Last updated: October 2026
ONE Environments Limited is responsible for the personal information described in this notice. It covers website visitors, business enquiries, our relationships with clients, consultants and suppliers, and people featured in our website content.
Information we collect
We collect names, professional contact details and information provided through enquiries, correspondence and our work. This may include project, contractual and payment information. We may also receive professional contact details from organisations involved in our projects.
We collect professional biographies and photographs for team profiles and content about our practice and activities.
Our website may collect technical information, such as IP addresses, browser details and page visits. Our Cookie Notice explains the cookies and similar technologies used.
How and why we use information
We use personal information:
- To respond to business enquiries and manage professional relationships, relying on our legitimate interests in operating our practice and communicating about our services.
- To provide services and administer appointments. Where our contract is with you personally, we rely on contractual necessity, including steps you request before entering a contract. Where you represent an organisation, we rely on our legitimate interests in delivering and managing that organisation’s commission.
- To manage invoicing and payments, relying on contractual necessity or legitimate interests as appropriate, and to maintain statutory financial records under our legal obligations.
- To maintain and secure our website and business systems, relying on our legitimate interests in protecting our operations.
- To establish, exercise or defend legal claims, relying on our legitimate interests in protecting our legal position.
- To introduce our team and share our work and practice activities, as explained below.
- For optional website technologies requiring consent, relying on your consent. You can withdraw this at any time without affecting the lawfulness of earlier processing.
Where information is necessary to respond to an enquiry or deliver a service, we may be unable to do so if it is not provided.
Team profiles, photographs and practice activities
We publish names, roles, professional biographies and photographs to introduce our team and share the life and work of our practice. This may include images from events at Sailors Bethel, study trips and professional development activities. Published content is publicly accessible.
We rely on our legitimate interests in communicating our work and activities where these are not overridden by the interests or rights of those featured. Where we rely on consent for a particular use, we explain this when seeking it, and that consent can be withdrawn.
Historic project, news and event content may include people who have since left the practice. We may retain this material where it remains relevant as a record of our work and activities, while ensuring it does not misleadingly suggest a current association with ONE.
If you have concerns about an image or profile featuring you, please contact us. We review requests to update or remove material, taking account of your rights and circumstances and our reasons for retaining it.
Access and sharing
Personal information is accessed by authorised members of our team and, where necessary, our IT provider to support our systems and our accountant to manage our financial records.
We also use service providers for website hosting, email, accounting, project management and business administration, including Xero, Fresh Projects and Fresh Memory. These providers process relevant personal information as needed to deliver their services.
We limit access and sharing to what is necessary for the purpose and require providers acting on our behalf to protect personal information. We may also disclose information where required by law. We do not sell personal information.
International processing
Some of the providers we use process personal information outside the UK.
Google Analytics is provided by Google LLC in the United States. Information collected through cookies, such as online identifiers and device and usage data, may be transferred to and processed in the US. These transfers rely on the UK-US Data Bridge, under which Google LLC is certified to the EU-US Data Privacy Framework and its UK Extension. Google’s data processing terms also include the UK International Data Transfer Addendum as an additional safeguard.
Cookie Script is provided by CookieScript UAB in Lithuania. It records your cookie choices with a consent ID and a partially masked IP address. The UK recognises countries in the European Economic Area as providing adequate protection for personal information.
SMTP2GO delivers emails sent from this website, such as form confirmations. It processes your name, email address and the content of the message. Our account is hosted in SMTP2GO’s European data centre in the Netherlands. The UK recognises countries in the European Economic Area as providing adequate protection for personal information.
You can find out more about the UK-US Data Bridge at dataprivacyframework.gov and about UK adequacy arrangements at ico.org.uk.
Keeping information
We keep enquiry records while responding to the enquiry and any resulting discussions. Where an enquiry leads to a commission, relevant information becomes part of our project records.
We retain client, project and financial records according to the duration of the commission, contractual and statutory requirements, professional indemnity insurance requirements and relevant periods for legal claims.
We update current team profiles when roles or employment change. We retain historical project, news and event content while it remains relevant to documenting our work, subject to review of its accuracy, purpose and impact on those featured.
We retain technical and security records for the period needed to operate our systems and investigate relevant incidents. Cookie durations are explained in our Cookie Notice.
We review information and delete or anonymise it when it is no longer needed.
Your rights
Depending on the circumstances, you may ask to access, correct or erase your information, restrict its use, object to processing or receive a portable copy.
Where we rely on legitimate interests, you may object on grounds relating to your circumstances. You can object to direct marketing at any time. Where we rely on consent, you can withdraw it at any time.
To exercise your rights, contact [email protected], or write to ONE Environments Limited, Sailors Bethel, Horatio Street, Newcastle upon Tyne, NE1 2PE.
Complaints
If you have concerns about how we handle your personal information, contact us using the details above. We will acknowledge your complaint within 30 days, investigate it and explain the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
Updates
We review this notice when our activities change and publish the current version here. Where required, we will bring significant changes to your attention.
