of Mind

We take privacy seriously and are committed to protecting it.

This privacy policy explains how and why we collect your personal information and how it is used.

We are the data controller in relation to the processing activities described below. This means that we decide why and how
your personal information is processed.

How we collect your personal data
We may collect your personal data when you request information about us or our services or projects. This is information you
voluntarily give us by entering information via our site, our social media platforms or corresponding with us by phone, email or

We may also automatically collect technical information, including anonymous data collected by the hosting server for statistical purposes, the Internet Protocol (IP) address used to connect your computer or device to the internet, browser type and
version, time zone setting, browser plug-in types and versions, operating system and platform. Please see ‘Cookies’ for further information. We may also collect any personal information which you allow to be shared that is part of your public profile or third party social network, type and version, time zone setting, browser plug-in types and versions, operating system and platform.

We may ask for your consent to submit information about yourself in order to receive or use services on our website. Such
services include bulletins, email updates, website feedback or those to provide you with the information you have requested.

How we use your personal information
We may contact you via email or text with marketing information about our services or products if you (i) sign up to our newsletter via our website or other medium where available; or (ii) when you refresh your marketing preferences when responding
to a request from us to do so. You may withdraw your consent for us to use your information in any of these ways at any time.
Please see ‘Withdrawing your consent’ for further details.

Where we have supplied you with any services or products, we may use your personal information to contact you if there are
any urgent safety or critical notices to communicate to you or where we otherwise reasonably believe that the processing of
your personal information will prevent or reduce any potential harm to you. It is in your vital interests for us to use your personal information in this way.

We may use and process your personal information where it is necessary for us to pursue our legitimate interests as a business, or that of a third party, for the following purposes:

for marketing activities (other than where we rely on your consent to contact you by email)
for analysis to inform our marketing strategy, and to enhance and personalise your customer experience
to correspond or communicate with you
to verify the accuracy of data that we hold about you and create a better understanding of you as a customer
for network and information security in order for us to take steps to protect your information against loss or damage, theft or
unauthorised access
for prevention of fraud and other criminal activities
to comply with a request from you in connection with the exercise of your rights (for example where you have asked us not to
contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with
your request)
for the management of queries, complaints, or claims
for the establishment and defence of our legal rights

We will use your personal information to comply with our legal obligations: (i) to assist the Architects Registration Board or
other public authority or criminal investigation body; (ii) to identify you when you contact us; and/or (iii) to verify the accuracy
of data we hold about you.

We may use and process your personal information where we have supplied you (or continue to supply you) with any services or products, where we have arranged for the supply of another company’s services or products to you, or where you are in
discussions with us about any new service or product. We will use this information in connection with the contract for the
supply of services or products when it is needed to carry out that contract with you or for you to enter into it. Please see ‘How
we collect your personal data’ above for details of the types of personal information we process for these purposes.

Data anonymisation and use of aggregated information
Your information may be converted into statistical or aggregated data in such a way as to ensure that you are not identified or
identifiable from it. Aggregated data cannot be linked back to you as a natural person. We may use this data for analytical
and research purposes.

For more information on how we use cookies and how to switch them off on your device, please see ‘Cookies’ below.

Others who may have access to your personal information
We may share your information with other companies within our group. They may use your personal information in the ways
set out in ‘How we use your personal information’, in connection with the services or products that complement our own
range of services or products.

We may disclose your information to our third party service providers, agents, subcontractors and other organisations for the
purposes of providing services to us or directly to you on our behalf. Such third parties may include cloud service providers
(such as hosting and email management), marketing agencies and administrative services.

When we use third party service providers, we only disclose to them any personal information that is necessary for them to
provide their service. They are required to keep your information secure and not to use it other than in accordance with our
specific instructions.

We work with various third parties to bring you a range of services or products that are complementary to those that we provide. When you enquire about or purchase one or more of these services or products through us, the relevant third party may
use your details to provide you with information and carry out their obligations arising from any contracts you have entered
into with them.

These third party providers may share your information with us, which we will use in accordance with this policy. In some
cases, they will be acting as a controller of your information and therefore we advise you to read their privacy policy.
Other ways we may share your personal information

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any
third party or as part of any business restructuring or reorganisation. We may also transfer your personal information if we’re
under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply
the terms of our contracts or to protect the rights, property or safety of our visitors and customers. We will always take steps
with the aim of ensuring that your privacy rights continue to be protected.

We will only share your information with our third party partners for them to contact you with marketing information about their
services or products where you have indicated that you would like us to do so. Once shared, the relevant third party’s privacy
policy will apply to their processing of your personal information, not ours. If you’d like to opt-out of receiving marketing from a
third party after providing your consent, you can do so at any time by contacting the relevant third party directly.

How long we keep your personal information for
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we
process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees,
agents, contractors and other third parties who have a business need to know. They will only process your personal data on
our instructions and they are subject to a duty of confidentiality.

When we provide services, we want to make them easy, useful and reliable. Where our services are delivered on the internet,
this sometimes involves placing small amounts of information on your computer or mobile phone. These include small files
known as cookies.