Your details, plainly.

Field Notes Architects Limited (company no. 09651661) is responsible for your details, as the “controller” under UK data protection law. We are a small architecture practice run by William Nicholas (Nick) Stacy, an architect registered with the Architects Registration Board (ARB no. 090140G). Our registered office is shown at the foot of every page. The simplest way to reach us about anything on this page is studio@fieldnotesarch.co.uk.

When you use the enquiry form we receive:

• your name and email address;
• the project location, if you give one;
• your message, and anything you choose to tell us in it.

If you email or phone us instead, we keep the same kind of information from that conversation.

Please don’t send us health details or other sensitive information through the form unless it matters to the project (for example, access needs in a home). If it does, tell us and we’ll treat it with extra care.

Reading this website does not require you to give us anything. The site sets no tracking or advertising cookies and uses no analytics. Like any web server, ours keeps short technical logs of requests (including IP addresses) to keep the site secure and working; these are deleted after 30 days.

• To reply to you and discuss your project. This is a step you have asked us to take before any agreement is made (UK GDPR, Article 6(1)(b)).
• To decide whether, and how, we can help. We assess each enquiry for fit, location and timing, and keep a record of the conversation so it stays together if it becomes a project. This is in our legitimate interests in running the practice (Article 6(1)(f)).
• If you become a client, your details move into the project record and are kept under the terms of our appointment and our legal and insurance obligations.

We never add you to a mailing list, sell your details or pass them to anyone for marketing.

We use a small number of services to run the practice. Each handles your details only on our instructions:

• Mythic Beasts (UK) hosts this website and our practice system.
• Supabase stores our practice records, including enquiries, in its European region (Ireland).
• Google provides our email.
• AI services. Our practice assistant uses AI services from established providers (such as Google, Anthropic and OpenAI) to help read and assess enquiries and draft replies. We use their business services, under terms that limit how they may use what we send. A person always reads your enquiry and decides what happens; nothing is decided automatically.
• postcodes.io, a public UK postcode service, is used to estimate travel distance from a project’s postcode. Only the postcode is sent.
• Short notifications of a new enquiry (your name and project location) are sent to our own phones and computers through Apple’s or Google’s standard notification services.

Some of these providers may process information outside the UK, including in the United States. Where that happens it is covered by safeguards recognised by UK law, such as the UK–US data bridge or standard contractual clauses.

We keep our digital services in the UK and EU wherever we can. This website and our practice system run on a server in Cambridge, and our records are stored in Ireland.

Our email and the AI services we use currently come from US-based providers. We are moving these to UK or European providers, and will update this page as we do.

• Enquiries that don’t become a project: 12 months after our last contact, then deleted.
• Enquiries that become a project: kept with the project record for as long as we need it for the work, our professional obligations and insurance, and any period in which a claim could be made.
• Backups: our nightly backups are kept for up to 30 days, so deleted information disappears from them within a month.

You can ask us, free of charge, to:

• tell you what we hold about you and send you a copy;
• correct anything that is wrong;
• delete your details (unless we need to keep them for a project or a legal reason);
• stop or limit how we use them, or object to our using them;
• give you your details in a format you can take elsewhere.

Email studio@fieldnotesarch.co.uk. We’ll reply within one month.

Please tell us first and we’ll try to put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint or 0303 123 1113.

If we change how we handle your details, we’ll update this page and the date at the top.

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