analytics tools
Advertising pixels
Calendar or booking tools
CRM systems
Automation tools
Notification tools
[INSERT DETAILS OF CLICKFUNNELS INTEGRATIONS USED HERE]
You should also review the privacy policies of any third-party platforms used in connection with our website or services.
8. Email Marketing
We may use ClickFunnels or another email marketing platform to send emails, manage subscribers, deliver resources, follow up enquiries and communicate with people who have requested information from us.
We may send you marketing emails if:
You have subscribed to our email list
You have requested a resource
You have registered for an event or webinar
You have enquired about our services
You are an existing client and the communication is relevant
We otherwise have a lawful basis to contact you
You can unsubscribe at any time by clicking the unsubscribe link in our emails or contacting us at:
[INSERT CONTACT EMAIL HERE]
We will not sell your personal information to third-party marketing companies.
9. Optional — SMS or Text Message Communications
[DELETE THIS SECTION IF NOT USED]
If you provide your mobile number and agree to receive text messages from us, we may send you appointment reminders, service updates, project-related messages or marketing messages by SMS or similar messaging services.
You can opt out of marketing text messages at any time by following the instructions in the message or contacting us at:
[INSERT CONTACT EMAIL HERE]
Text messages may be sent through:
[INSERT SMS OR MESSAGING PROVIDER HERE]
We will not send automated marketing text messages unless we have the appropriate consent or another lawful basis to do so.
10. Cookies and Similar Technologies
Our website may use cookies, pixels, tags and similar technologies.
These technologies may be used by us, ClickFunnels, analytics providers, advertising platforms and other third-party tools.
They may help us:
Make the website work properly
Remember preferences
Understand how visitors use the website
Measure marketing performance
Improve user experience
Show relevant adverts
Retarget visitors who have interacted with our website
Understand which pages, forms or campaigns are performing
The ICO says organisations must explain cookies and similar technologies and obtain consent for non-essential cookies, unless an exemption applies.
Types of cookies we may use include:
Essential cookies
These are needed for the website to work properly.
Analytics cookies
These help us understand how visitors use the website.
Advertising cookies
These help us measure advertising and show more relevant adverts.
Functionality cookies
These help remember preferences or improve the browsing experience.
You can manage cookies through our cookie banner, cookie settings tool or your browser settings.
[INSERT LINK TO COOKIE SETTINGS TOOL OR COOKIE POLICY HERE]
11. Analytics and Advertising Platforms
We may use analytics and advertising tools to measure website traffic, understand user behaviour, improve campaigns and show relevant adverts.
These may include:
Google Analytics
Google Ads
Meta/Facebook Pixel
LinkedIn Insight Tag
Other advertising or analytics platforms
[INSERT SPECIFIC ANALYTICS AND ADVERTISING PLATFORMS USED HERE]
These tools may collect information about your device, browser, website activity, approximate location, referral source and interaction with adverts or pages.
Where required, these tools should only be used after obtaining appropriate cookie consent.
12. Automated Decision-Making and Profiling
We do not use your personal information to make automated decisions that have a legal or similarly significant effect on you.
We may use analytics, advertising and tracking tools to understand website behaviour and show more relevant content or adverts. This may involve limited profiling for marketing purposes.
You can control some tracking through cookie settings, browser settings and privacy controls provided by advertising platforms.
13. Who We Share Personal Information With
We may share your personal information with trusted third parties where necessary to operate our business, provide our services, manage your project, process payments, comply with legal obligations or protect our rights.
This may include:
ClickFunnels
Website hosting providers
Website support providers
Email marketing providers
Payment processors
Booking and calendar tools
Cloud storage providers
IT support providers
Analytics providers
Advertising platforms
CRM or project management tools
Accountants and bookkeepers
Legal advisers
Insurance providers
Business advisers
Planning consultants
Structural engineers
Surveyors
Contractors
Suppliers
Local authorities
Planning departments
Building control bodies
Other consultants or professionals involved in your project
We aim to share only the information needed for the relevant purpose.
We may also disclose personal information if required by law, regulation, court order, professional obligation or lawful request from an authority.
14. Professional Consultants and Project Partners
Architectural projects often involve other professionals and third parties.
Where relevant to your project, we may share necessary information with consultants, contractors, suppliers, local authorities, planning departments, building control bodies, surveyors, engineers or other project partners.
This may include your name, contact details, property details, plans, drawings, project brief, site information and other information needed to progress the project.
We will only share information where it is appropriate and relevant to the services being provided.
15. Business Transfers
If our business is sold, merged, reorganised, transferred or taken over, personal information may be transferred as part of that transaction where lawful and appropriate.
Where this happens, we will take reasonable steps to ensure personal information continues to be protected.
16. International Data Transfers
Some of the platforms, software tools and service providers we use may process personal information outside the United Kingdom.
This may include providers such as ClickFunnels, payment processors, analytics providers, advertising platforms, cloud storage providers, email systems or other business software tools.
Where personal information is transferred outside the UK, we will take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable data protection law.
This may include using providers that rely on recognised transfer mechanisms, contractual safeguards or other lawful arrangements.
[INSERT DETAILS OF ANY KNOWN INTERNATIONAL TRANSFER SAFEGUARDS OR PROVIDERS HERE]
17. How Long We Keep Personal Information
We only keep personal information for as long as necessary for the purposes for which it was collected.
The length of time we keep information may depend on:
The type of information
The reason it was collected
Whether you become a client
Whether we need to keep records for legal, tax, insurance or professional reasons
Whether there is an ongoing project, enquiry, claim or dispute
Whether you remain subscribed to our email list
Whether professional obligations require us to keep project records
As a guide:
General enquiries may be kept for [INSERT RETENTION PERIOD HERE]
Consultation records may be kept for [INSERT RETENTION PERIOD HERE]
Client project records may be kept for [INSERT RETENTION PERIOD HERE]
Financial and accounting records may be kept for [INSERT RETENTION PERIOD HERE]
Marketing subscriber records may be kept until you unsubscribe or request deletion, unless we have another lawful reason to retain limited records
Analytics records may be kept for [INSERT RETENTION PERIOD HERE]
If no specific retention period is stated, we will use reasonable criteria to decide how long to keep the information. The ICO says organisations should either state retention periods or explain the criteria used to decide how long personal data is kept.
18. How We Protect Personal Information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, alteration, disclosure or destruction.
These steps may include:
Password-protected systems
Secure cloud-based platforms
Access controls
Secure payment processing
Website security tools
Limited access to client records
Confidentiality obligations for staff, contractors or consultants
Use of reputable third-party software providers
Regular review of systems and processes
However, no website, email system, cloud service or online platform can be guaranteed to be completely secure.
If we become aware of a personal data breach that creates a risk to your rights and freedoms, we will take appropriate steps in accordance with applicable law.
19. Your Data Protection Rights
Under UK data protection law, you may have rights in relation to your personal information.
These may include:
The right to be informed about how your data is used
The right to access the personal information we hold about you
The right to ask us to correct inaccurate or incomplete information
The right to ask us to delete your information in certain circumstances
The right to ask us to restrict how we use your information
The right to object to certain uses of your information
The right to data portability in certain circumstances
The right to withdraw consent where we rely on consent
The right to complain to the Information Commissioner’s Office
The ICO lists access, rectification, erasure, restriction, objection and data portability as rights individuals may have in relation to personal data.
To exercise your rights, please contact us at:
[INSERT CONTACT EMAIL HERE]
We may need to verify your identity before responding.
Some rights are subject to conditions and exemptions, so we may not always be able to comply with every request in full.
20. Choosing Not to Provide Information
You do not have to provide personal information to browse most areas of our website.
However, if you choose not to provide certain information, we may not be able to:
Respond to your enquiry
Send you a requested resource
Book a consultation
Provide a quotation
Process a payment
Assess your project
Provide architectural advice
Deliver our services
21. Third-Party Websites, Platforms and Social Media
Our website may contain links to third-party websites, platforms, tools or services.
We may also maintain profiles on social media platforms such as Facebook, Instagram, LinkedIn, YouTube, Pinterest or others.
If you interact with us through a third-party platform, that platform may also collect and use your personal information according to its own privacy policy.
We are not responsible for the privacy practices, content or security of third-party websites or platforms.
You should review their privacy policies before providing personal information to them.
22. Children’s Privacy
Our website and services are not intended for children.
We do not knowingly collect personal information from children through our website.
If you believe a child has provided us with personal information, please contact us at:
[INSERT CONTACT EMAIL HERE]
23. Complaints
If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.
You can contact us at:
[INSERT CONTACT EMAIL HERE]
You also have the right to complain to the UK data protection regulator, the Information Commissioner’s Office.
Website: https://ico.org.uk
24. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
When we make changes, we will update the “Last updated” date at the top of this page.
We recommend reviewing this policy occasionally so you understand how we use and protect your information.
25. Contact Us
If you have any questions about this Privacy Policy or how we handle personal information, please contact us:
[INSERT LEGAL BUSINESS NAME HERE]
[INSERT BUSINESS ADDRESS HERE]
[INSERT CONTACT EMAIL HERE]
[INSERT WEBSITE DOMAIN HERE]