1. Who we are
Sara’s Office Services Ltd, trading as Sara’s Office Services, provides bookkeeping, Executive Support and administration support, together with Project Management, Office Fit-Outs & Staff Relocations, Change Management, and Business & Workplace Transformation services. This notice explains how we use personal information when you visit this website, enquire about our services or contact us directly.
For these activities, Sara’s Office Services Ltd is the data controller: the organisation responsible for deciding how your personal information is used.
Company: Sara’s Office Services Ltd · Company number 11859018
Contact: Sara Nash
Email: sara@sarasofficeservices.co.uk
Telephone: 07799 897501
Postal address: 32 Romulus Gardens, Kingsnorth, Ashford, Kent, TN23 3PX.
This notice covers our own enquiries and business relationships for both business support and Projects & Change. Where we handle personal information on a client’s instructions, our role and responsibilities are established for that engagement and addressed in the relevant service and data-processing arrangements. This may include client employee, supplier and stakeholder information used for workplace moves or organisational change. This notice does not replace a client’s own privacy notice.
2. Information we collect
When you contact us, we receive the information you choose to provide. Our Microsoft Forms enquiry form collects the contact details and message you choose to submit, which may include your name, email address, business name, telephone number and support requirements.
Correspondence may also include information about your business, support requirements, appointments and quotations. Projects & Change enquiries may include your role, organisation, project location, intended timescales, scope and budget. If you become a client, we may need contact, billing and agreement details to manage our relationship with you.
Depending on the agreed project, we may also handle relevant business contact details, stakeholder correspondence, meeting records and information about workplace moves or working arrangements. We ask for only the personal information needed for the agreed work; employee information handled on a client’s instructions is governed by the relevant data-processing arrangements.
The hosting and form services may also process technical information, such as your IP address, browser information and request details, to provide the website and protect it from misuse.
Please share only information relevant to your enquiry. Avoid sending passwords, bank login details or sensitive personal information through the public contact form.
3. Why we use your information
- To respond to business support and Projects & Change enquiries and discuss the support you need.
- To arrange calls, prepare quotations and manage client communications, including communication with relevant project contacts.
- To administer agreements, invoices and payments for business support and project engagements.
- To maintain appropriate business records and meet applicable legal obligations.
- To operate the website and help prevent spam, fraud and misuse.
We do not currently send newsletters or promotional emails. Submitting an enquiry does not sign you up to a mailing list.
4. Our lawful bases
The appropriate basis depends on the reason we use your information:
- Legitimate interests: responding to business support and Projects & Change enquiries, preparing quotations, communicating with client and supplier business contacts, managing business relationships and protecting our website. We consider your rights when relying on these interests.
- Contract: where information is necessary to enter into or carry out an agreement with you as an individual.
- Legal obligation: where records are needed to meet applicable legal requirements.
- Consent: where we specifically ask for and rely on your permission for a particular use.
You are not obliged to submit an enquiry. However, we need sufficient contact information to respond. You can use email or telephone instead of the form.
6. International processing
Our Microsoft 365 administration records show that Exchange Online mailbox data and SharePoint and OneDrive document data are stored at rest in the United Kingdom. This describes those services’ storage location; it does not mean that all Microsoft processing takes place only in the UK. Microsoft Forms has separate data-location arrangements; Microsoft lists Europe as the default Forms storage region for UK-based tenants.
Microsoft may process information internationally to provide and support its services. Its Data Protection Addendum sets out the applicable contractual safeguards for transfers.
OpenAI and its hosting providers may process website information outside the UK, including in the United States. The ChatGPT Sites Data Processing Addendum provides for UK data to be processed under standard contractual clauses supplemented by the UK Addendum. Where a business-account agreement applies, the relevant OpenAI business data-processing agreement governs that processing.
You can contact us for further information about the safeguards applicable to your information. The linked provider agreements explain their published arrangements.
7. How long information is kept
We do not retain unsuccessful enquiries once they have been dealt with and are no longer being pursued. This includes deleting the relevant response from Microsoft Forms and the corresponding enquiry correspondence.
We retain former clients’ records for six years after the client relationship ends. These records support our business record-keeping and the handling of any outstanding matters.
Information is deleted or anonymised when it is no longer needed. Where a legal requirement or an ongoing dispute requires particular records to be retained longer, we keep only the relevant information for that purpose.
Deletion from active systems may not immediately remove every copy from provider recovery systems or backups. Any remaining copies are subject to the provider’s retention, recovery and deletion arrangements. Our six-year policy does not require every item of personal information to be kept for six years if it is no longer needed. Personal information held solely on a client’s instructions, including employee or stakeholder project information, is returned or deleted in accordance with the agreed processing arrangements, subject to any applicable legal retention requirement.
8. Keeping information secure
We take care with the business and personal information entrusted to us. Appropriate measures include controlling access to business systems and agreeing how documents and information are shared.
Internet transmission and email cannot be guaranteed to be completely secure. If you believe information sent to us has been misused or accessed without permission, please contact Sara at sara@sarasofficeservices.co.uk.
9. Your rights
Depending on the circumstances, you may ask to access your information, correct inaccurate details, have information deleted, restrict its use or receive certain information in a portable format.
You can object to processing based on legitimate interests. You can also object to use of your information for direct marketing. Where processing relies on consent, you can withdraw that consent; this does not affect the lawfulness of earlier processing.
These rights have conditions and exceptions. Contact us using the details above to make a request. We may need to verify your identity before responding.
10. Questions and complaints
Please contact Sara if you have a concern about how we handle your information. You also have the right to complain to the UK Information Commissioner’s Office.
12. Updates to this policy
This policy was updated on 7 November 2026 to reflect our browser cookie and storage check and link to the updated Cookie Policy. It continues to describe our use of SharePoint for shared company and client documents. We review this notice when our services or the way we handle information changes. The latest update date is shown at the top of this page.