3. Contacting Each Other.
3.1. If you require assistance and cannot find what you need, please visit our website at www.architecturenorth.co.uk, where you can find our most up-to-date contact details.
3.2. Please note that we will need to verify your identity before discussing any matters related to your account. If the person contacting us is not the account holder, we can only provide limited information.
3.3. For written correspondence or in instances where this agreement requires written notice, you can submit your message through our website at www.architecturenorth.co.uk/contact-us.
3.4. If we need to contact you, we’ll use your correspondence address, email address, mobile or fixed telephone number, or any other method requested by you.
3.5. If we have to give you written notice, we’ll do so by email, SMS, WhatsApp, hand, or pre-paid post to the address or telephone number you’ve provided us.
3.6. After an initial request for information from the client, Architecture North Ltd will:
3.6.1. Contact the client by their preferred communication method.
3.6.2. Send an email to the client, confirming our attempted contact and requesting their response.
3.6.3. Allow a 7-working day period for the client to respond.
3.6.4. If there is no response from the client after 7 working days, Architecture North Ltd will send the relevant follow-up call to the client.
3.6.5. Architecture North Ltd will email you outlining we’ve attempted to contact you, and that you should contact us.
3.7. Follow-Up Contact
If there is no response from the client after 7 working days, Architecture North Ltd will:
3.7.1. Make a follow-up contact using the client's preferred communication method.
3.7.2. Send a follow-up email, reiterating our attempted contact and requesting a response.
3.7.3. Allow an additional 7-working day period for the client to respond.
3.8 If there is still no response after the follow-up, Architecture North Ltd will initiate the process of sending a formal letter:
3.8.1. The letter will be sent to the client's correspondence address, as indicated in our records.
3.8.2. The letter serves as a formal communication attempt to gather the requested information.
3.9. Data protection rules prevent us from discussing your project with anyone other than yourself, unless they are named as a ‘named nominee' on your project agreement.
3.10. You can add a new contact or nominee to your agreement at any time by completing this form: https://www.architecturenorth.co.uk/clients-area/client-requests/nominated-person
3.11. Adding a nominee allows them to speak and make changes to your project on your behalf.
3.12. Nominees have no legal rights and your agreement remains in your name as the lead client.
3.13. Without a nominee named on your agreement, we are unable to discuss your project with anyone other than yourself, even in unforeseen circumstances.
3.14. The Client or Appointed Nominee shall create a project password to secure their account.
3.15. The password must be in the following format;
3.15.1. The first initial of the client's first name and the first initial of the client's surname (both in uppercase).
3.15.2. Immediately followed by the day, month, and year of the client's birth
3.15.3. The client and appointed nominee acknowledges that their project password is for their protection and must be kept confidential.
3.15.4. The Architecture North Ltd shall not be liable for any unauthorised access to the Client's account resulting from the Client's failure to keep their password confidential.
3.16. All emails from Architecture North Ltd will be deemed to be delivered immediately.
3.17. All notice or documents from Architecture North Ltd will be deemed to be delivered immediately if delivered by hand, or 48 hours after posting.
3.18. Notices given by SMS will be deemed to be delivered immediately when they’re sent.
3.19. Notices given by WhatsApp will be deemed to be delivered immediately when they’re sent.
3.20. If the Architecture North Ltd sends an email to the Client using blind carbon copy (BCC) and the Client is included in the BCC field, the Client agrees not to respond to the email or otherwise disclose their inclusion in the BCC field to any other party, as this may compromise the confidentiality of the email.
3.21.1. Replying to a BCC email can create confusion and disrupt the communication flow between the original sender and the other recipients.
3.21.2. Responding to a BCC email may compromise the original sender's ability to uphold confidentiality and may lead to a loss of trust.
3.21.3. When included within a BCC email you are not expected to reply or contribute to the original thread, as is can damage the professional relationship between the parties involved.
3.22. We, our representatives, may monitor or record your communications:
3.22.1. For business purposes, such as quality control and training.
3.22.2. To prevent unauthorised use of our systems.
3.22.3. To ensure effective systems operation; and
3.22.4. In order to prevent or detect crime.