Last updated: May 2026

RGM Planning & Design respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how personal information is collected, used and protected when you visit this website or contact RGM Planning & Design about planning, urban design or related professional services.

This policy is intended to be clear and accessible. If you have any questions about how your personal information is used, please contact:

RGM Planning & Design
Email: rafa@rgmplanning.com
For the purposes of UK data protection law, RGM Planning & Design is the controller of the personal information described in this policy.

1. Information we collect

We may collect and use the following types of personal information:

• your name;

• your email address;

• your telephone number, if provided;

• your organisation or role, if provided;

• details of your enquiry, project, site, planning matter or professional request;

• documents, plans, photographs or other materials you choose to send;

• correspondence between you and RGM Planning & Design;

• website usage information, including technical data such as IP address, browser type, device information and pages visited;

• cookie and analytics information, where applicable.

We only collect information that is relevant to dealing with your enquiry, providing professional services, operating this website or managing the business.

2. How we collect personal information

We may collect personal information when you:

• visit this website;

• contact us by email;

• use a contact form on the website;

• send documents or information relating to a project or planning matter;

• engage RGM Planning & Design to provide services;

• communicate with us during the course of a project.

Some technical information may also be collected automatically through Squarespace, cookies, analytics tools or other website technologies.

3. How we use your information

We may use your personal information to:

• respond to enquiries;

• discuss potential instructions or projects;

• provide planning, urban design, neighbourhood planning or related professional services;

• review sites, proposals, planning applications, policy documents or project material;

• prepare advice, reports, representations, assessments or other professional outputs;

• manage client relationships and project administration;

• issue invoices and manage payments;

• keep appropriate business, legal, tax and accounting records;

• maintain the security and functionality of the website;

• understand how visitors use the website and improve its content and performance;

• comply with legal or regulatory obligations.

We do not sell your personal information.

4. Lawful bases for using your information

Under UK data protection law, we need a lawful basis to use your personal information. Depending on the circumstances, we may rely on one or more of the following:

Contract
Where we need to use your information to provide services to you, respond to an instruction, or take steps before entering into a contract.

Legitimate interests
Where we use your information for legitimate business purposes, such as responding to enquiries, managing client relationships, keeping business records, improving the website, or protecting our legal position, provided that your rights and interests do not override those interests.

Legal obligation
Where we need to keep or use information to comply with legal, tax, accounting or regulatory requirements.

Consent
Where we rely on your consent, for example for certain non-essential cookies or direct marketing communications, where applicable. You can withdraw your consent at any time.

5. Cookies and website analytics

This website is built using Squarespace. Squarespace may use cookies and similar technologies to operate the website, provide security, measure performance and help understand website usage.

Some cookies are necessary for the website to function. Other cookies, such as analytics or marketing cookies, should only be used where you have given consent, where consent is required.

For more information, please see our Cookie Policy.

UK rules under PECR apply to cookies and similar technologies, and the ICO explains that non-essential cookies generally require clear consent before being used. Squarespace also provides tools for displaying cookie consent options and linking to privacy or cookie policy pages.

6. Sharing your information

We may share personal information with trusted third parties where necessary, including:

• website hosting and platform providers, including Squarespace;

• email and cloud storage providers;

• professional advisers, such as accountants or legal advisers;

• payment, invoicing or accounting service providers;

• consultants, subcontractors or collaborators involved in a project, where appropriate;

• public authorities, regulators or other bodies where required by law;

• local planning authorities or other planning-related bodies, where information is submitted as part of a planning process and you have instructed or authorised us to do so.

Where information is submitted to a public planning process, it may become publicly available through planning portals, committee reports, consultation records or other public documents. We will take reasonable care when handling personal information in professional work, but planning-related submissions may involve public disclosure depending on the nature of the instruction and the relevant authority’s procedures.

7. How long we keep your information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected.

As a general guide:

• enquiry correspondence may be kept for up to 2 years;

• client and project files may be kept for up to 6 years after completion;

• financial, tax and accounting records are usually kept for at least 6 years;

• website analytics data may be retained according to the settings of the relevant analytics provider.

We may keep information for longer where necessary to deal with legal, regulatory, insurance, professional or contractual issues.

9. Security

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration. However, no website, email system or online service can be guaranteed to be completely secure.

Please avoid sending highly sensitive personal information unless it is necessary for the matter being discussed.

10. Your rights

Under UK data protection law, you may have rights to:

• access your personal information;

• ask for inaccurate information to be corrected;

• ask for information to be erased in certain circumstances;

• restrict or object to certain processing;

• request transfer of your information in certain circumstances;

• withdraw consent where processing is based on consent;

• complain to the Information Commissioner’s Office.

To exercise your rights, please contact rafa@rgmplanning.com.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters. The ICO recommends that privacy information should explain why personal data is used, how long it is kept and who it is shared with.

11. Links to other websites

This website may contain links to third-party websites, including planning portals, local authority websites, professional bodies or other external resources. We are not responsible for the privacy practices or content of those websites.

12. Changes to this policy

This Privacy Policy may be updated from time to time. The latest version will be published on this page with an updated date.