Privacy Policy

Kingston Office Solutions Privacy Policy

Effective date: 13 June 2026
Business name: Kingston Office Solutions
Trading as: Kingston Office Solutions
Contact email: info@kingstonofficesolutions.co.uk
ICO registration number: ZC164126

1. Who we are

Kingston Office Solutions provides administrative and office support services to small businesses, sole traders, tradespeople and local companies.

This Privacy Policy explains how Kingston Office Solutions collects, uses, stores and protects personal information when providing services and running the business.

For data protection purposes, Kingston Office Solutions may act as:

Data controller when we collect and use information for our own business purposes, such as enquiries, client records, marketing and invoicing.
Data processor when we handle information on behalf of a client, for example when managing their inbox, updating their systems, preparing documents or organising their records.

2. What information we collect

The information we collect depends on how you contact us, use our services or work with us.

We may collect:

Personal contact details

Name
Business name
Email address
Phone number
Postal address
Job title or role

Business information

Details about your business
Services requested
Enquiry details
Client instructions
Project notes
Communication history

Financial and billing information

Invoice details
Payment records
Bank payment references
Purchase order information
Accounting or bookkeeping records where relevant to the service

Client system information

Where needed to provide services, we may process information inside client systems, such as:

Emails
Contact lists
Customer or supplier details
Admin records
Calendar entries
Documents and files
CRM data
Password-related access information, where securely provided

Website and technical information

Our website may use cookies and similar technologies. We may collect limited technical information such as:

IP address
Browser type
Device information
Pages visited
Enquiry form submissions
Cookie information

3. How we collect information

We may collect information when you:

Contact us by email, phone, social media, website form or message
Ask for a quote or proposal
Become a client
Provide access to systems or documents
Send us information needed to complete work
Pay an invoice
Sign up to receive updates or marketing
Interact with our website or online content

We may also receive information from third parties where it is relevant to the services being provided, such as accountants, bookkeepers, software platforms, suppliers, clients or referral partners.

4. Why we use your information

We use personal information to:

Respond to enquiries
Provide quotes and proposals
Deliver administrative and office support services
Manage client relationships
Communicate with clients, suppliers and contacts
Create, manage and organise business records
Process invoices and payments
Meet legal, tax and accounting obligations
Keep our business records accurate
Improve our services
Protect our business, clients and systems
Send relevant marketing where permitted

5. Our lawful basis for using information

Depending on the situation, we may rely on one or more of the following lawful bases:

Contract

We use personal information when it is necessary to provide services, prepare quotes, manage client work, communicate about projects or fulfil our agreement with you.

Legal obligation

We may need to keep and use information to meet legal, tax, accounting, regulatory or compliance duties.

Legitimate interests

We may use information where it is necessary for running Kingston Office Solutions, provided your rights and freedoms do not override those interests.

Examples include:

Managing enquiries
Keeping business records
Improving services
Protecting business systems
Following up with potential clients
Handling complaints
Managing client relationships

Consent

We may rely on consent for certain types of marketing or optional communications. You can withdraw consent at any time.

6. How we use client system access

Where Kingston Office Solutions is given access to a client’s email, software, folders, CRM, documents or other systems, we will only access information needed to carry out the agreed work.

We will not access client systems without permission.

Where access is required, written permission should be obtained before work begins. Access should be limited to the systems and information necessary for the task.

We will not copy, download, share or use client data for any unrelated purpose.

7. Systems and service providers we use

Kingston Office Solutions may use third-party systems to run the business and provide services.

These may include:

Google Workspace
Microsoft 365
Email and calendar tools
Cloud storage systems
Document management tools
Accounting or invoicing software
Website and analytics tools
Communication platforms

Where third-party providers process personal information, we expect them to handle that information securely and only for the purpose of providing their service.

8. How we share information

We do not sell personal information.

We may share information only where necessary, such as with:

Software providers
Cloud storage providers
Email service providers
Accountants or bookkeepers
Payment processors
IT support providers
Legal or professional advisers
Government bodies, regulators or law enforcement where legally required
Client-approved third parties involved in the work

Where we use third-party service providers, we expect them to protect personal information and use it only for the agreed purpose.

9. International transfers

Some software or cloud services, including Google Workspace and Microsoft 365, may store or process data outside the UK.

Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place, such as using reputable providers and checking that suitable data protection protections are available.

10. How long we keep information

We keep personal information only for as long as necessary.

Retention periods may depend on:

The type of information
The reason it was collected
The services provided
Legal, tax or accounting requirements
Whether there is an ongoing client relationship
Whether information is needed to handle a dispute or complaint

As a general guide:

Type of information Typical retention period Enquiry records Up to 2 years Client records Duration of relationship plus up to 6 years Invoices and financial records Usually 6 years Project files As agreed with the client Marketing consent records Until consent is withdrawn or no longer needed Complaint records Up to 6 years

These periods may be changed where a longer or shorter period is required by law or agreed with the client.

11. How we protect information

Kingston Office Solutions takes reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.

This may include:

Password protection
Secure cloud storage
Limited access permissions
Two-factor authentication where available
Secure password management
Keeping devices protected
Avoiding unnecessary downloads of client data
Deleting information when no longer needed
Using written permission before accessing client systems

No method of electronic storage or transmission is completely secure, but we take practical steps to reduce risk.

12. Your rights

Under UK data protection law, you may have rights including:

The right to be informed about how your data is used
The right to access your personal data
The right to correct inaccurate data
The right to ask for data to be deleted
The right to restrict processing
The right to object to certain processing
The right to data portability
The right to withdraw consent where consent is used

To exercise your rights, contact:

Kingston Office Solutions
Email: info@kingstonofficesolutions.co.uk

We may need to confirm your identity before responding.

13. Marketing communications

We may contact you with relevant updates, offers or information about Kingston Office Solutions where permitted by law.

You can opt out of marketing at any time by contacting us at:

info@kingstonofficesolutions.co.uk

We will not sell your personal information to third parties for marketing purposes.

14. Cookies

Our website uses cookies.

Cookies are small files placed on your device that help websites work properly, improve user experience and understand how visitors use the site.

We may use cookies to:

Keep the website working properly
Understand how visitors use the website
Improve website performance
Support enquiry forms or website functionality
Measure the effectiveness of online content or marketing

Where required, we will ask for your consent before using non-essential cookies.

You can usually control or delete cookies through your browser settings.

15. Legal requests and compliance

We may use, preserve or share information where necessary to:

Comply with the law
Respond to lawful requests
Protect our rights, property or business
Prevent fraud or misuse
Protect clients, suppliers or others
Handle legal claims or disputes

16. ICO registration

Kingston Office Solutions is registered with the Information Commissioner’s Office.

ICO registration number: ZC164126

17. Complaints

If you are unhappy with how Kingston Office Solutions handles your personal information, please contact us first so we can try to resolve the issue.

Contact: