S H Wilkinson Architects LTD Privacy Policy

 

S H Wilkinson Architects LTD is the Data Controller responsible for your personal data. This privacy notice tells you what to expect us to do with your personal information.

 

Our contact details

Company Name: S H Wilkinson Architects LTD

Address: 6 Dale Lee, Westhoughton, Bolton, BL5 3YE

Phone Number: 01942 538 533 and 07809 373 066

E-mail: enquiries@shwilkinson.co.uk

Website: www.shwilkinson.co.uk

Company Registration Number: 10458427

VAT Registration Number:  342168708

 

 

What information we collect, use, and why

 

We collect or use personal information:

 

1. To Provide a service for clients

 

2. For information updates or marketing purposes

 

3. For research or archiving purposes

 

4. To comply with legal requirements

 

5. To deal with queries, complaints or claims

 

 

We collect or use the following personal information:

 

• Names and contact details (including email address and telephone numbers

 

• Addresses – (including mailing address, site address and billing address)

 

• Occupation

 

• Marital status

 

• Third party information (such as family members or other relevant parties)

 

• Transaction data (including details about payments from you and details of services you have purchased)

 

• Information relating to compliments or complaints e.g. customer reviews

 

• Photographs (e.g. of property or site)

 

• Video recordings (e.g. of Site Visits)

 

• Audio recordings (e.g. calls)

 

• Records of meetings and decisions

 

• Information submitted to support a Planning Application or Appeal including; site address, description of site location, applicant name, applicant address, property ownership details, previous owners name and address (if required), name and address of other third parties who have an ownership / interest in the property or land (if required), property drawings and site plans containing name and address and property photographs

 

• Details about your intentions in relation to a property or site (e.g. purchasing or selling), or title and development information

 

• Correspondence from you and from Local Planning Authorities or third party specialists or surveyors

 

• Any other personal information required to comply with legal obligations

 

 

We use the information that you/third parties have given us in order:

 

• To contact you to discuss our architectural services

 

• To contact you to provide a quote for architectural services

 

• To deliver a contractual architectural service, including the submission of various Planning Applications and Building Regulations Applications to the Planning • Portal and Local Planning Authorities or Planning Inspectorate

 

• For internal record keeping

 

 

Lawful bases and data protection rights

 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information.

 

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

 

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.

 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

 

• Your right to erasure - You have the right to ask us to delete your personal information.

 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

 

• Your right to object to processing - You have the right to object to the processing of your personal data.

 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

 

 

If you make a request, we must respond to you without undue delay and in any event within one month.

 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

 

Our lawful bases for the collection and use of your data

 

Our lawful bases for collecting or using personal information:

 

1. To Provide a service for clients

 

2. For information updates or marketing purposes

 

3. For research or archiving purposes

 

4. To comply with legal requirements

 

5. To deal with queries, complaints or claims

 

Are:

 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

 

Planning Applications can only be submitted to the Planning Portal, Local Planning Authorities and Planning Inspectorate if certain personal information is provided (detailed in ‘What Type of Information We Collect’). We will therefore submit this information to the Planning Portal, Local Planning Authorities and/or Planning Inspectorate if we are instructed to submit an application on your behalf, which will be shown on their websites. It is necessary for them to process your personal information to enable them to facilitate the planning process under the:

 

• Statutory duty under the Town and Country Planning Act 1990

 

• Statutory requirement under the Building Act 1984

 

If we submit a Planning Application on your behalf, the Application will be passed by the Planning Portal to your Local Planning Authority for review and approval. You can read the Privacy Notices for the Planning Portal, Local Planning Authorities or Planning Inspectorate on their websites.

 

For more information on our use of the above lawful bases, you can contact us using the contact details set out above.

 

 

 

Where we get personal information from

 

• Directly from you e.g. you have contacted us via Telephone or Email

 

• Completion of the ‘Request a Call Back’ form on our website

 

• Publicly available sources

 

• Third party specialist or surveyors (including builders, contractors or surveyors) who have provided your contact details

 

• From previous clients or contacts

 

 

 

How long we keep information and how your information is stored

 

Your information is securely stored. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We maintain various industry standard security technologies and tools to prevent and detect unauthorised access and amendments to our systems, including firewalls and other perimeter devices, anti-virus and threat protection systems and email and internet security software.

 

In addition, we limit access to your personal data to our employees and only share your information as outlined in this policy.

 

We will only keep your personal information for as long as is reasonably necessary to fulfil the purposes we collected it for and to deliver our service. This includes to meet any legal, regulatory, tax, accounting or reporting requirements. We maintain specific records management and retention policies and procedures, so that personal information is reviewed and deleted after a reasonable time with the following criteria:

 

• The purpose of processing your information

 

• Whether we have any legal, regulatory, tax, accounting or reporting requirements obligation to continue to process your information

 

• Any relevant agreed sector practices on how long information should be retained e.g. RIBA and ARB guidelines

 

• For the purpose of resolving disputes, defending against legal and regulatory challenges

 

We may anonymise your personal data (so that it can no longer be associated with you) for internal records. When we need to remove personal information, we will either securely delete or anonymise it.

 

Our retention schedule is a minimum of 6 years and a maximum of 15 years for project-related documents to protect against negligence claims, depending of size of project.

 

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

 

 

 

Who we share information with

 

Others we share personal information with:

 

• Insurance companies, brokers or other intermediaries

 

• Professional or legal advisors

 

• Organization’s we’re legally obliged to share personal information with

 

• Publicly on our website, social media or other marketing and information media

 

• Professional consultants

 

 

Third parties including;

 

• Planning portal and Local Planning Authorities. This will be done if we submit any Planning Applications and\/or Building Regulations Applications on your behalf.

 

• Planning Inspectorate. This will be done if we submit any Planning Appeals on your behalf

 

• Third party specialists and/or surveyors or contractors. This will only be done at your request

 

• QuickBooks. Accounting Software used to issue client invoices and keep records of client payments and general business accounting activities including VAT returns and end of year accounts

 

• Accountant for general business accounting purposes e.g. to produce end of year accounts

 

• Research and Development applications

 

 

Sharing information outside the UK

 

We do not transfer any data outside the UK. Where necessary, some of the Third parties we share your information with may transfer personal information outside of the UK.

 

For further information, please contact us using the contact information provided above.

 

 

 

Cookie Policy

 

Please see our Website: http://www.shwilkinson.co.uk/cookie-policy.html

 

 

 

How to complain

 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

 

The ICO’s address:

 

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Privacy Notice Last updated 17/04/2026