Privacy Policy

Osborn Associates Ltd ("we", "us", or "our") is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data in accordance with the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018.

1. Information We Collect

We only collect personal information that you voluntarily provide or that is necessary for legitimate business purposes. This may include:

General personal data

Name, email address, phone number, and postal address

Job title and company name

Records of communication (emails, forms, project correspondence)

Subcontractor, consultant, and supplier contact details

Recruitment data, such as CVs, qualifications, and right-to-work documentation

Project-related data (industry-specific)

Depending on the project, personal information may also appear in:

Building surveys, reports, and site inspection notes

Drawings and architectural documentation that identify property owners

Photos or videos taken for project progress, surveys, or record-keeping

Planning documents submitted to local authorities (which may become public)

Health and safety documentation, such as inductions, visitor logs, or incident reports

Sensitive data

We do not intentionally collect sensitive personal data (e.g. ethnicity, religion, health, biometrics). If such information is provided voluntarily, it is treated as given with explicit consent.

2. How We Collect Your Information

We collect personal data through:

Direct contact via phone, email, or our website

Business referrals and professional networks

Publicly available sources including LinkedIn, directories, or company websites

Consultants, subcontractors, and partners working with us on shared projects

Recruitment platforms or job applications you submit directly

3. How We Use Your Information

We process your personal data for the following purposes:

To provide and manage our services

Responding to enquiries

Delivering architectural, surveying, and project-related services

Coordinating with consultants, contractors, and suppliers

Preparing planning applications, technical documents, and reports

Legal, contractual, and compliance purposes

Meeting health and safety responsibilities

Preparing planning submissions that may be publicly accessible

Professional indemnity insurance requirements

Warranty and regulatory compliance

Defending or exercising legal claims

Operational and business administration

Managing accounts, invoicing, and supplier relationships

Internal research and analysis to improve our services

Assessing job applications and contractor suitability

We do not sell or rent your personal data.

4. Our Legal Basis for Processing

We process your information under the following lawful bases:

Contract: providing services you have requested

Legitimate interests: business development, project coordination, and communication

Legal obligation: regulatory compliance, planning laws, health and safety requirements

Consent: when you voluntarily provide data that is not strictly required

5. Sharing Your Information

We may share your personal data with trusted third parties when necessary, including:

Project-related parties

Consultants, subcontractors, local authorities, warranty providers

Contractors or specialists involved in the delivery of your project

Professional services

IT providers, cloud storage platforms, and software systems

Professional advisers, accountants, lawyers, and insurers

All third parties must comply with UK GDPR and sign Data Processing Agreements where required.

We will never share your data for marketing purposes without your explicit consent.

6. International Data Transfers

If your data is processed outside the UK or European Economic Area (EEA), we ensure it is protected by:

Standard Contractual Clauses

Adequacy decisions

Other legally recognised safeguards

7. Data Security

We implement appropriate technical and organisational measures to protect your data, including secure servers, access controls, and encrypted storage solutions.

8. Data Retention

We retain personal data only for as long as necessary to:

Deliver services

Fulfil contractual and legal obligations

Meet regulatory and audit requirements

Defend against legal claims

Retention periods vary based on the nature of the data and your relationship with us.

9. Cookies and Website Tracking

If our website uses cookies or analytics tools, these may collect technical data such as:

IP address

Browser type

Pages viewed

You can control cookie settings through your browser or via our cookie banner (if applicable).

10. Your Rights

Under UK data protection law, you have the right to:

Access the personal information we hold about you

Request rectification of inaccurate data

Request erasure of your data (in certain circumstances)

Object to or restrict processing

Request data portability

Withdraw consent at any time when consent is the legal basis

To exercise your rights, contact us at:

📧 [email protected]
📞 +44 1732 860460
🏢 Osborn Associates Ltd, South Barn, Crockham Park, Edenbridge, Kent TN8 6SR, UK

You also have the right to lodge a complaint with the Information Commissioner’s Office: www.ico.org.uk

11. Children’s Data

We do not knowingly collect personal data relating to children. If we become aware that such data has been collected, we will delete it promptly.

12. Links to Other Websites

Our website may include external links. We are not responsible for the privacy practices of other sites, and we recommend reviewing their privacy policies before sharing any information.

13. Updates to This Policy

We may update this Privacy Policy periodically to reflect legal or operational changes. Any significant updates will be published on our website with the revised date shown above.