Privacy Policy

Version: 1.0
Effective from: 21.11.25
Reviewed on: 21.11.25

  1. Introduction

This Privacy Policy explains how Star Office Services Ltd (“we”, “us” or “our”) collects, uses and protects personal information. We handle personal data lawfully, fairly and transparently in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and guidance from the Information Commissioner’s Office (ICO). The policy applies to anyone who interacts with us, including customers, prospective customers, website users, suppliers and anyone who contacts our business.

We act as the data controller, meaning we determine how and why personal data is used. If you have any questions about this policy or wish to exercise your rights, please contact us at:
Email: hello@starofficeservices.co.uk

  1. The information we collect

We collect information that helps us provide our services and operate our business. This includes basic identity and contact details; information relating to enquiries, bookings or services; and details shared through the contact form on our website. When you visit www.starofficeservices.co.uk, we may also collect technical information such as IP addresses, browser details and cookie data to keep the site secure and improve its performance.

Where relevant to our administrative or office-support services, we may also collect or store audio recordings, video files or meeting recordings provided to us by clients. These are stored within Microsoft 365 and may occasionally be transferred using secure file-transfer services such as WeTransfer for the purpose of sending large files safely.

Where we receive any Personal Data from our Clients, being their own customer or employee data, or any other type, we will adhere to their instructions regarding Privacy and anything in any Data Processing Agreements that we contract to. If necessary, we will reach out to those Data Subjects when necessary.

We collect personal data directly from you, through our website, by email or phone, via documents you provide to us, and during normal business communication. As our business develops, we may introduce additional secure systems, but any new tools will be reviewed to ensure they meet appropriate data protection standards. We do not buy external data lists.

  1. How and why we use personal data

We only use personal data where we have a lawful basis to do so. Most information is used so we can respond to enquiries, provide administrative or office-support services, manage appointments, deliver contracted work and keep accurate business records. These activities are carried out either because they are necessary for a contract, or because you have asked us to take steps before entering into one.

We also rely on legitimate interests when running and developing our business, which includes keeping systems secure, improving how we deliver our services, storing communications, handling files or documents you provide, and carrying out reasonable business development activities. When relying on legitimate interests, we always consider whether those interests are balanced against your rights.

We currently rely solely on legitimate interests for any marketing activity, and only send communications that we believe are relevant, proportionate and reasonably expected. As our business develops, we may introduce optional newsletters, sign-up forms or other promotional communications, in which case we may also rely on consent where appropriate. You may withdraw consent or object to marketing at any time.

We must also process personal data to meet legal duties, including financial record keeping, HMRC requirements and responding to lawful requests.

Where we handle sensitive information such as health data, this is done only where necessary and supported either by explicit consent or employment/health and safety obligations.
We do not make decisions based solely on automated processing that have legal or significant effects on individuals.

  1. Sharing personal data

We share data only when necessary. This may include trusted service providers such as Microsoft 365 (cloud storage and email), WeTransfer (file transfer), our WordPress website host and technical support providers.

These third parties act under contract and must keep your information secure. As our business grows, we may introduce additional platforms or tools, provided they meet appropriate data protection and security standards.

We may also share information where legally required, for example with HMRC, regulators or law enforcement.

We do not sell personal data.

  1. International transfers

Some of the systems we use may store or process personal data outside the UK. When this occurs, we ensure appropriate safeguards are in place, such as adequacy regulations, Standard Contractual Clauses or the UK International Data Transfer Agreement. You can request details of these safeguards at any time.

  1. Data security

We take reasonable steps to keep personal data secure. Our devices are password protected, we use two-factor authentication to access online services and files are stored securely within the Microsoft 365 cloud environment. Large files may be transferred using secure encrypted services. Only individuals who require access for business purposes may view personal information, and we maintain up-to-date software and protective measures.

As our business grows, we may introduce additional measures such as password managers, device encryption or enhanced access controls. Any such measures will be chosen to reflect the needs of the business.

If we ever become aware that your information may be at risk, we will act promptly in line with ICO guidance and inform you if necessary.

  1. How long we keep information

We keep personal data only for as long as necessary. For most client information—including documents, recordings and communications—we retain data for up to one year after the service ends, followed by an annual data clean-up. If certain records need to be kept longer for legal, accounting, tax or operational reasons, we will retain them only for as long as required.

If the type of services we provide changes, or long-term archiving becomes necessary, we may adjust our retention practices in accordance with data protection law. When information is no longer needed, it is securely deleted or anonymised.

  1. Your rights

You have the following rights under UK data protection law:

  • The right to be informed about how your data is collected and used.
  • The right of access to the personal data we hold.
  • The right to rectification if information is inaccurate or incomplete.
  • The right to erasure in certain circumstances.
  • The right to restrict processing in specific situations.
  • The right to data portability to receive your data in a usable format.
  • The right to object to certain processing, including marketing or legitimate interests.
  • The right to withdraw consent where consent is relied upon.

To exercise any of these rights, please contact us. If you are unhappy with how we handle your data, you may raise a concern with the ICO at www.ico.org.uk or 0303 123 1113.

  1. Cookies

Our website uses cookies to help it function properly and to understand how visitors use it. You can manage or disable cookies through your browser settings. As our website develops and new features are added—such as analytics tools or sign-up forms—any changes affecting cookie use will be reflected in an updated Cookie Policy.

  1. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law or how we operate. The version number and effective date appear at the top of this policy.

Document control

Policy owner: Star Office Services Ltd
Version: 1.0
Effective from: 21.11.25
Next review date: 21.11.26
Approved by: Danielle Rees
Last updated: 21.11.25

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