Privacy & Cookie Policy

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1. Introduction

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MO Architects is committed to protecting and respecting your privacy.

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This Privacy & Cookie Policy explains how we collect, use, store and protect personal data when you interact with us, whether as a client, consultant, supplier, website visitor or other contact.

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This policy applies to personal data processed by MO Architects in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and relevant PECR (Privacy and Electronic Communications Regulations) requirements.

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Please read this policy carefully to understand how and why we use your personal data.

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2. Definitions

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• Personal Data – Any information relating to an identified or identifiable natural person.

• Special Category Data – Sensitive personal data such as health data, biometric data, racial or ethnic origin, religious beliefs, etc.

• Processing – Any operation performed on personal data, including collection, storage, use, disclosure or deletion.

• Data Controller – The organisation that determines how and why personal data is processed.

• Data Processor – A third party that processes personal data on behalf of the controller.

 

3. Who We Are

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MO Architects is the Data Controller.

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Contact details:

MO Architects
Waterloo House
Woodhill Road
Collingham
Nottinghamshire
NG23 7NR

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📞 0115 736 5350
📧 iain@moarchitects.co.uk

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Responsibility for day-to-day data protection matters is delegated internally to the Office Manager.

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4. Lawful Basis for Processing

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Under UK GDPR, we must have a lawful basis for processing personal data. We rely on the following:

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• Contract – where processing is necessary to perform a contract or take steps before entering into a contract.

• Legal Obligation – where processing is required to meet legal or regulatory obligations (e.g. accounting, tax).

• Legitimate Interests – for managing our business, delivering architectural services, and communicating with clients and consultants.

• Consent – where you have explicitly opted in (e.g. marketing communications).

 

5. Purposes of Processing

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We use personal data to:

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• Communicate with clients, consultants, contractors and suppliers

• Deliver architectural, planning and consultancy services

• Maintain internal records and project documentation

• Manage accounts, invoicing and payments

• Comply with legal, regulatory and insurance obligations

• Send updates, news or event information (where consent has been given)

 

6. Categories of Personal Data We Collect

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Personal data may include:

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• Name, job title and organisation

• Postal address, email address and telephone number

• Financial information (e.g. invoicing details, VAT registration)

• Project-related correspondence and documentation

• Website usage data (see Cookies section)

 

We obtain personal data directly from you, from your organisation, or from publicly available sources (e.g. professional websites).

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We do not routinely collect special category personal data.

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7. Sharing Your Personal Data

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Your personal data is treated as confidential and shared only where necessary, including with:

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• Members of the project design team

• Professional advisers (e.g. accountants, insurers)

• IT and cloud service providers

• Legal or regulatory bodies where required by law

 

All third parties are required to process data securely and in accordance with UK GDPR.

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8. Data Retention

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We retain personal data only for as long as reasonably necessary, including:

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• Up to 6 years for accounting and financial records

• Up to 12 years after contract completion for contracts under seal and potential legal claims

 

Data is securely deleted once retention periods expire.

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9. Providing Personal Data

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You are not legally required to provide personal data. However, failure to do so may result in:

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• Reduced ability to communicate during a project

• Delay or inability to provide services

• Delay or prevention of payment processing

 

10. Your Rights

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Under UK GDPR, you have the right to:

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• Access your personal data

• Rectify inaccurate or incomplete data

• Request erasure of data (where applicable)

• Restrict processing

• Object to processing (including direct marketing)

• Withdraw consent at any time (where consent is the lawful basis)

• Data portability (where applicable)

 

To exercise any rights, please contact us using the details above.

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11. International Data Transfers

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We do not routinely transfer personal data outside the UK or EEA.

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Where project requirements involve clients or consultants based outside the UK/EEA, only necessary contact details will be shared, and appropriate safeguards will be applied.

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12. Automated Decision Making

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MO Architects does not use automated decision-making or profiling.

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13. Further Processing

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If we intend to process personal data for a new purpose not covered by this policy, we will provide a new privacy notice explaining the change before processing begins.

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14. Changes to This Policy

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This policy may be updated from time to time. Any changes will be posted on this page and, where appropriate, notified by email.

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15. Complaints

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If you have any concerns about how your data is handled, please contact us first.

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If unresolved, you have the right to complain to:

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Information Commissioner’s Office (ICO)
📞 0303 123 1113
🌐 ico.org.uk
📍 Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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Cookie Policy

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16. What Are Cookies?

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Cookies are small text files placed on your device to help websites function properly, improve user experience, and provide usage information.

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17. Types of Cookies We Use

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Strictly Necessary Cookies

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Required for the website to function and cannot be switched off.

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Analytics Cookies

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Used to understand how visitors interact with the website (e.g. Google Analytics). These cookies are only set with your consent.

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Functional & Social Media Cookies

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Enable embedded content and social media sharing features. These are only set with your consent.

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18. Cookie Consent

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On your first visit, you will be asked to accept or reject non-essential cookies.

You may change or withdraw your consent at any time via the cookie settings on our website.

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19. Third-Party Cookies

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We may use trusted third-party services such as:

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• Google Analytics – website performance analysis

• Social media platforms (e.g. Facebook, Twitter)

 

These providers process data in accordance with their own privacy policies.

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20. Managing Cookies

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You can control cookies through your browser settings. Please note that disabling cookies may affect website functionality.

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21. Contact

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If you have any questions about this Privacy & Cookie Policy, please contact:

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📧 iain@moarchitects.co.uk
📞 0115 736 5350