Privacy Policy

Privacy Policy

Version 1.3  (Updated: 20th April 2023)

Maintaining your privacy and your trust is very important. We strive to be especially clear on how we use your personal information if and when we collect it, and on the ways in which we can work together to protect your privacy. 

This document is for compliance with the Data Protection & Privacy legislation.

This Privacy Notice explains the:

  • Identity and contact information of the data controller
  • Legitimate interests of the data controller or third party (if applicable)
  • Purpose of the processing and the lawful basis for the processing
  • Categories of personal data to be processed
  • Details of whether personal data came from direct or indirect sources
  • Recipients or categories of recipients of the personal data
  • Details of data transfers to a third country and safeguards
  • Length of time personal data is processed and any criteria used to establish the length of time the data is processed
  • Data Subject’s Rights (Your rights)
  • Right to complain to the supervisory authority/regulator
  • Details of any part of a statutory or contractual requirement and possible consequences of failing to provide the personal data
  • The existence of any automated decision making, including profiling and information about how decisions are made

What products and services are covered by this notice?

This Privacy Policy applies to the information that we may obtain from you through our interactions and contracts / Instructions, collectively called the “Services”. If you have any questions or need more information about these Services, please contact us at the email address in the section below.

Data Controller

For the purposes of the data protection & privacy legislation the Data Controller is:-

RGP Architects Ltd.               (“I”, “we”, “us”, “our”)

Legal Status:Limited Company, 06556235

Contacting Us

If you have any questions about our Site or this Privacy Notice, please contact us:

  • by email at
  • by telephone on: +44 (0) 1271 345 304
  • or by post at: Victoria Street, Barnstaple, Devon, EX32 9HT, UK.

Data Protection (Charges and Information) Regulations 2018

We are not registered with the Information Commissioners Office as we only process personal data for the following reasons:

Staff Administration, Accounts and Records for our own business and an exemption applies.

Purpose and legitimate interest

How do we use the information we collect?

We may use the information we collect for a variety of purposes, including to:

  • provide you with the services or information that you have asked for;
  • keep a record of your relationship with us
  • send you correspondence and communicate with you in relation to our services;
  • provide consultations;
  • liaise and correspond with professional bodies such as surveyors, structural engineers etc. in respect of providing our services;
  • meet our legal obligations;
  • facilitate credit (where applicable);
  • protect our intellectual property right(s);
  • prevent fraud;
  • protect your vital interests;
  • respond to or fulfil any requests, complaints or queries that you may have;
  • understand how we can improve our services or information;
  • generate reports on our work and service; and
  • safeguard our customers, suppliers, visitors and contractors.

Lawful Basis of Processing

General Personal Data:

  1. Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
  2. Processing is necessary for compliance with a legal obligation to which the controller is subject.
  3. Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

Special Category Personal Data

  1. Processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by domestic law or a collective agreement pursuant to domestic law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
  2. The data subject has given explicit consent to the processing of those personal data for one or more specified purposes.
  3. Processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity


Categories of personal data and Sources

What information do we collect from you, and how is it used?



You can visit our premises and/or website without telling us who you are and without revealing any personal information about yourself. To provide full service however and if contacting us directly by other means, we will most often need to collect some personal information. For instance, we collect information about you when you complete and online form, register a booking and when you create or modify your personal data for one of our Services. The types of Information we collect may include:

Purposes of processing

Categories of individuals

Categories of personal data

Client Administration


Contact details


Financial details

Employee Administration


Contact details incl. emergency information


Financial details


Health details

Supplier Administration


Contact details


Financial details


We do not facilitate processing personal data of data subjects under the age of consent (children (13)).


From cookies: We may also collect “cookie” information that we may save to your computer or electronic device. If you do not accept cookies, you may not be able to use all functionality of our on-line Services.

For specific information on cookies, please read our cookie policy.


Logs: We may record certain information and store it in log files when you interact with our Services. This information may include Internet protocol (IP) or other device addresses or ID numbers as well as browser type, Internet service provider, URLs of referring/exit pages, operating system, date/time stamp, information you search for, locale and language preferences, your mobile carrier, and system configuration information.

Analytics: We and our analytics providers also collect and store analytics information when you use our Services to help us improve our Services. We make sure this data is anonymous by not connecting any analytics data to personally identifiable data such as a name, email address, physical address, or phone number.

Social Media: There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page. You can find further information about some social media privacy and usage policies in the data transfers, data processor information section below.

Public sources: Personal data may be obtained from public registers (such as Companies House), news articles, sanctions lists’, and Internet searches.


How might we share information?

We are not in the business of selling your personal information. We consider this information to be a vital part of our relationship with you. There are, however, certain circumstances in which we may share your personal information with third party data processors, as set forth below:

Other Professional Entities: such as surveyors, structural engineers etc. in respect of providing our services only.

Payment Processing: We use a third-party service provider to manage credit card processing. This service provider is not permitted to store, retain, or use billing information except for the sole purpose of credit card processing.

Where we are required to do so under statutory obligation: HMRC, Accountants and other professional service organisations

Compliance with Laws and Law Enforcement Requests; Protection of Our Rights: We may disclose your information (including your personal information) to a third party if:

  • We believe that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process or governmental request
  • To protect the security or integrity of our products and services
  • To protect our property, rights, and safety and that of our customers or the public from harm or illegal activities
  • To respond to an emergency which we believe in the good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person; or
  • To investigate and defend ourselves against any third-party claims or allegations.


Business Transfers:

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. We will notify you of such a change in ownership or transfer of assets by posting a notice on our website.


Data Transfers

We store your data on secure servers located in the UK when you interact directly with us or by visiting our website.  We take appropriate organisational and technical measures to protect your personal information that we hold. We limit access to personal information to those who we believe reasonably need to come into contact with that information in order to carry out their day-to-day activities.

Data Processor Information

All data processors acting on behalf of the data controller have appropriate safeguards in place.

In addition, and for full transparency, the following third-party service provider(s) are used by us and only process data in accordance with the instructions from the data controller:


Purpose of Processing


Facebook Ireland Limited

Facebook Social Media Business Page



How long will we keep the personal data?

Retaining some data may be subject to a statutory retention period and this must be adhered to, (to keep certain data for a minimum period of time). This may include personal data (name, address, contact details), but on expiry of such statutory requirement, such data will be destroyed securely. Where possible any personally identifiable data will be anonymised or pseudonymised.


Statutory or other requirements

The data controller may process personal data as part of a statutory requirement, and/or as part of any contractual agreement.  Not supplying the required personal data may affect the provision of the controller’s services; for example, an email to furnish with updates information etc. or an address to fulfil an order.

Profiling and Automated Decision Making

No profiling or automatic decision-making processes are undertaken by the data controller in respect of any personal data processing activities.


Your rights
Your fundamental rights as a Data Subject are:
  1. The right to be informed
  2. The right of access
  3. The right of rectification
  4. The right of erasure (often known as the right to be forgotten)
  5. The right to prevent processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automatic decision making and profiling

Under the right of access (2), you have the right to have:

– confirmation that your data is being processed;

– access to your personal data; and

– other supplementary information

So that you are aware of and can verify the lawfulness of the processing.

Your right to access can be exercised by contacting the data controller as above.

Not all fundamental rights are absolute.

Your right to complain to the Commissioner

You have the right to complain about organisations processing your personal data.  You can exercise this right by contacting the Commissioner as follows:

Head office

Information Commissioner’s Office
Wycliffe House
Water Lane

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Enquiry Form

Enquiry Form
I have read and understand the website privacy policy