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.

These activities are carried out on the basis of contract, legitimate interests, legal obligation and, where applicable, consent, in accordance with the UK GDPR.

Employees, workers and contractors are provided with a separate Employee Privacy Notice as part of their Staff Handbook, which applies to employment-related personal data.

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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)

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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 Ayshford.com (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 may use analytics tools (such as Google Analytics) to help us understand how our website is used. These providers publish information about how they process data before it is made available to us.
   

Using our file-sharing or client collaboration services may require us to collect certain information about the way you use those services, in order to support service delivery and demonstrate quality management (for example, as part of our RIBA Chartered Practice obligations).

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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.

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Security
 

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate physical, technical and organisational measures to safeguard the personal data we process, including staff training and access controls.

Where personal data is shared electronically with clients, consultants or other third parties, we use secure file transfer and collaboration services that provide appropriate security protections, such as access controls and encryption. We ensure that any third-party service providers we use to process or host personal data are subject to appropriate contractual and security obligations in accordance with the UK GDPR.

We apply privacy-by-design principles when introducing new systems or processes that involve personal data, and we carry out data protection impact assessments where required under the UK GDPR.

We do not use automated decision-making or profiling that produces legal or similarly significant effects on individuals. Where we use software tools, including those incorporating automated or artificial intelligence-based functionality, these are subject to appropriate human oversight and are used to support, not replace, professional judgement.

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Our Data Retention Policy
 

We retain personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, regulatory, contractual and legitimate business requirements. Different retention periods apply depending on the nature of the data and the relationship we have with you (for example, client, consultant, job applicant or employee).
Further information about our data retention practices, including applicable retention periods, is available on request by contacting us by email at privacy@ayshford.com, or by using the details listed on our contact page.

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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.

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Personal data and your rights
 

The UK General Data Protection Regulation (UK GDPR), together with the Data Protection Act 2018, requires us to be transparent about the personal 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 that has been collected about you, and we have policies and procedures in place to facilitate such requests. You also have the right to request that your information is updated, corrected or deleted where appropriate. You can contact us by any of the means below (in our contact section) and we will respond to you formally within one month, in accordance with the UK GDPR.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your personal data has been handled unlawfully.

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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 privacy@ayshford.com to request the removal of your personal data under Ayshford Sansome Ltd’s control.

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Contact
 

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

Last reviewed: December 19th, 2025