Privacy Policy
Personal Data that we collect
1Office only collects basic personal information about you which is provided to us by you or your employer as main and secondary contact or when you use our services. This does however include your name, your position within the company, your telephone number, your email address and – where required due to the nature of the services requested – your personal address. When you contact us to discuss your services, we may ask for certain information to be able to confirm your identity, check our records and answer your questions quickly and accurately. If you contact us, we may keep a record of that correspondence.
Additionally, if you provide your details through our website forms to download resources or subscribe to marketing communications, we collect your name and email address to fulfil your request and to send you relevant updates or offers. We use a secure marketing platform, HubSpot, to manage these communications and your data is stored on servers located within the European Economic Area (EEA) in compliance with applicable data protection regulations.
How we use personal information
1Office needs to know this personal information to carry out our obligations arising from any contracts entered into between you and us. We will not collect any personal data from you that is not needed to provide this service to you and will only use the information for purposes directly relevant to the performance of our contract. We may use it to verify your identity when you use our services or contact us, to process your orders, to carry out credit checks and to meet our legal and regulatory obligations. We may also use it to inform you about your account, security updates and any other product information you need to know.
Legitimate Interest
In some cases, 1Office may process your personal data based on our legitimate interests, such as managing business relationships, improving our services, or conducting direct marketing communications. Where your details have been obtained through a lead generation company or other lawful sources, we rely on legitimate interest as the legal basis for processing your data to provide relevant information about our products and services. We always ensure that this processing is balanced against your rights and freedoms and do not send marketing emails without a lawful basis. If you wish to object to this processing or unsubscribe from any communications, you have the right to do so at any time by contacting us or using the unsubscribe option in marketing emails.
Where you have subscribed to receive marketing communications, we will use your personal data to send you emails containing news, updates, and information about our products and services that we believe may be of interest to you. We will only send marketing emails if you have provided your explicit consent, and you may withdraw your consent at any time by clicking the unsubscribe link in any marketing email or by contacting us directly. We never share or sell your personal data for marketing purposes.
Keeping personal data confidential
All the personal information 1Office collects is treated confidentially, no third parties have access to your personal information unless the law allows them to do so or you give us your consent. Please be aware that if you utilise our Software or Communication Services, personal information will be shared with third party service providers, where it is necessary to perform a contract with you or take steps to enter into a contract at your request.
The data we collect on you will only be stored outside the European Economic Area (EEA) where this is necessary for the performance of a contract and in compliance with European data protection legislation. If personal data is transferred outside the European Economic Area (EEA) to third party service providers, we will take steps to make sure that any data transfer is in compliance with EU Data Protection laws, by relying on certification schemes such as the EU-US Privacy Shield. We do not transfer personal data to a third party for the third party’s own use, but only for the purpose of contractual performance.
Your personal data collected via our marketing forms and emails is stored securely by HubSpot on EU servers, which comply with the UK GDPR and relevant data protection laws. HubSpot acts as our data processor and only processes data under our instruction.
Unless there is a specific legal requirement for us to keep information, we will keep your information for as long as it is relevant and useful for the purpose for which it was collected (and which you agreed to). For marketing communications, your data will be retained until you unsubscribe or request deletion.
We will store and destroy personal data securely, we won’t collect or retain excessive amounts of data, we will ensure that appropriate technical measures are in place to protect personal data from loss, misuse, unauthorised access and disclosure.
The data we collect on you will only be stored outside the European Economic Area (EEA) where this is necessary for the performance of a contract and in compliance with European data protection legislation. If personal data is transferred outside the European Economic Area (EEA) to third party service providers, we will take steps to make sure that any data transfer is in compliance with EU Data Protection laws, by relying on certification schemes such as the EU-US Privacy Shield. We do not transfer personal data to a third party for the third party’s own use, but only for the purpose of contractual performance.
Unless there is a specific legal requirement for us to keep information, we will keep your information for as long as it is relevant and useful for the purpose for which it was collected (and which you agreed to).
We will store and destroy personal data securely, we won’t collect or retain excessive amounts of data, we will ensure that appropriate technical measures are in place to protect personal data from loss, misuse, unauthorised access and disclosure.
How to get access to your personal data
You can contact us at any point under admin@1office.co.uk or 01382 644362 if you believe the information we collect on you is incorrect, you wish to access the information or if you want to have it deleted.
You also have the right to withdraw your consent to marketing communications at any time and to object to or restrict other types of processing. If you have concerns about how your data is used or wish to exercise any of your data protection rights, please get in touch.