Privacy Policy

1. Introduction

Welcome to DEFORM LTD ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our architectural services.

By accessing or using our website, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access the site.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out our contact form or request a consultation
• Subscribe to our newsletter or marketing communications
• Engage our architectural services
• Contact us via email, phone, or post
• Participate in surveys or provide feedback

This information may include:

• Name and contact details (email address, phone number, postal address)
• Property address and project details
• Budget range and timeline preferences
• Communication preferences

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and usage, including:

• IP address and browser type
• Operating system and device information
• Pages visited and time spent on our website
• Referring website or search terms

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide architectural services: Responding to enquiries, preparing proposals, and delivering design services
• To communicate with you: Sending project updates, scheduling meetings, and providing client support
• To improve our services: Analysing website usage to enhance user experience
• To send marketing communications: With your consent, sharing news, events, and insights about architecture and design
• To comply with legal obligations: Meeting regulatory requirements and protecting our legal rights

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:

• Contractual necessity: Processing necessary to provide architectural services you have requested
• Legitimate interests: Improving our services, ensuring website security, and preventing fraud
• Legal obligation: Compliance with tax, accounting, and professional regulatory requirements
• Consent: Marketing communications (you can withdraw consent at any time)

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your data with:

• Professional consultants: Structural engineers, planning consultants, and other specialists involved in your project
• Contractors and builders: When necessary for the construction phase of your project
• Service providers: IT support, cloud storage providers, and email marketing platforms (under strict data processing agreements)
• Legal authorities: When required by law or to protect our rights

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for all data transmission
• Secure cloud storage with access controls
• Regular security assessments and updates
• Limited access to personal data by authorised personnel only
• Staff training on data protection principles

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required by law:

• Project records: 7 years after project completion (for professional indemnity purposes)
• Enquiry records: 2 years for prospective clients who do not proceed
• Marketing preferences: Until you unsubscribe or withdraw consent
• Financial records: 6 years (for tax and accounting purposes)

8. Your Rights

Under GDPR and applicable data protection laws, you have the following rights:

• Right to access: Request a copy of your personal data
• Right to rectification: Correct inaccurate or incomplete data
• Right to erasure: Request deletion of your data ("right to be forgotten")
• Right to restrict processing: Limit how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests or direct marketing
• Right to withdraw consent: Withdraw consent at any time (without affecting lawful processing before withdrawal)

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience:

• Essential cookies: Necessary for website functionality (cannot be disabled)
• Analytics cookies: Help us understand how visitors interact with our site (Google Analytics)
• Preference cookies: Remember your settings and preferences

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect website functionality.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., professional bodies, partner organisations). We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

13. Complaints

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF