How We Work

GDPR Privacy Policy & Terms.

(For Clients, Consultants, Staff and Suppliers).

 The privacy of all our customers, staff and partners is extremely important to us. This Privacy Policy outlines how Patrick Allen & Associates Ltd ensures your privacy is protected. We are committed to respecting and protecting your privacy, and will endeavour to protect any shared information that could identify you, in accordance with this policy. This policy also sets out the basis on which any personal data we collect from you, or you provide to us, will be processed by us. It also sets out the legal rights you have to access the personal data that we hold about you, and how to request any data is subsequently removed.

This policy is regularly reviewed. Any updated will be published on this page. Please check back frequently to see any updates or changes to our policy. By using our site, you consent to this privacy policy.

Patrick Allen & Associates Ltd is a registered Private Limited Company (Registered Number: 04694261) and based at 2 Grange Business Centre, Tommy Flowers Drive, Grange Farm, Kesgrave, Ipswich, Suffolk, IP5 2BY.

General Data Protection Regulation (GDPR)

Patrick Allen & Associates Ltd offers architectural services and any associated services in relation to this. We are therefore a ‘Data Controller’ under GDPR. This means that we decide how your personal data is processed, and for what purposes. Data is collected during day-to-day business via communication with clients, employees, suppliers and other third parties. This policy outlines how we may use your data, in accordance with GDPR.

Which personal data might we collect?

·         Name, Job Title and any Organisations you work for.

·         Demographic information (e.g. postcode or region in which you work).

·         Email address, postal address and phone numbers.

·         Financial, bank, credit card and VAT information (for payment and invoicing purposes etc).

·         Details of your property and land ownership (inc. way-leaves, easements, or covenants etc which may impact upon the design or construction of your project).

·         Personal descriptions, preferences, and photographs etc.

·         Data from website usage.

·         Any other information you share with us.

This data may have been shared in person, via business card, email, or over the phone.

How do we comply with our obligations under GDPR?

We comply with our obligations under the GDPR by:

·         Not collecting excessive amounts of information.

·         Only retaining information for as long as is necessary, and in accordance with our contractual obligations.

·         Providing appropriate protection of data against unauthorised access and disclosure by ensuring and preserving appropriate technical, physical, and procedural measures.

·         Ensuring personal data is accurate and correcting inaccuracies discovered or notified to us.

What we will not do with your data.

 ·         We will never send unsolicited emails and we will only send you information about our services if requested by you to do so.

·         Information collected about the client is used only for the provision of our services to the client. This information is not used for any other purposes.

·         We will not disclose information regarding our clients to third parties unless the client has first given their consent or if the third party is a mutual professional client also connected with, or providing services relating to, your project. (The only except is where we are legally bound to provide information to insurance companies, loss assessors, regulatory authorities and any other fraud prevention agencies for the purposes of fraud prevention and to comply with any regulatory issues and disclosures. Or any legal or crime prevention agencies and / or to satisfy any regulatory request if we have a duty to do so or the law allows us to do so).

How and why do we use / process this information?

·         In responding to new enquires.

·         To carry out our obligations arising from any contract entered into between you and us, and to provide you with information, products and services that you request from us.

·         For managing business relationships in the provision of services (e.g. agreeing service provision, and accounting purposes etc).

·         To understand your needs and provide you with a better service.

·         To help constantly improve the services and products we offer.

·         Emails, letters of phone calls to keep you updated with progress of your project(s).

·         Internal record keeping (on a secure database).

·         Notifying you about changes to our service.

·         To purchase goods, materials or services from you.

·         On occasion we might provide you, (or permit selected third parties to provide you) with information about goods or services which we feel may be of interest to you or may be relevant to your project with us. (Please contact us if you do not wish us to use your information in this way).

·         Improving website experience and use.

·         Data for suppliers, materials and third-party service.

What is the Legal Basis for Processing Data?

We send information on the basis of legitimate interest. We do not need consent for this, but ensure that people have an easy way to opt out of any communications.

Our employee data is managed on the basis of Legitimate Interest and Contract of Employment. Processing data is required for carrying out responsibilities under Employment Law. We process data on behalf of our clients under that same basis.

We comply with the requirements of COPPA (Children’s Online Privacy Protection Act). We will not intentionally collect any information from anyone under the age of 13 years old. Our website and services are all directed to people who are at least 13 years of age or older.

When we need your consent to use your personal data.

We always want you to be aware of how we are using your personal data. However, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day-to-day running of our business we may use your personal data without asking for your consent because:

 • We are entering into and carrying out our obligations under a contract with you.
• We need to use your personal data for our own legitimate purposes (such as the management and administration of our business and the improvement of our services etc) and our doing so will not interfere with your privacy rights.

In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent. You are not required to give consent simply because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.

You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to provide our products and services to you.

Storing your personal data.

Your data will be stored in our database and may be accessible by employees of Patrick Allen & Associates Ltd where it is necessary for them in order to undertake their duties relating to business matters. It may also be stored on our secure accountancy software package.

We take substantial measure to ensure there is no unauthorised access to any of our information or databases, and utilise a range of physical, electronic and administrative safeguards to protect this information as well as our computers, systems, and email accounts.

We keep your personal data for no longer than reasonably necessary, but may be for a period of up to 12 years beyond the end of a contract under seal, where details need to be kept for 12 years for legal purposes, including warranties. 

In the unlikely event of a data breach we shall endeavour to inform individuals if we think their rights are affected. We will aim to notify anyone affected and, if applicable the Information Commissioners Office (ICO), within 72 hours of becoming aware.

If you have any questions regarding this privacy policy please do not hesitate to get in touch.

Use of Cookies

Our site may use a feature of your browser to set a ‘cookie’ on your computer. Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
you can adjust the settings of your computer to decline any cookies if you wish. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

Other cookies may be stored to your computer’s hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Our users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and instead will encourage users wishing to discuss sensitive details to contact them through primary communication channels such as email or telephone.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs (web addresses).

Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Transfer of your personal data outside of the European Economic Area (EEA).

Our website is hosted by Squarespace. Squarespace Ireland Limited (their Irish entity), provides services to users outside of the US. For users who are not residents of or who do not have their principal place of business in the US, the Terms of Service will be an agreement with Squarespace Ireland Limited and the laws of Ireland will apply. Squarespace have restructured their Privacy Policy to be clearer about the ways they collect, use, process, and share personal information. It also explains rights and choices we have over our personal information (and that of visitors to our Squarespace site), including the ability to access, correct, and delete personal information.

Their privacy policy can be read at https://www.squarespace.com/privacy-new/ As noted in their Privacy Policy, Squarespace rely upon a number of means to transfer personal information which is subject to the European General Data Protection Regulation (“GDPR”) in accordance with Chapter V of the GDPR.  These include:

· Privacy Shield. Squarespace transfer, in accordance with Article 45 of the GDPR, personal information to companies that have certified their compliance with the EU-U.S. or Swiss-U.S.

· Privacy Shield Frameworks (each individually and jointly, the “Privacy Shield”), including Squarespace, Inc.

· Standard Data Protection Clauses. Squarespace may, in accordance with Article 46 of the GDPR, transfer personal information to recipients that have entered into the European Commission approved contract for the transfer of personal data outside the European Economic Area.

· Other means. Squarespace may, in accordance with Articles 45 and 46 of the GDPR, transfer personal information to recipients that are in a country the European Commission or a European data protection supervisory authority has confirmed, by decision, offers an adequate level of data protection, pursuant to an approved certification mechanism or code of conduct, together with binding enforcement commitments from the recipient to apply the appropriate safeguards, including as regards data subjects’ rights, or to processors which have committed to comply with binding corporate rules.

What are your rights?

· Request a copy of data, and the correction of any out of date or incorrect information.

· Request any information be erased where it is deemed no longer necessary to retain such information.

· If you no longer wish to receive direct marketing please write to us or email us.

Exercising your rights or making a complaint.

To exercise all relevant rights, queries or complaints please contact the managing director / data controller on 01449 620660 or architects@patrickallen.org.uk.

If this does not resolve your complaint you have the right to lodge a complaint with the Information Commissioners Office by email https://ico.org.uk/global/contact-us/email/ or on 03031231113 or in writing at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.

Legal Disclaimer

Patrick Allen & Associates Ltd take all sensible precautions to ensure all of the information we share is up to date and correct. However, we cannot guarantee that the content is complete and accurate. We accept no responsibility for any damages or losses thus resulted. No endorsements are implied as a result of links to third-party links that may be embedded in the website. All copyright, trademarks, logos and other intellectual property rights are property of their respective owners. The intended use of this site is for browsing, any contents copied or linked could be subject to copyright infringement. Users accessing the website are agreeing to be bound by these terms of use.

Resources and Further Information

·         Regulation (EU) 2016/679 (General Data Protection Regulation)

·         Privacy and Electronic Communications Regulations 2003

·         Privacy and Electronic Communications Regulations 2003 – The Guide

·         SageOne Privacy Policy

·         Facebook Privacy Policy

·         Google Privacy Policy

·         Linkedin Privacy Policy

·         Twitter Privacy Policy

Sustainability and Environmental Policy Statement

Sustainability is about meeting the needs of today without compromising the ability to meet the needs of the future.  This means maintaining our natural environment, and not exploiting its resources at rates greater than those at which they can be renewed.

For us, sustainable design is an inherent and integral aspect of good design and high-quality architecture.  Our policy is based upon a commitment to harness sustainable development within construction, to protect and preserve the environment, to minimise waste and reduce energy consumption and every stage, and about working to enhance our built environments.

At Patrick Allen & Associates Ltd, we understand the impacts that our practice could have upon the environment during the course of conducting our work and through the advice we give to our clients.  We recognise that buildings have an enormous impact upon the natural environment and, as such, accept our responsibility in prompting the sustainable design, construction, and use of our buildings at every stage.

We also appreciate that the way in which we design and produce buildings and spaces can also have wider sustainable impacts.  For example, it can aid and improve social sustainability by directly influencing people's quality of life and nurturing a sense of community.  Further, it can also help achieve economic sustainability; something which we strive to achieve for our clients by designing buildings that meet and exceed their original brief in this regard, and which have a long-life span and have an inherent flexibility that allows for easy adaption to meet with the unknown demands of the future.

To achieve these aspirations, we work closely with all of our clients and Design Team members to ensure that all aspects of sustainability are carefully considered throughout all stages of each and every project.  This includes reviewing low-energy design solutions, the inclusion of sustainable technologies, and the careful consideration of all materials and construction-methods at every stage.

We are committed to achieving good environmental and sustainable building performance at all times, regardless of the size or type of work that we undertake. This is not only reflected in the way in which we design, but also the way in which we operate our practice.  

The way we design…  

·         Careful evaluation of the site in order to identify and protect existing trees and natural habitats wherever and as much as possible.  This includes mitigating impacts associated with proposed developments and encouraging biodiversity within finished developments. 

·         Early consideration of the location, orientation and massing of the proposed building(s) on each site in order to harness every opportunity for utilising sources of natural ventilation and daylight etc.

·         Seeking to exploit the potential of existing buildings and structures on site in preference to demolition and rebuilding, and limiting the extent of the construction within the site as much as possible.

·         Aim for ‘lean’ construction (by avoiding over-specification) and consider the cost and energy consumption throughout the construction process (e.g. excessive excavation / removal of spoil from site etc).

·         We will encourage the appropriate use of sustainable initiatives such as solar generation, heat pumps and recovery systems, green roofs, passive ventilation, SUD’s, rainwater and grey water harvesting wherever possible within all of our projects.

·         We aim to adopt a low-tech approach to building systems at every opportunity and encourage aspects such as high levels of insulation, prefabrication, and the appropriate choice of materials (i.e. timber frame over concrete) where ever possible throughout the design process.  In so doing we will specify building materials and forms of construction that lend themselves to re-use once the building is obsolete, and generate designs which give flexibility for future adaption and expansion etc.

·         Wherever possible we will aim to develop passive solutions which are fully integrated into the design of the building and which are cost-effective and easy for the users to operate.  This includes: maximising the use and control of natural daylighting, positive solar gain, and solar shading to avoid overheating and a dependence on artificial lighting; exploiting the potential for controllable and flexible natural ventilation, and avoid mechanical air-conditioning where possible; and specifying sustainable materials and maximising the use of low VOC emitting materials etc.  

The way we operate our practice…

·         Complying with all relevant legal requirements and industry standards.  We also look to work in accordance with accepted best practice, and exceed environmental legislation, guidelines and standards wherever possible.

·         Preventing pollution that arises from our activities.  We seek to minimise the impacts of our operations on the environmental and local community, in particular those impacts associated with noise, dust, vibration and public nuisance.

·         Promoting sustainable products and sustainably-sourced products, materials and the use of sustainable construction techniques wherever possible.

·         Encouraging our staff, clients and the wider communities to work towards environmental, social and economic sustainability, and to innovate and stay at the forefront of developments in this field

·         Encourage our staff to travel to sites and the office as sustainably as possible.

·         We continuously seek ways to minimise our energy and water consumption as well as our waste production by reusing and recycling where ever possible.  We strive to reduce waste through thoughtful design and using contractors we trust to deliver in efficient, robust and effective ways, and use responsible contractors who dispose of waste in legally-compliant, environmentally safe and socially-responsible ways.