What we collect, and when 

When you send us an enquiry through this website. Your name, email address, telephone number, the location of your project, and whatever you tell us about it. If you choose to attach photographs, drawings or planning documents, we receive those too. 

When you email or telephone us. Whatever you choose to tell us, along with your contact details. 

When you become a client. The information we need to do the work: property details, correspondence, drawings, survey information, and billing details. Where a project involves other people — a structural engineer, a planning officer, a builder — we may hold their contact details as well. 

When you visit this website. Anonymous, aggregated information about how the site is used — which pages are visited, roughly where visitors are in the world, and what kind of device they use. We collect this without cookies. It does not identify you and is not linked to anything else. 

When you download our free guide. We collect your name and email address when you complete the form to receive our free guide. We use this information to send you the guide and, where you have given your consent, to send you occasional updates about our practice. You can unsubscribe from these updates at any time.

Why we use it, and our lawful basis 

• Reply to your enquiry and arrange a conversation — because you have asked us to. Lawful basis: legitimate interests (responding to someone who has contacted us). 

• Prepare a fee proposal or feasibility study — to give you what you have asked for. Lawful basis: steps taken before entering a contract. 

• Carry out work for you — to do the job. Lawful basis: performance of a contract. 

• Keep records of projects, correspondence and decisions — professional obligation, and so we can answer questions years later. Lawful basis: legal obligation and legitimate interests. 

• Send invoices and keep accounts — required by law. Lawful basis: legal obligation. 

• Send occasional updates about the practice, if you have asked for them — you have opted in. Lawful basis: consent, which you can withdraw at any time. 

We do not sell your information to anyone, and we do not use it for advertising. 

Who else sees it 

We keep the number of people small and tell you honestly who they are. 

• Our website and email providers, which host this site and our email. They store the information but do not use it. 

• Consultants working on your project, where relevant — for example a structural engineer whose input your project needs. We tell you when this happens. 

• Local authority planning and building control departments, where an application is made on your behalf. Planning applications are published on a public register, and the drawings and supporting documents form part of that public record. 

• Our accountant, for invoices and accounts. 

• Anyone else, only where the law requires it. 

Everyone we share information with is required to keep it confidential. 

How long we keep it 

• Enquiries that do not become projects: up to two years, then deleted. People often come back a year later, and we would rather not ask you to explain everything again. 

• Project records, drawings and correspondence: fifteen years after the project ends. Architects can be asked about their work long after it finishes, and we need to be able to answer. 

• Accounting records: six years, as required by HMRC. 

Where it is kept 

Within the UK or the European Economic Area. If we ever use a provider outside that area, we make sure appropriate safeguards are in place. 

Your rights 

You have the right to: 

• ask what information we hold about you and get a copy 

• have anything inaccurate corrected 

• ask us to delete information, where we are not required to keep it 

• object to us using it, or ask us to restrict how we use it 

• withdraw consent at any time, where consent is what we relied on 

• receive information you gave us in a portable format 

To do any of these, email info@coastlinearchitects.com. We will respond within one month. 

Complaints 

If you are unhappy with how we have handled your information, please tell us first — we would rather put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk, or on 0303 123 1113. 

Changes 

If we change this notice we will update the date at the top and, where the change is significant, say so on the website.