Chalk Architects Ltd ("we", "us", "our") is committed to protecting and respecting your privacy.
This policy explains how we collect, use and protect personal data when you contact us, use our services, visit our website or otherwise interact with us.
Chalk Architects Ltd is the data controller responsible for your personal data and we process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
The Information We Collect
We may collect and process the following personal data:
Enquiries
- Name
- Email address
- Telephone number
- Address of project or property
- Details you provide in correspondence
Clients and project participants
- Contact details
- Site and property ownership information
- Planning and statutory application information
- Correspondence and meeting records
- Project photographs where relevant to our services
Consultants, contractors and professional contacts
- Professional contact details (business email, phone number, company details)
Website use
- Basic technical information such as IP address and browser type via standard website analytics and cookies.
We do not collect payment card details through our website.
How We Use Your Information
We use personal data only where necessary to provide architectural and professional services.
Typical uses include:
- Responding to enquiries
- Preparing and delivering architectural services
- Administering projects and appointments
- Communicating with clients, consultants, contractors and authorities
- Submitting planning and statutory applications
- Complying with legal and regulatory requirements
- Maintaining project records and professional documentation
We do not sell or trade personal data.
Lawful Basis for Processing
Under UK GDPR we rely on the following lawful bases:
| Activity |
Legal basis |
| Responding to enquiries |
Legitimate interest |
| Providing architectural services |
Contract |
| Planning and statutory submissions |
Legal obligation/public task |
| Financial records and taxation |
Legal obligation |
| Professional record keeping and risk management |
Legitimate interest |
Sharing Your Information
We may share personal data where necessary with:
- Planning authorities and statutory bodies
- Engineers and specialist consultants
- Contractors involved in a project
- Surveyors, project managers and other professional advisers
- IT service providers and cloud storage providers
- Accountants, insurers and legal advisers
We only share the minimum data necessary for the purpose.
We do not transfer personal data outside the UK unless appropriate safeguards are in place.
Data Retention
We retain information only as long as reasonably necessary.
| Data type |
Retention period |
| Project and contract records |
Up to 12 years after project completion |
| Planning and statutory submissions |
Up to 12 years |
| Financial records |
6 years (legal requirement) |
| General enquiries (not proceeding) |
Up to 24 months |
Retention reflects statutory limitation periods and professional indemnity insurance requirements.
Data Security
We take appropriate technical and organisational measures to protect personal data, including:
- Password-protected systems
- Controlled access to project files
- Secure cloud storage
- Restricted staff access
- Professional confidentiality obligations
Your Rights
Under UK GDPR you have the right to:
- Request access to your personal data
- Request correction of inaccurate data
- Request erasure (where appropriate)
- Restrict processing
- Object to processing based on legitimate interests
- Request transfer of your data to another provider
You may exercise these rights by contacting us at the details below. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Cookies and Website Use
Our website may use essential cookies and basic analytics to understand website usage. These do not identify you personally. You can control cookies through your browser settings.
Updates
We may update this policy periodically. The latest version will always be available on our website.
Contact
If you have any questions about this policy or your personal data, please email hello@chalkarchitects.co.uk or write to us at: Chalk Architects Ltd, The Gallery, 1a Wine Street, Devizes, SN10 1AP
