Kura Architects Ltd is the data controller responsible for the personal information described in this notice.

Company number: 16475916
Address: Grosvenor House, 11 St Paul’s Square, Birmingham, B3 1RB
Email: Mail@kura-architects.co.uk

This notice applies to clients, prospective clients receiving professional advice, consultants, contractors, suppliers, professional advisers and other people whose information is involved in our professional services. This may include property owners, occupants, household members, representatives and contacts working for other organisations.

It applies whether or not a formal appointment has been signed. Our separate Website Privacy Notice covers website visitors and routine initial enquiries. This notice explains the additional processing that takes place when we provide professional advice or services. It does not cover employment or recruitment, for which separate information will be provided where applicable.

When a website enquiry leads to a formal appointment, we transfer the original enquiry, the information supplied with it and related correspondence into the project particulars. This project copy becomes part of our professional record and is handled under this notice.

The original enquiry is normally retained with the project particulars for 12 years after our appointment ends. The routine-enquiry deletion period in our Website Privacy Notice does not apply to this project copy. Temporary copies in the website platform and routine-enquiry email folder remain subject to their shorter deletion periods.

The review, sensitive-information and justified-extension provisions below continue to apply.

Depending on the work, we may hold:

• Names, contact details, addresses, organisations, job titles and project roles.
• Property details, project briefs, requirements and relevant information about ownership or occupation.
• Proposals, appointments, instructions, correspondence, professional advice and records of decisions.
• Drawings, photographs, surveys, reports, planning and building-control submissions and other project documents containing personal information.
• Meeting notes, minutes and, with permission, recordings and transcripts.
• Relevant health, disability or accessibility information needed to address a specific brief.
• Invoices, payment records and other information necessary to administer our services and business relationships.
• Information relevant to complaints, disputes, insurance matters or legal claims.

We seek to hold only information relevant to the purpose concerned. Information within a drawing, brief or meeting record can still be personal information; it does not have to be held in a separate personal file.

We receive information directly from you through discussions, correspondence, meetings and project documents. We may also receive information from your authorised representative, a client, property owner, consultant, contractor, supplier, adviser or public authority involved in the project.

Where relevant, we may obtain information from publicly accessible planning records, property records or professional and business directories. Where required, we will explain the particular source and provide further privacy information to the individual concerned.
If you supply another person’s information, please ensure it is relevant and that they are aware of the proposed use. Do not assume that being our client gives you authority to consent on behalf of another adult to the use of their health information.

We use information to understand briefs, prepare proposals, provide architectural and related professional services, coordinate project participants, communicate advice and instructions, prepare applications and administer appointments and payments.
After advice or services conclude, we retain necessary professional evidence to establish what was instructed, advised and delivered, and to establish, exercise or defend legal claims.
Our lawful bases depend on the activity and relationship:


Where we rely on legitimate interests, we consider whether the processing is necessary and proportionate and assess its effect on the individuals concerned. A contract with an organisation does not automatically provide a contractual lawful basis for all information about its employees or other people.
Health information requires an additional condition, explained below. We will explain any materially different purpose before using information for that purpose where required.
You are not generally required by law to provide information simply to discuss a project. Some information may be necessary for the agreed services or an application. We explain any relevant requirement and the consequences if it is not provided; we may be unable to address the particular requirement or deliver the affected service.

Some briefs require us to understand an individual’s health, disability or accessibility needs. We distinguish necessary design requirements from medical details that are not needed for the work.

For the planned use and sharing of identifiable health information for a brief or application, we seek specific, explicit consent from the individual concerned or an appropriately authorised representative. We explain the information, purpose and intended recipients separately. Where processing is objectively necessary to deliver a contract with that individual, contractual necessity may provide the general lawful basis alongside explicit consent as the additional condition for health information; otherwise we identify the applicable basis for the specific use.

Acceptance of an appointment or receipt of this notice is not blanket consent to use, publish or disclose health information. We use separate consent wording and maintain a record of the choices made.

You may withdraw consent by contacting us. We will explain any effect on our ability to address the relevant part of the brief and discuss alternatives. Withdrawal does not affect earlier lawful processing. Any continued retention or use must have an independently applicable lawful basis and additional condition; our retention period alone does not override withdrawal.

Where particular health information is necessary for establishing, exercising or defending legal claims, we may rely on legitimate interests and the legal-claims condition. We assess the information needed for that purpose rather than treating all health information as automatically necessary for the full project-retention period.

We may submit relevant project information to planning authorities, building-control bodies and other organisations as part of the agreed services. Planning documents may be published on a public register. The receiving body has its own duties and privacy notice.
Before including identifiable health or other sensitive information, we discuss what is necessary, the proposed disclosure and potential publication. We seek appropriate confidential handling or redaction arrangements with the receiving body. Awareness that a document may be published does not itself amount to explicit consent to publish health details.

We do not assume that all material submitted to an authority must be publicly available. Public disclosure of sensitive information is considered separately and requires an appropriate lawful basis and additional condition. We cannot guarantee removal of information already lawfully published by an authority or copied by others.

We may use business AI services to assist with defined tasks such as drafting correspondence, organising information and supporting project development. Providers and models may change, so they are described by category rather than named individually here.

We seek to remove identifying details where practicable and limit the information used to what is necessary for the task. Where identifiable information is involved, we assess the purpose, lawful basis and service arrangements, including confidentiality, retention and data use. A business subscription does not, by itself, determine whether a particular use is appropriate.

We do not treat this notice or a failure to object at appointment as permission to disclose information without restriction. Identifiable health information needs separate assessment and an appropriate additional condition before use in an AI service.
Automated enquiry acknowledgements may be sent without human checking. They confirm receipt only and do not provide project-specific professional advice or accept an appointment. AI assistance does not transfer our professional responsibilities to the technology provider.

You may raise concerns about AI processing, request contact with a person, or object to processing based on legitimate interests at any time by emailing Mail@kura-architects.co.uk.

We obtain participants’ permission before recording or using AI transcription. We explain the service, purpose, recipients and proposed retention before it starts. If permission is not given, we use ordinary note-taking instead.

Relevant recordings, transcripts and approved minutes may form part of the professional record. We review whether an original recording or transcript remains necessary once an accurate written record has been agreed. Where continued retention of a recording as professional evidence relies on legitimate interests, we assess and explain that distinct purpose; health information requires an additional condition.

Consent to recording can be withdrawn by contacting us. Any continued retention must be separately justified. Recordings and transcripts are not automatically kept for 12 years merely because they relate to a project.

Where relevant and necessary, we may share information with:

• Clients, authorised representatives and project participants.
• Consultants, contractors and suppliers working on the project.
• Planning authorities, building-control bodies and other relevant public authorities.
• Accountants, professional advisers, insurance brokers, insurers and legal representatives.
• Email, IT, storage, backup, collaboration and business AI service providers.
• Courts, regulators or other bodies where disclosure is legally required or necessary for a relevant legal matter.

We limit the information shared to the purpose concerned. Authorised people providing technical support may have access where their permissions and work require it.

Some recipients act independently and handle information under their own privacy notices. We do not sell personal information or use project records for unrelated promotional campaigns.

Our company-controlled project records and backups are held on storage located in the UK, including an offsite backup. Access to company-held information is restricted to authorised people.

External email and business technology providers also process information in delivering their services and may process it outside the UK. UK-based company storage does not mean that all processing takes place in the UK.

Contact Mail@kura-architects.co.uk for information about the providers handling your information and the applicable international-transfer arrangements, including how to obtain details of relevant safeguards.

We normally retain necessary professional records for 12 years after our appointment ends. Where we give professional advice without a formal appointment, the period normally runs from the conclusion of that advice.

The post-service purpose is to preserve evidence of what was instructed, advised and delivered and to establish, exercise or defend legal claims. The records may include relevant correspondence, advice, drawings, instructions, meeting records and supporting project information.

The 12-year period is our standard retention policy. It does not determine or limit the time within which a legal claim may be made.

We review whether individual records remain necessary, particularly health information, raw recordings and transcripts. We securely delete or anonymise information when it is no longer needed.

At the end of the standard period, records are reviewed and deleted or anonymised unless a specific legal obligation, actual or reasonably anticipated claim, dispute or investigation justifies continued retention. Extensions are documented and reviewed. Accounting and other statutory records are retained for the applicable legal periods, which may differ from the professional-record schedule.

Routine enquiries that do not involve professional advice or become an appointment follow the shorter periods in our Website Privacy Notice. Unrelated supplier and general business correspondence is kept for the duration of the relevant relationship and then reviewed against any remaining accounting, contractual or claims-related need; it is not automatically placed on the 12-year professional schedule.

Deleted information may remain in company-controlled backup snapshots for up to a further two weeks before expiry. It is kept beyond ordinary use during that interval. If a backup is restored, we reapply relevant deletion decisions. Separate service-provider recovery copies and technical records follow the applicable service arrangements.

We restrict access to company-held information and maintain backups. We take proportionate steps to protect information against loss, misuse and unauthorised access, taking account of the nature of the information and the work concerned.

Depending on the circumstances, you may request access to your personal information, correction, deletion, restriction of processing or a portable copy where that right applies.

Right to object: You may object at any time, on grounds relating to your circumstances, to processing based on legitimate interests, including AI processing or continued record retention. Contact Mail@kura-architects.co.uk and we will assess your request and explain our response.

Where we rely on consent, you may withdraw it at any time without affecting earlier lawful processing. We do not require an objection or withdrawal to be made only at the start of an appointment.

These rights are subject to applicable conditions and exceptions, including where particular information remains necessary for legal claims. We may request proportionate information to verify your identity and respond within the applicable statutory time limit.

Contact Mail@kura-architects.co.uk, or write to:
Kura Architects Ltd
Grosvenor House
11 St Paul’s Square
Birmingham
B3 1RB

If you have concerns about how we handle your personal information, please contact Mail@kura-architects.co.uk so we can investigate and seek to resolve them. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.

We review this notice when our services or information-handling arrangements change. The current version shows its revision date. We provide further information about material changes where appropriate.