Privacy Policy

Zentara Design Ltd (“we”, “us”, “our”) is committed to protecting your personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Zentara Design Ltd is an architectural design service provider based in the United Kingdom.

Data Controller: Zentara Design Ltd
Contact Email: info@zentaradesign.co.uk
Company No: 17043848
ICO Registration: ZC240704

2. What Information We Collect

We may collect and process:

• Name, address, email address, and phone number
• Property and project-related information
• Architectural drawings, plans, and correspondence
• Enquiry and consultation details
• Billing and payment information

3. How We Collect Your Data

We collect data through:

• Email, phone, and meetings
• Website contact forms
• Project documentation and communications

4. How We Use Your Data

We use your data to:

• Provide quotations and respond to enquiries
• Deliver architectural design services
• Prepare and submit planning and building regulation applications
• Coordinate with consultants and contractors
• Maintain records for legal, insurance, and professional purposes

5. Lawful Basis for Processing

We rely on:

• Contractual necessity
• Legal obligations
• Legitimate interests (running and improving the business)
• Consent (where applicable, e.g. reviews or future marketing)

6. Sharing Your Information

We may share your data with:

• Local authorities
• External consultants (e.g. structural engineers)
• Contractors engaged on your project
• Cloud and IT providers (e.g. Zoho Mail, Asana, Pandle)
• CRM provider (Anthropic, via Claude)
• Tally, which runs the enquiry form on our website and our online proposal acceptance form
• Google, whose embedded map on our homepage shows where we are based. Google may set cookies or collect usage data when the map loads, under Google’s privacy policy
• Professional advisers (accountants, insurers)

Contractor Data Sharing Control: We will only share drawings or project-related information with contractors where they have been formally introduced by the client (e.g. via email confirmation). We only share necessary data. Once shared, third parties are responsible for their own handling of personal data.

7. International Data Transfers

Some providers (e.g. Anthropic, Asana, Tally, Google) may process data outside the UK. Where this occurs, appropriate safeguards (such as standard contractual clauses) are in place to protect your data.

8. Data Storage & Security

Your data is stored:

• On a secure local Network Attached Storage (NAS) system
• Within secure cloud services (e.g. Zoho Mail)
• Remote access is fully secured

We apply safeguards including strong authentication and access controls, encrypted connections, regular backups, and restricted access to project information.

9. Data Retention

We retain data during the project lifecycle and typically for 6-7 years after completion for legal and insurance purposes. Some records may be retained longer where required for professional or liability reasons.

10. Your Rights

You have the right to access your personal data, correct inaccurate information, request deletion (where applicable), restrict or object to processing, and request data portability. Contact us to exercise these rights.

11. Cookies & Analytics

We use Google Analytics to understand how visitors use our website, such as which pages are viewed, how long people stay and roughly where visits come from (town or region level). This helps us improve the site. Google Analytics does not tell us who you are, and we do not use it for advertising.

Analytics cookies (named _ga and _ga_*) are only set if you choose “Accept” on our cookie banner. If you choose “Reject”, Google Analytics does not load. We store your choice in a cookie called zd_consent for 6 months so we don’t ask on every visit. You can change your mind at any time using the “Cookie settings” link in the website footer.

Google Analytics data is processed by Google Ireland Limited on our behalf and may be transferred outside the UK under appropriate safeguards. We keep analytics data for 14 months. Google Signals and advertising features are switched off. You can also opt out across all websites using Google’s opt-out browser add-on.

12. Marketing & Reviews

We do not currently carry out marketing communications. We may request feedback or reviews following project completion. This is voluntary and based on consent. If marketing is introduced in future, we will seek explicit consent.

13. Complaints

If you have concerns about how we handle your data, you can contact the Information Commissioner’s Office: www.ico.org.uk

14. Changes to This Policy

We may update this policy periodically. The latest version will always be available on this page.