Legal
Privacy Policy
This policy explains how The Private Office collects, uses, and protects your personal data in accordance with UK GDPR and the Data Protection Act 2018.
Last updated:
Data Controller
Anthony Shearman
Trading as: The Private Office
anthony@theprivateoffice.ukUnited Kingdom
1. Who we are
The Private Office is a sole-trader virtual executive assistant and PA service operated by Anthony Shearman, based in the United Kingdom. For the purposes of UK data protection law, Anthony Shearman is the data controller responsible for your personal data.
2. What data we collect
We collect personal data that you provide directly to us, including: your name and job title or company name; your email address and telephone number; the content of any messages or enquiries you send via our contact form or by email; and any other information you choose to share when discussing your requirements. We do not collect sensitive personal data (such as health information or financial details) through this website.
3. How we collect your data
We collect data when you complete and submit the contact or enquiry form on this website; when you email or telephone us directly; and when you engage us as a client and we correspond in the course of providing services. We do not purchase data from third parties or use automated data collection tools beyond standard web server logs.
4. Why we use your data
We use your personal data to respond to your enquiry or discovery call request; to provide and manage the virtual assistant services you have engaged us for; to send you information relevant to your engagement, such as invoices, updates, or service-related communications; and to comply with our legal obligations. Our lawful basis for processing is legitimate interests (responding to enquiries) and, where a contract is in place, the performance of that contract.
5. How we store and protect your data
Your data is stored securely using reputable cloud-based tools and email services. We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. We do not store payment card details — any payments are processed through third-party providers who are responsible for their own security.
6. How long we keep your data
Enquiry data from individuals who do not become clients is retained for up to 12 months, after which it is securely deleted. Client data is retained for 6 years from the end of the engagement to comply with HMRC and legal requirements. You may request earlier deletion subject to any overriding legal obligations.
7. Sharing your data
We do not sell, rent, or trade your personal data. We may share data with trusted third-party service providers (such as cloud storage, email, or invoicing platforms) solely to the extent necessary to deliver our services. All such providers are required to handle your data securely and in accordance with applicable data protection law. We will disclose data if required to do so by law or a regulatory authority.
8. Your rights
Under UK GDPR you have the right to: access the personal data we hold about you; request correction of inaccurate data; request erasure of your data (the 'right to be forgotten'), subject to legal retention obligations; object to or restrict our processing of your data; and lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your rights have been infringed. To exercise any of these rights, please contact us at anthony@theprivateoffice.uk.
9. Cookies
This website may use essential cookies required for it to function correctly. We do not currently use tracking or analytics cookies. If this changes, this policy and our cookie notice will be updated accordingly.
10. Changes to this policy
We may update this Privacy Policy from time to time. The date at the top of this page will reflect the most recent revision. Continued use of this website after any changes constitutes your acceptance of the updated policy.
11. Contact us
If you have any questions about this Privacy Policy or how we handle your data, please contact Anthony Shearman at anthony@theprivateoffice.uk or by telephone on +44 (0) 777 4433 666.