Merrell O’Flaherty Dormer Architects Ltd

Privacy Policy and Retention Schedule

May 2018

The General Data Protection Regulations (GDPR) come into force on 25 May 2018. As such, we have updated our records relating to the personal data which we hold, and the reasons for this.

Under GDPR Personal Data (PD) is defined as anything which can identify you personally as an individual. Special Personal Data (SPD) is defined as anything which refers to your racial, religious, health, political, or sexual status.

MOFD Architects retain data where we have a specific purpose for doing so, as follows:


Brief Description of Processing Activity: Client Details - Contracted Project

Personal Data used for Processing Activity (e.g. name, address, medical data, financial data): Name, address, email & phone contact details, property ownership, design development drawings, planning and construction drawings, building contracts (where applicable), project costs, fee invoices, project certification.

Type of Data. i.e: Personal Data (PD) or Special Personal Data (SPD): PD

Period of Retention: 17-20 years

Lawful Basis for Retention: Contracted Legal Obligation


Brief Description of Processing Activity: Client Details - Project Enquiry only

Personal Data used for Processing Activity (e.g. name, address, medical data, financial data): Name, address, email & phone contact details, property ownership

Type of Data. i.e: Personal Data (PD) or Special Personal Data (SPD): PD

Period of Retention: Reviewed & updated on an ongoing annual basis.

Lawful Basis for Retention: Legitimate interest


Brief Description of Processing Activity: Job Applicants Details

Personal Data used for Processing Activity (e.g. name, address, medical data, financial data): Name, home address, email & phone contact details, Curriculum Vitae and covering letter as submitted.

Type of Data. i.e: Personal Data (PD) or Special Personal Data (SPD): PD

Period of Retention: Six months after position is filled. Longer only with written consent.

Lawful Basis for Retention: Legitimate Interest


Third Parties

MOFD Architects only retain client’s personal data when we have a specific purpose for doing so, and only pass it on to Third Parties in direct connection with the proper execution of our commission. These Third Parties may include:

  • Other professional consultants (e.g Engineers/ Party Wall Surveyors) as may be appropriate to your project and our commission
  • Specialist Sub-Contractors and suppliers to the building industry (for example damp-proof specialists/ window and door suppliers/ kitchen and bathroom designers and suppliers) as may be appropriate to your project and our commission.
  • Building Contractors - when obtaining ‘Competitive Tenders’ for you building works Contractors will be provided with your contact details, who will where appropriate and necessary pass these to their sub-contractors in order to obtain quotations for work on your behalf.
  • Local Authorities – as part of the process of making a Planning Application, we are required to notify the local authority of the applicants’ name and address – please note that this information is subsequently made public by the Local Authority.

Please note that all third parties will also be subject to GDPR and will set their own privacy policies and retention criteria.

We are required by our Professional Body, the Royal Incorporation of British Architect (RIBA), and our Professional Indemnity Insurers to retain all documents, drawings and correspondence in relation to your project for 17-20 years beyond its' completion, depending on the nature of the project.