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Privacy & Retention Policy

Last modified: December 10th, 2021

Ayshford Sansome Ltd is committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand what data we collect, why we collect it, and how we may use it.

The personal information we collect

The information you give us

We may store data including your name, job title, company, phone number(s), email address(es), postal address(es) and any files you send us, electronically or physically.

We store this data to;

  • allow us to take steps to enter a contract/service agreement with you.

  • deliver an agreed service/contract to you.

  • help us jointly deliver services to a shared client on common projects.

  • for internal accounting and regulatory purposes.

  • for statistical analysis to assess our business performance and to improve our products and services.

  • to assess individuals for suitability for job vacancies we may have (including job vacancies that may become available in future)

  • to deliver marketing to you (but only following your explicit, separate consent / opt-in for us to do so)

The information we collect about you

We may also store information about you when you use our website or website file sharing / client area. With regard to each of your visits to (our website) we may automatically collect the following information by using ‘cookies’. You may be able to disable ‘cookies’ by changing your web browser settings. You can learn more about cookies and how you may disable them by clicking here and reading our policy statement on cookies below):

  • Technical information, including the IP address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, approximate geographical location derived from your IP address.

  • Information about your visit, including the URL clickstream to, through and from our site (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

  • We use ‘Google Analytics’ who have an extended description of the way in which your data is processed and collected before we are able to access it which can be read here.

Using our filesharing / client area service requires that we collect certain information about the way you use the service in order that we can demonstrate quality management as an ‘RIBA chartered practice’. When we issue you log-in information for this service we include a reminder that this information will be collected, users are also reminded of this at the ‘log-in’ page for our client area on our website. Ayshford Sansome Ltd are not able to provide client area access without the collection and storing of this data which includes the time and date that your user account accessed the service including the IP address used. We also track which files are accessed (downloaded). This information is not collected unless you ‘log-in’ via our client area page.

3rd Parties

  • We will not sell or lease your personal information to any third parties.

  • We will not distribute your personal information to third parties unless you have explicitly instructed us to do so or until we have obtained your permission in connection with the delivery of our services to you, or are required to do so by law.


We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect including staff training. Our file sharing service is hosted by All client area (Filecamp) passwords are encrypted and cannot be accessed by Filecamp. Ayshford Sansome retain a log of your password to ensure that it is secure (e.g. it cannot be changed to something commonly used by the user for other services, and has a sufficient level of complexity). This does not give us information about you or your account activity over and above that already described above. Read more about Filecamp security here.

Our Data Retention Policy

Our full data retention policy is available on request by contacting us by email: Or by calling or writing to us using the details listed on our contact page.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. The cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, this may prevent you from taking full advantage of the website.

To find out more about cookies, visit this site.

Personal data and your rights

The general data protection regulation 2016 (or ‘GDPR’ for short) requires us to be transparent about the data we collect and use that might identify you as an individual. It also gives you the right to request a copy of any information you have given us or has been collected and we have policy in place to facilitate such requests. You also have the right to request that your information is updated/corrected or deleted. You can contact us by any of the means below (in our contact section) and we will respond to you formally within 30 days.

Changes to this Privacy Policy

Ayshford Sansome Ltd may change this Privacy Policy from time to time. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, Ayshford Sansome will provide additional notice, such as via email or through the services. If you disagree with the changes to this Privacy Policy, you should contact to request the removal of your personal data under Ayshford Sansome Ltd’s control.


Questions, comments, and requests regarding this privacy policy should be emailed to Alternatively, you may write to us or call us using the details listed on our contact page.

Registered in England

Registered No. 10124503

Registered Office:

1422-4 London Road

Essex SS9 2UL

©2023 by Ayshford Sansome.

Ayshford Sansome Ltd

Chartered Architects

01268 562266

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