iB Architects Ltd – Privacy Policy
Last updated: December 2025
iB Architects Ltd (“iB Architects”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we look after your personal data when you visit our website, work with us, enter one of our events or prize draws, or sign up for updates. It also outlines your privacy rights and how UK data protection law protects you.
1. Important Information and Who We Are
This privacy policy aims to give you clear information on how we collect and process your personal data.
It supplements any other notices we may issue and is not intended to override them.
Controller
iB Architects Ltd is the data controller responsible for your personal data.
Contact Details
If you have any questions about this privacy policy or your data rights, please contact:
Data Protection Contact
iB Architects Ltd
Email: Studio@ib-architects.co.uk
Postal address: The Studio, 45 Enborne Grove, Newbury, RG14 6BH
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) at www.ico.org.uk. We would appreciate the chance to address your concerns before you contact the ICO, so please contact us directly in the first instance.
Changes to this Policy
We keep our privacy policy under regular review.
This version was last updated in December 2025.
Please keep us informed if your personal data changes during your relationship with us.
Third-Party Links
Our website may include links to third-party websites or services. Clicking those links may allow third parties to collect or share data. We are not responsible for their privacy practices. We encourage you to read their privacy policies.
Children
Our website and services are not intended for children, and we do not knowingly collect personal data relating to children.
2. The Data We Collect About You
Personal data means any information that identifies you.
We may collect, use and store the following categories:
Identity Data
First name, last name, title.
Contact Data
Email address, telephone number, and postal address.
Project-Related Data
Information you provide in relation to architectural enquiries, project briefs, or service discussions.
Event & Prize Draw Data
Information submitted when registering for events (e.g., “Around the Table”) or entering prize draws.
Marketing & Communications Data
Your preferences for receiving updates, newsletters, invitations, and marketing from us.
Technical Data
Your IP address, browser type, browsing actions and patterns collected through cookies. (See cookie policy.)
Aggregated Data
We may process statistical or demographic data, but this does not identify you. If it ever does, we treat it as personal data.
Special Category Data
We do not collect special category data (e.g., health, ethnicity) or criminal offence data.
3. How We Collect Your Personal Data
We collect data in the following ways:
Direct Interactions
You may give us data by:
contacting us about a project or service
completing a web enquiry form
entering a prize draw
registering for an event
subscribing to updates
communicating with us by email, phone or in person
Automated Technologies
We collect Technical Data via cookies when you interact with our website. (See our cookie policy.)
Third Parties
We may receive Technical Data from:
analytics providers such as Google (outside the UK/EU)
We may also receive Identity or Contact Data from:
public sources such as Companies House or the Electoral Register.
4. How We Use Your Personal Data
We will only use your personal data where permitted by law. Most commonly, we use your data for:
Performance of a contract – for example, responding to architectural enquiries or providing services.
Legitimate interests – such as improving our website, managing our business, or communicating relevant updates.
Legal obligations – such as complying with tax or regulatory requirements.
Consent – for sending marketing communications. You can withdraw this at any time.
Purposes for Using Your Data
Purpose / Activity: Responding to enquiries and providing architectural services
Type of Data: Identity, Contact, Project-Related
Lawful Basis: Performance of a contract; Legitimate interest
Retention Period: 12 years after project completion or last contact
Purpose / Activity: Registering you for an event or prize draw
Type of Data: Identity, Contact
Lawful Basis: Performance of a contract; Consent (where required)
Retention Period: 3 years from last active contact
Purpose / Activity: Managing payments and invoices
Type of Data: Identity, Contact, Transaction
Lawful Basis: Performance of a contract; Legal obligation
Retention Period: 7 years (tax purposes)
Purpose / Activity: Sending relevant updates, newsletters or invitations
Type of Data: Identity, Contact, Marketing Preferences
Lawful Basis: Consent
Retention Period: Until withdrawn
Purpose / Activity: Website analytics and improvements
Type of Data: Technical
Lawful Basis: Legitimate interest
Retention Period: 3 years from last website use
Purpose / Activity: Maintaining business administration, IT and security
Type of Data: Identity, Contact, Technical
Lawful Basis: Legal obligation; Legitimate interest
Retention Period: 3 years from last activity
Marketing
We may send you occasional news, project updates, or event invitations if:
you have subscribed to marketing, or
you attended an event and have not opted out.
You can opt out at any time by contacting us or clicking the unsubscribe link in emails.
Change of Purpose
We will only use your data for the purpose we collected it for unless the new purpose is compatible. If it is unrelated, we will notify you.
5. Disclosures of Your Personal Data
We may share your data with:
Professional advisers (lawyers, accountants, insurers)
IT, website hosting and analytics providers
HMRC or regulatory authorities
Event partners (if applicable, and only where necessary)
Third parties in the event of a business sale or restructuring
All third parties are required to protect your data and process it only according to our instructions.
6. International Transfers
Some providers (e.g., Google Analytics, cloud services) may transfer data outside the UK.
Where this occurs, we ensure appropriate safeguards are in place, such as:
UK adequacy regulations, or
Standard Contractual Clauses (SCCs)
You can request details of these mechanisms.
7. Data Security
We use appropriate security measures to protect your personal data from loss, misuse, or unauthorised access.
Only those who need access for business purposes may process your data and they are subject to confidentiality obligations.
We also have procedures to notify you and the ICO of any data breach where legally required.
8. Data Retention
We only keep your data as long as necessary for the purpose it was collected for, including legal or tax requirements.
Details of retention periods are included in the table above.
You may request deletion of your data in certain circumstances (see Your Legal Rights).
9. Your Legal Rights
Under UK GDPR you have the right to:
Request access to your data
Request correction of inaccurate or incomplete data
Request erasure (“right to be forgotten”)
Object to processing based on legitimate interests or for direct marketing
Request restriction of processing
Request transfer of your data to you or another provider (data portability)
Withdraw consent at any time
If you wish to exercise any of these rights, please contact us.
No Fee
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
Verification
We may ask for ID to confirm your identity before responding.
Response Time
We aim to respond within one month. Complex requests may take longer, and we will keep you informed.