Client Privacy Notice

Effective Date: 14.03.2026

1. Who We Are

Misbourne Design Associates Limited is an architectural design consultancy providing domestic and commercial architectural services.

We are a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Registered Office and Trading Address:
63 High Street
Charlgrove
Oxfordshire
OX44 7SS

Email: [Insert Contact Email]
Telephone: [Insert Telephone Number]
ICO Registration Number: [Insert once obtained]

2. Purpose of This Notice

This Privacy Notice explains how we collect, use, store and protect personal data in the course of providing architectural services.

It applies to:

• Private domestic clients
• Commercial clients
• Property owners
• Developers
• Consultants engaged on projects

3. Personal Data We Collect

In the course of providing services, we may collect:

Identity & Contact Information

• Full name
• Postal address
• Email address
• Telephone number

Project Information

• Property address
• Ownership details
• Planning history
• Survey data
• Architectural drawings
• Site photographs
• Correspondence

Financial Information

• Invoicing details
• Payment records

We do not intentionally collect special category (sensitive) data unless required and agreed.

4. How We Use Your Personal Data

We process personal data to:

• Provide architectural design services
• Prepare drawings and specifications
• Submit planning and Building Regulations applications
• Coordinate with consultants and contractors
• Administer contracts and invoices
• Comply with legal and regulatory obligations
• Protect our legal position in the event of dispute

5. Lawful Basis for Processing

We rely on the following lawful bases:

Contractual Necessity

To perform our services under your appointment agreement.

Legal Obligation

To comply with planning law, Building Regulations, taxation and professional obligations.

Legitimate Interests

For business administration, record keeping, insurance protection and risk management.

Consent (Where Applicable)

For example:

• Use of project photographs for marketing
• Publication of testimonials

Consent may be withdrawn at any time.

6. Sharing Your Information

We may share personal data with:

• Structural engineers
• Planning consultants
• Party wall surveyors
• Approved Inspectors or Building Control bodies
• Local Planning Authorities
• Contractors appointed to the project
• Professional advisers (accountants, insurers, legal advisers)
• Secure IT and cloud service providers

We only share information necessary for the relevant purpose and ensure appropriate safeguards are in place.

We do not sell personal data.

7. Data Retention

Due to the nature of architectural services and potential contractual liability, we retain records as follows:

• Project records and contractual documents: typically 6 years after project completion, or longer where required for professional indemnity protection
• Planning documentation: retained in line with statutory limitation periods
• Financial records: 6 years in accordance with HMRC requirements

Archived records are stored securely.

8. Data Security

We implement appropriate technical and organisational measures including:

• Secure password-protected systems
• Controlled access to project files
• Secure cloud storage
• Regular security updates

While we take reasonable steps to protect data, no method of electronic transmission is completely secure.

9. International Data Transfers

Where IT or cloud providers store data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.

10. Your Rights

Under UK GDPR, you have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request erasure (where legally permissible)
• Restrict processing
• Object to processing
• Request data portability (where applicable)

You also have the right to lodge a complaint with the Information Commissioner’s Office
(www.ico.org.uk).

We encourage you to contact us first so that we can resolve any concerns directly.

11. Marketing & Project Promotion

We may wish to use:

• Photographs of completed projects
• General project descriptions
• Testimonials

We will seek your consent where your property or identity is reasonably identifiable.

You may withdraw consent at any time.

12. Changes to This Notice

We may update this Client Privacy Notice from time to time. The latest version will be available upon request.

Leave your number and we'll call you back to discuss your project.