Privacy Policy

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Private Office Airble House, 270 Airbles Road, Motherwell, ML1 3AT

Last updated: June 2026

1. Introduction

Private Office ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

We are a professional services firm based at Airble House, 270 Airbles Road, Motherwell, ML1 3AT. We are the data controller responsible for your personal information. If you have any questions about this policy or how we handle your data, please contact us at the address above.

3. What Personal Data We Collect

We may collect and process the following personal data:

• Identity data – name, job title, company name
• Contact data – address, email address, telephone numbers
• Financial data – bank account details, billing and payment information
• Transaction data – details of services provided and payments made
• Communications data – records of correspondence, emails, and meeting notes
• Technical data – IP addresses, if you use our website or digital services

We do not knowingly collect data from children under the age of 16.

4. How We Collect Your Data

We collect personal data in the following ways:

• Directly from you when you engage our services, complete forms, or contact us
• Through ongoing professional correspondence and meetings
• From third parties such as referral partners, Companies House, or other public sources where lawfully permitted

5. Why We Use Your Data (Legal Basis)

We use your personal data for the following purposes:

PurposeLegal BasisProviding professional services to youContract performanceSending invoices and processing paymentsContract performanceComplying with legal and regulatory obligationsLegal obligationMaintaining professional recordsLegal obligation / Legitimate interestsCommunicating with you about your matterContract performanceMarketing our services (where applicable)Consent / Legitimate interests

6. How We Share Your Data

We will only share your personal data where necessary and lawful. This may include:

• Regulatory bodies – such as HMRC, the Law Society, or other professional regulators where required
• Service providers – such as IT support, accountancy software, or cloud storage providers who process data on our behalf under data processing agreements
• Legal or professional advisers – where required in connection with your matter
• Courts or law enforcement – where we are legally required to disclose information

We do not sell your personal data to third parties.

7. International Transfers

We do not routinely transfer your personal data outside the UK. If this becomes necessary, we will ensure appropriate safeguards are in place in line with UK GDPR requirements.

8. How Long We Keep Your Data

We retain personal data only for as long as necessary. As a professional services firm, we are typically required to retain client records for a minimum of 6 years following the end of an engagement, in line with standard legal and regulatory requirements. Some records may be kept longer where required by law or professional obligations.

9. Your Rights

Under UK GDPR, you have the following rights:

• Right of access – to request a copy of the personal data we hold about you
• Right to rectification – to ask us to correct inaccurate or incomplete data
• Right to erasure – to request deletion of your data in certain circumstances
• Right to restrict processing – to ask us to limit how we use your data
• Right to data portability – to receive your data in a structured, machine-readable format
• Right to object – to object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us in writing at the address above.

10. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Website: www.ico.org.uk Helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO.

11. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted at our office and/or communicated to you directly where required. The date at the top of this policy indicates when it was last revised.

For any queries regarding this policy, please contact us at: Private Office, Airble House, 270 Airbles Road, Motherwell, ML1 3AT