Privacy Policy
At Arkipad, we respect your privacy and are committed to protecting your personal information.
This privacy policy explains what information we may collect when you contact us, use our website or work with us, how we use that information, who it may be shared with and the rights you have in relation to your personal data.
01 Who We Are
Arkipad is an architectural practice based in Cheltenham, Gloucestershire, providing architectural design and related services to homeowners and other clients.
For the purposes of UK data protection law, Arkipad is the data controller for the personal information described in this privacy policy. This means we are responsible for deciding how and why that information is collected and used.
If you have any questions about this privacy policy or how we use your personal information, you can contact us at:
Arkipad
The Limes, Bayshill Road
Cheltenham
GL50 3AW
hello@arkipad.co.uk
01242 357087
02 Information We Collect
We may collect personal information when you contact us, make an enquiry, use our website or engage Arkipad to provide architectural services.
The information we collect will depend on the nature of our relationship with you and may include:
Contact information — such as your name, address, email address and telephone number.
Project information — information about your property, proposed project, requirements, budget and other details you provide to us as part of an enquiry or architectural commission.
Correspondence — emails, messages, meeting notes and other communications relating to your enquiry or project.
Professional and financial information — information required for fee proposals, invoicing, payments, contracts and the administration of our architectural services.
Information from third parties — where relevant to a project, we may receive information from consultants, contractors, local authorities or other professionals involved in the work.
Website information — when you visit our website, certain technical information may be collected through cookies and similar technologies, such as information about your device, browser and how you interact with the site. Further information is provided in the Cookies & Our Website section below.
We only seek to collect personal information that is relevant to our work and the services we provide.
03 How We Use Your Information
We use personal information where it is necessary to respond to enquiries, provide our architectural services, manage projects and operate our practice.
This may include:
Responding to enquiries — communicating with you about a potential project, arranging meetings or site visits and preparing fee proposals.
Providing architectural services — developing designs, preparing drawings and documents, making applications and progressing the services you have appointed us to undertake.
Managing and coordinating projects — communicating with consultants, contractors, local authorities and other parties where this is necessary for the development and delivery of your project.
Administering our relationship with you — maintaining project records, issuing invoices, processing payments and managing contractual and professional obligations.
Meeting legal and regulatory requirements — retaining and using information where necessary to comply with applicable laws, professional obligations, insurance requirements or requests from relevant authorities.
Operating and improving our website and practice — understanding how our website is used, maintaining its security and improving the information and services we provide.
We will not use your personal information for purposes that are incompatible with those for which it was originally collected unless we have a lawful reason to do so.
04 Our Lawful Basis for Using Your Information
UK data protection law requires us to have a lawful basis for collecting and using personal information. The lawful basis we rely on will depend on why we are using the information.
For the activities described in this privacy policy, we may rely on:
Contract — where using your information is necessary to provide architectural services you have asked us to undertake, or to take steps at your request before entering into an agreement with you.
Legitimate interests — where it is reasonably necessary for the operation of our architectural practice, the administration of projects, communication with clients and other project participants, or the protection of our professional and business interests, provided those interests are not overridden by your rights and freedoms.
Legal obligation — where we need to collect, retain or disclose information in order to comply with a legal or regulatory requirement.
Consent — where we specifically ask for your consent to use personal information for a particular purpose. Where we rely on consent, you may withdraw it at any time.
In some circumstances, more than one lawful basis may apply to our use of your information.
06 How Long We Keep Your Information
We keep personal information only for as long as it is reasonably necessary for the purposes for which it was collected, including providing our architectural services and meeting any legal, regulatory, contractual, insurance or professional obligations.
The length of time information is retained will depend on its nature and the reason we hold it. Project records may need to be retained after a project has been completed in order to maintain an appropriate professional record of the services provided and to respond to any future queries or claims.
Financial and accounting records may also be retained for the periods required by applicable tax and accounting legislation.
Information relating to enquiries that do not proceed to a commission will generally be retained only for as long as it remains reasonably relevant to the enquiry or our legitimate business interests.
When personal information is no longer required, we will take reasonable steps to delete it securely or otherwise dispose of it appropriately.
07 How We Protect Your Information
We take the security of personal information seriously and use reasonable organisational and technical measures to protect the information we hold against unauthorised access, loss, misuse, alteration or disclosure.
Personal and project information is stored using the systems and services we use to operate our architectural practice, with access limited to those who reasonably need the information for their work.
Where we use third-party service providers to store or process information on our behalf, we seek to use reputable providers with appropriate security and data protection arrangements.
While no method of storing or transmitting information can be guaranteed to be completely secure, we regularly consider how information is handled within our practice and take reasonable steps to protect it.
08 Cookies & Our Website
Our website may use cookies and similar technologies to help it function correctly, understand how visitors use the site and improve the experience we provide.
Essential cookies — some cookies are necessary for the website to operate correctly and provide features requested by visitors.
Analytics cookies — where enabled, these may help us understand how visitors interact with our website, such as which pages are visited and how people navigate through the site. This information helps us understand and improve the performance of our website.
Third-party services — our website is hosted using Squarespace and may use other third-party services that place or access cookies as part of providing website functionality or analytics.
Where required, non-essential cookies will only be used in accordance with the choices you make through our cookie banner or cookie settings. You can change your cookie preferences using the controls provided on the website and can also manage cookies through your browser settings.
Disabling certain cookies may affect some features or functionality of the website.
09 Your Data Protection Rights
Under UK data protection law, you have a number of rights in relation to your personal information. The rights available to you will depend on the circumstances and the lawful basis on which we are using your information.
These may include:
Right of access — you can ask us for copies of the personal information we hold about you.
Right to rectification — you can ask us to correct personal information that you believe is inaccurate or complete information that is incomplete.
Right to erasure — in certain circumstances, you can ask us to delete your personal information.
Right to restrict processing — in certain circumstances, you can ask us to limit how we use your personal information.
Right to object — you may have the right to object to our use of your personal information in certain circumstances, including where we rely on legitimate interests.
Right to data portability — in certain circumstances, you can ask us to transfer information you have provided to us to another organisation or provide it to you in a suitable format.
Where we rely on your consent to use personal information, you also have the right to withdraw that consent at any time.
You will not normally be required to pay a fee to exercise your rights. We may need to ask you for information to confirm your identity before responding to a request.
If you wish to exercise any of these rights, please contact us using the details below.
10 How to Contact Us
If you have any questions about this privacy policy, how we use your personal information or would like to exercise any of your data protection rights, please contact us:
Arkipad
The Limes, Bayshill Road
Cheltenham
GL50 3AW
Email: hello@arkipad.co.uk
Telephone: 01242 357087
We will aim to respond to data protection requests within the timescales required by applicable law.
Making a Complaint
If you have concerns about how we use your personal information, we'd encourage you to contact us in the first instance so that we have an opportunity to address them.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent authority for data protection.
Information Commissioner's Office – make a complaint
Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes to our services, the way we use personal information or applicable legal requirements. The latest version will always be published on this page.
Last updated: August 2026