Privacy Policy
Last updated: 15th September 2025
Who We Are
Mountain Fold Architecture is a RIBA Chartered Practice based in East Sussex, UK. We’re committed to protecting your privacy and handling your personal data transparently and responsibly.
Data Controller: Matthew Barrass, Mountain Fold Architecture
Contact: info@mountainfold.uk
Address: 12 Station Street, Eastbourne, BN21 4RG
What Information We Collect
We collect personal information when you contact us directly about our services. This includes your name, email address, and phone number when you enquire about potential projects, along with project details and location information when discussing commissions. We also maintain records of our communications via email, phone, or face-to-face meetings.
When you subscribe to our newsletter, we collect your email address, along with your subscription preferences and basic interaction data such as whether you’ve opened or clicked links in our emails.
For website analytics, we use Plausible Analytics to understand how our website is used. This service does not use cookies or track personal data, does not collect IP addresses or personal identifiers, and provides only anonymous aggregate statistics. Because it complies with GDPR requirements without collecting personal information, no consent is required for this analytics.
When working together on a project, we collect comprehensive information necessary for professional service delivery. This includes your full contact details, detailed project information such as site details and design brief, financial information for invoicing and payments, all design documents and project correspondence, and professional collaboration data when we work with other consultants on your behalf.
Why We Collect This Information
We process your data primarily for legitimate business interests including responding to enquiries about our architectural services, providing professional project management, improving our services through anonymous website analytics, and maintaining proper business administration and record keeping.
When you commission our services, we process data for contract performance including delivering the architectural services you’ve requested, coordinating with other professionals involved in your project, and managing all invoicing and payment processes.
For marketing communications such as our newsletter, we only process data based on your explicit consent. This also applies to sharing project case studies or using your project in our portfolio – we will always seek your explicit consent before featuring your work.
We also process certain data to meet legal obligations including maintaining professional records as required by the ARB or RIBA, fulfilling tax and accounting requirements, and keeping records for professional indemnity insurance purposes.
How We Protect Your Information
All digital data is stored securely in encrypted cloud storage with regular security updates and backups. Access is restricted to essential personnel only, and all email communications are encrypted in transit. Physical documents are stored securely in locked filing systems with restricted office access and secure disposal of confidential waste.
We maintain professional standards throughout our practice with all team members trained in data protection requirements. Client confidentiality is maintained throughout and after projects, and our professional indemnity insurance covers data protection matters.
Who We Share Information With
We may share your information with professional collaborators working on your project, including other consultants such as structural engineers and surveyors, planning authorities as required for applications, and contractors and suppliers involved in project delivery. We only share information necessary for project delivery and ensure all parties maintain appropriate confidentiality agreements.
Certain service providers may have access to your data including cloud storage providers with appropriate data processing agreements, email service providers for newsletter distribution, and accounting software for business administration.
We may be required to share information to meet legal requirements including responses to courts or tribunals if legally required, professional bodies such as RIBA and ARB for regulatory compliance, and insurance providers for professional indemnity claims. We never sell or trade your personal information to third parties for marketing purposes.
How Long We Keep Your Information
Enquiries are retained for 12 months from last contact unless you become a client. Newsletter subscribers remain on our list until they unsubscribe. Client project data is retained for 15 years from project completion as required by professional regulations. Financial records are kept for 7 years from the end of the relevant financial year to meet HMRC requirements. Marketing materials are retained until consent is withdrawn.
We regularly review stored data and securely delete information when no longer needed for its original purpose or legal requirements.
Your Rights Under GDPR
You have comprehensive rights regarding your personal data. You can see what personal data we hold about you, receive a copy in a commonly used format, and transfer your data to another service provider. You can correct any inaccurate information we hold and request deletion of your personal data, subject to legal and professional obligations. In certain circumstances, you can also restrict our processing of your information.
Regarding marketing communications, you can unsubscribe from newsletters at any time using the link provided in every email, withdraw consent for marketing communications, and object to legitimate interest processing. If you have concerns about how we handle your data, you can contact us directly to resolve any issues or complain to the Information Commissioner’s Office if you remain unsatisfied.
Newsletter and Marketing
Our newsletter subscription requires double opt-in confirmation – you’ll receive a confirmation email after signing up. You can unsubscribe anytime using the link in every email, and we never automatically add anyone to marketing lists without explicit consent.
For project case studies and portfolio features, we require explicit consent before featuring your project and provide full control over what information is shared. You maintain the right to withdraw consent at any time, even after initially agreeing to feature your project.
Website Analytics
We use Plausible Analytics to understand website usage patterns. This service sets no cookies on your device, collects no personal data, and provides only anonymous statistics such as page views, referrers, and device types. All data is processed within the EU, and no consent is required under GDPR due to the completely anonymous nature of the data collection.
Children’s Privacy
Our services are intended for adults commissioning architectural work. We do not knowingly collect personal information from children under 16.
International Transfers
Your data is primarily processed within the UK and EU. When we work with international consultants or on overseas projects, we ensure appropriate safeguards are in place to protect your information during any necessary transfers.
Changes to This Policy
We may update this privacy policy to reflect changes in law or our business practices. We’ll notify you of significant changes via email to newsletter subscribers, website notifications displayed for 30 days, and direct contact for active clients.
Contact Us
For any questions about this privacy policy or your personal data, please contact us at info@mountainfold.uk, or by post at 12 Station Street, Eastbourne, BN21 4RG.
To exercise your rights or make a complaint, contact us directly using the details above or complain to the ICO at ico.org.uk or 0303 123 1113.
Matthew Barrass
Director, Mountain Fold Architecture
RIBA Chartered Practice