Privacy Policy
01 Who We Are — Data Controller Details
RDS Design Services (Bingham) Ltd is the Data Controller for personal data collected through this website. This means we decide how and why your personal data is processed.
02 What Personal Data We Collect and Why
We only collect personal data that is necessary for the purposes described below. The table maps each processing activity to the data collected, our lawful basis, and our retention period.
| Purpose | Data Collected | Lawful Basis | Retention Period |
|---|---|---|---|
| Responding to contact form enquiries or emails | Full name, email address, phone number, message content | Legitimate interests (Article 6(1)(f)) — to respond to pre-contractual enquiries | 12 months from last contact, unless a contract is formed |
| Providing architectural design services (where a contract exists) | Name, contact details, project address and requirements | Performance of a contract (Article 6(1)(b)) | 7 years from project completion |
| Website analytics via server log files | IP address, browser type, pages visited, date/time stamps | Legitimate interests (Article 6(1)(f)) — to maintain and improve website performance | 90 days, then anonymised or deleted |
| Compliance with legal obligations (e.g. tax, accounting) | Name, address, financial transaction details | Legal obligation (Article 6(1)(c)) | 7 years (HMRC requirements) |
03 Our Lawful Basis for Processing
Under UK GDPR, we must have a valid lawful basis to process your personal data. We rely on the following bases:
3.1 Legitimate Interests
We process enquiry and website analytics data under legitimate interests (UK GDPR Article 6(1)(f)). We have assessed that our interest in responding to potential clients and maintaining our website is not overridden by your rights and freedoms. You have the right to object to processing on this basis (see Section 7).
3.2 Performance of a Contract
When you become a client, we process your data because it is necessary to deliver the services you have requested (UK GDPR Article 6(1)(b)), including managing planning applications and building regulation submissions on your behalf.
3.3 Legal Obligation
We are required by law to retain certain financial and project records (UK GDPR Article 6(1)(c)), including for HMRC and Companies House compliance.
3.4 Consent
Where we rely on your consent (for example, if we send optional email updates in future), you will be asked explicitly and will be able to withdraw consent at any time without affecting any prior processing.
04 Cookies and Similar Technologies
Our website uses cookies — small text files placed on your device when you visit. Under the UK Privacy and Electronic Communications Regulations (PECR), we must obtain your prior consent before setting non-essential cookies.
4.1 Managing Your Cookie Preferences
When you first visit our website, a cookie consent banner lets you accept, reject, or customise your preferences. You can change your preferences at any time via the Cookie Settings link in the footer.
You can also control cookies through your browser settings. Please note that blocking all cookies may affect website functionality. For more information, visit www.allaboutcookies.org.
05 Third-Party Services and Data Transfers
Our website uses the following third-party services. Where relevant, we have ensured no unnecessary data transfers take place.
5.1 Website Fonts (Self-Hosted)
All fonts used on this website are self-hosted on our own server. No font requests are made to Google's servers or any other third-party font provider, meaning no visitor data is transferred to Google as a result of font loading.
5.2 Facebook and Instagram
Our website contains links to our Facebook and Instagram pages. These are plain hyperlinks only — no Meta tracking pixels or social plugins are embedded on this site. Clicking these links will take you to Meta's platforms, where their own privacy policies apply.
Meta's Privacy Policy: www.facebook.com/privacy/policy
5.3 Website Hosting
Our website is hosted on servers managed by our web hosting provider. Your data may be stored on servers located within the UK or EEA. We have a Data Processing Agreement in place with our hosting provider.
5.4 WordPress and Elementor
Our website is built using WordPress and the Elementor page builder. These platforms may set functional cookies. We do not use any advertising or e-commerce plugins. No personal data is shared with Automattic (WordPress) or Elementor Inc. beyond standard website operation.
06 How We Keep Your Data Secure
We have implemented appropriate technical and organisational security measures, including:
- HTTPS encryption on all pages of this website
- Password-protected access to systems storing personal data
- Regular software and plugin updates to minimise security vulnerabilities
- Restricted access to personal data on a need-to-know basis
- Secure deletion of data once its retention period has expired
In the event of a personal data breach that is likely to result in a risk to individuals' rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours and, where required, affected individuals without undue delay.
07 Your Data Protection Rights
Under UK GDPR, you have the following rights. There is no charge for exercising these rights in most circumstances, and we will respond within one calendar month.
Article 15
Article 16
Article 17
Article 18
Article 20
Article 21
Article 7(3)
To exercise any of your rights, please contact us using the details in Section 1, marking your subject line DATA REQUEST.
08 Right to Complain to the ICO
If you are unhappy with how we have handled your personal data, we ask that you contact us first so we can try to resolve the matter.
You also have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO), at any time:
09 Links to Other Websites
Our website contains links to third-party websites (including Facebook and Instagram). This Privacy Policy applies only to our website. We are not responsible for the privacy practices of any third-party sites, and we encourage you to review their privacy policies before submitting personal data to them.
10 Children's Data
Our website and services are directed at adults. We do not knowingly collect personal data from anyone under the age of 13. If you believe a child under 13 has submitted personal data to us via our contact form, please contact us immediately and we will delete that data promptly.
11 Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make significant changes, we will update the effective date at the top of this page and, where appropriate, notify you by email or via a notice on our website.
We recommend checking this page periodically. The current version will always be available at www.rdsdesignservices.co.uk/privacy-policy.
12 Contact Us
For any questions, concerns, or requests relating to this Privacy Policy or your personal data, please get in touch: