Privacy Notice 

Robert Myers Associates Ltd

Effective date: 23 September 2026

Last reviewed: 23 September 2026 

Robert Myers Associates Ltd (“we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly. 

This Privacy Notice explains how we collect, use, store and protect personal information when you contact us, use our website or engage with us in connection with our landscape architecture services. 

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

1. Who we are 

Robert Myers Associates Ltd is the data controller responsible for your personal information. 

Our contact details are: 

Robert Myers Associates Ltd Pensons Yard, Stoke Bliss, Tenbury Wells, Worcestershire, WR15 8RT [email protected] 01885 227377 

For any questions about how we use your personal information, please contact us using the details above. 

2. Information we collect 

Depending on how you interact with us, we may collect: 

• your name and job title; 

• company or organisation details; 

• email address, postal address and telephone number; 

• information provided through enquiries and correspondence; 

• information relating to projects on which you are involved; 

• information contained in contracts, appointments, drawings, reports and other project documents; 

• invoicing and payment information; 

• information provided when applying for employment or working with us; 

• information you provide when contacting us through our website. 

We aim to collect only information that is reasonably necessary for the relevant purpose. 

3. How we collect information 

We may collect personal information: 

• when you contact us by telephone, email or through our website; 

• when you engage us to provide professional services; 

• when you participate in a project with us; 

• when we enter into a contract or professional appointment; 

• when you provide services to us; 

• when you submit an employment or other business enquiry; 

• from publicly available professional or business sources where appropriate. 

4. How we use your information 

We may use personal information to: 

• respond to enquiries; 

• provide landscape architecture and related professional services; 

• communicate with clients, consultants, contractors and suppliers; 

• administer projects and professional appointments; 

• prepare quotations, tenders and contracts; 

• issue and process invoices and payments; 

• maintain appropriate business and project records; 

• manage professional relationships; 

• deal with insurance and professional indemnity matters; 

• comply with legal, regulatory and professional requirements; 

• maintain the security of our IT systems and website. 

5. Our lawful basis for using personal information 

We will only process personal information where we have a lawful basis to do so. 

Depending on the circumstances, this may include: 

• Contract: where processing is necessary to provide our services or to take steps before entering into a contract. 

• Legitimate interests: where processing is necessary for the reasonable and proportionate operation of our business, provided this does not unfairly affect your rights. 

• Legal obligation: where we are required to process information to comply with the law. 

• Consent: where we have asked for and received your consent to process your information. 

Where we rely on consent, you can withdraw it at any time. 

6. Sharing your information 

We may share relevant personal information with third parties where this is necessary to operate our business or deliver our professional services. 

These may include: 

• clients and their representatives; 

• architects, engineers and other professional consultants; 

• contractors and suppliers; 

• local authorities and other statutory bodies; 

• accountants, solicitors and other professional advisers; 

• insurers and professional indemnity providers; 

• IT, cloud-storage and software providers; 

• payment and banking providers; 

• regulatory or government bodies where required by law. 

We will only share information that is reasonably necessary for the relevant purpose and will take appropriate steps to ensure that information is handled securely. 

7. How we protect your information 

We take reasonable and proportionate measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. 

These measures include, where appropriate: 

• password protection and access controls; 

• secure IT and cloud-based systems; 

• regular software and security updates; 

• appropriate data backups; 

• limiting access to information to those who need it for legitimate business purposes; 

• staff awareness of data protection and information security. 

8. How long we keep information 

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected. 

Some information may need to be retained for longer periods to meet legal, accounting, contractual, professional or insurance requirements. 

When information is no longer required, we will securely delete, destroy or anonymise it where appropriate. 

9. Website information and cookies 

Our website may collect limited technical information about visitors, such as IP addresses and information about how the website is used. 

We may use cookies or similar technologies to operate and improve our website. 

Where required by law, we will ask for your consent before using non-essential cookies. You can also manage cookies through your web browser settings. 

10. Your data protection rights 

Under UK data protection legislation, you may have rights in relation to your personal information, including the right to: 

• request access to the personal information we hold about you; 

• request correction of inaccurate information; 

• request deletion of your information in certain circumstances; 

• request restriction of processing in certain circumstances; 

• object to certain types of processing; 

• request transfer of your information where the right to data portability applies; 

• withdraw consent where we rely on consent as our lawful basis. 

These rights are subject to certain conditions and exemptions under data protection legislation. 

If you wish to exercise any of these rights, please contact us using the details provided above. 

11. International transfers 

Where we use service providers that process personal information outside the UK, we will take appropriate steps to ensure that any transfer is made in accordance with applicable UK data protection legislation and that appropriate safeguards are in place. 

12. Data breaches 

We maintain appropriate arrangements for identifying, managing and responding to personal data breaches. 

Where required by law, we will notify the Information Commissioner’s Office (ICO) and/or affected individuals of a personal data breach. 

13. Complaints 

If you have concerns about how we have handled your personal information, please contact us in the first instance. We will consider your concern and seek to resolve it. 

You also have the right to complain to the Information Commissioner’s Office (ICO), which is the UK’s independent regulator for data protection. 

Information Commissioner’s Office (ICO) 

14. Changes to this Privacy Notice 

We may update this Privacy Notice from time to time to reflect changes in our business, website, legal requirements or data-processing arrangements. 

The latest version will be published on our website. Last updated: 23 September 2026