Privacy Policy

Last updated: 1 September 2026

Whiteman Architects is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use and protect personal information when you contact us, use our website or engage us to provide architectural and related professional services.

For the purposes of UK data protection legislation, Whiteman Architects is the data controller of the personal information described in this policy.

1. Information we collect

We may collect and process personal information including:

  • your name, address, telephone number and email address;

  • property or project addresses;

  • information you provide when making an enquiry;

  • information relating to architectural projects and professional services we provide;

  • correspondence between you and Whiteman Architects;

  • information provided during telephone calls;

  • information provided by consultants, contractors, local authorities and other parties involved with a project;

  • billing, payment and transaction information; and

  • technical information generated when you use our website.

We only seek to collect information that is reasonably necessary for the purposes for which it is being processed.

2. How we use your information

We may use your personal information to:

  • respond to enquiries;

  • assess potential projects and provide fee proposals;

  • provide architectural and related professional services;

  • communicate with clients, prospective clients, contractors, consultants, local authorities and other parties;

  • administer our appointments and contracts;

  • maintain project and business records;

  • issue and process invoices and payments;

  • comply with professional, regulatory, legal and insurance obligations; and

  • operate and improve our website and business.

Our lawful basis for processing will depend upon the circumstances. This will generally be because processing is necessary to take steps at your request before entering into a contract, to perform a contract with you, to comply with a legal obligation, or because it is necessary for our legitimate interests in operating and administering our architectural practice.

3. Telephone calls and our AI virtual assistant

When we are unable to answer a telephone call directly, the call may be forwarded to an AI-powered virtual assistant provided by IONOS.

The assistant is used principally to answer the call, understand the reason for the enquiry and take a message for Whiteman Architects.

During a call, information you provide may be processed and transcribed by the AI service. This may include your:

  • name;

  • telephone number;

  • company or organisation;

  • property or project address;

  • reason for calling; and

  • any other information you choose to provide during the conversation.

Information about the call and a summary of the conversation may be retained within our IONOS account and sent to Whiteman Architects so that we can respond to your enquiry.

The AI assistant is instructed not to provide architectural, planning, technical, legal or other professional advice on behalf of Whiteman Architects.

We use this service on the basis of our legitimate interests in efficiently managing incoming telephone enquiries and ensuring that callers can leave an appropriate message when we are unavailable.

IONOS acts as a service provider processing information on our behalf in connection with the AI receptionist service.

Please avoid providing unnecessary sensitive or confidential personal information to the AI assistant. If you would prefer not to provide information to the assistant, you may end the call and contact us by email instead.

4. Sharing your information

We do not sell your personal information.

Where necessary, information may be shared with third parties involved in providing our services or operating our business, including:

  • structural engineers and other professional consultants;

  • contractors and suppliers;

  • planning authorities, Building Control bodies and other public authorities;

  • professional advisers, insurers and legal advisers;

  • IT, email, hosting and cloud-service providers;

  • IONOS and other providers used to operate our telephone and digital services; and

  • other parties where disclosure is required by law or is reasonably necessary for the delivery of our professional services.

Where third parties process personal information on our behalf, we seek to use appropriate contractual and data-protection arrangements.

5. Website and cookies

Our website may collect limited technical information when you visit it, such as your IP address, browser type, device information and information about how the website is used.

Cookies and similar technologies may also be used where necessary for the operation, security and performance of the website and, where applicable, to understand how visitors use the website.

Where consent is legally required for non-essential cookies, these will only be used in accordance with the choices you make through our cookie controls.

6. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet our professional, contractual, insurance, regulatory and legal obligations.

Information relating to architectural projects may need to be retained for longer periods because of the nature of professional architectural services and potential future queries or claims.

Enquiry information that does not result in an appointment will generally be retained only for as long as reasonably necessary to deal with the enquiry and any subsequent correspondence.

Information generated through our AI receptionist will be retained only for as long as reasonably necessary for us to manage and respond to the relevant call, subject to the retention arrangements applying to the IONOS service.

We periodically review the information we retain and delete or securely dispose of information when it is no longer reasonably required.

7. International data transfers

Some organisations providing IT, cloud or other services to us may process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place as required by UK data protection legislation.

8. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

9. Your rights

Depending on the circumstances, UK data protection law may give you rights in relation to your personal information, including the right to:

  • request access to personal information we hold about you;

  • request correction of inaccurate or incomplete information;

  • request deletion of your information in certain circumstances;

  • request restriction of processing;

  • object to processing based on legitimate interests;

  • request transfer of certain information to you or another organisation; and

  • withdraw consent where processing is based upon consent.

These rights are subject to certain legal exemptions and may not apply in every circumstance.

You have the right to object to processing of your personal information where we rely upon legitimate interests as our lawful basis.

To exercise any of these rights, please contact us using the details below.

You also have the right to make a complaint to the Information Commissioner's Office (ICO) if you have concerns about how your personal information has been handled.

10. Third-party websites

Our website may contain links to websites operated by other organisations. We are not responsible for the privacy practices or content of third-party websites and recommend reviewing their privacy policies separately.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology or legal obligations.

The latest version will be published on our website with the date it was last updated.

12. Contact us

If you have any questions about this Privacy Policy or how we use your personal information, please contact:

Whiteman Architects
Email: lee@whitemanarchitects.com