The short version. If you fill in the form on this site we collect your name, business, email, phone and whatever you tell us, and we use it to reply to your enquiry. Nothing else. We do not sell it, we do not share it for marketing, and we do not add you to a mailing list. This website sets no cookies and runs no tracking or analytics of any kind. Email us and we will tell you what we hold or delete it.
1. Who we are
Site2Office provides remote back-office support — enquiry handling, quotes, customer communication, job and diary admin, invoicing and paperwork — to trades and small businesses across the UK.
For the personal information collected through this website, Site2Office is the data controller. That means we decide what we collect and why, and we are responsible for looking after it.
You can reach us about anything in this notice at hello@site2office.uk.
Company details. Site2Office is being set up as a registered business. Our company number, registered address and ICO registration number will be added to this notice and to the footer of this site as soon as they are issued. Until then, the email address above reaches the people responsible.
2. What we collect
Through the enquiry form on this website:
- Your name
- Your business name
- Your email address
- Your phone number
- Whatever you choose to write in the message
If you email us directly, we hold whatever is in that email and its attachments.
We do not collect payment card details, government identifiers, health information, biometric data or any other special category data through this website. Please don't send any of that in the form — it isn't a secure channel for it.
3. Our lawful basis
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry and talk to you about the work | Legitimate interests — you asked us to get in touch, and responding is what you'd expect |
| Prepare a quote or proposal for you | Steps taken at your request before entering a contract |
| Keep records of who we've dealt with and what was agreed | Legitimate interests — running the business properly and being able to show what we said |
| Meet tax, accounting and other legal obligations | Legal obligation |
We don't rely on consent for anything on this website, because we don't send marketing and we don't track you. If that ever changes we will ask you first and tell you how to withdraw.
4. How we use it
We use what you give us to reply to you, to understand what you need, to quote for it, and — if you become a client — to do the work and invoice for it. That's the whole list.
- We do not sell your information, to anyone, ever.
- We do not share it with third parties for their own marketing.
- We do not add you to a mailing list because you made an enquiry.
- We do not use automated decision-making or profiling that has any legal or similarly significant effect on you.
5. How long we keep it
| What | How long |
|---|---|
| An enquiry that doesn't go anywhere | 12 months, then deleted |
| An enquiry we're actively talking about | For as long as we're in contact, then 12 months |
| Client records and correspondence | For the life of the contract, then 6 years |
| Anything needed for tax and accounting | 6 years after the end of the financial year, as HMRC requires |
You can ask us to delete your information sooner than any of this, and unless we're legally required to keep it we will.
6. Who else touches it
We keep the list of people who can see your information as short as we can. Right now it is two companies, both acting as our processors under contract:
| Who | What they do | Where |
|---|---|---|
| Netlify | Hosts this website and receives the enquiry form submissions | United States |
| Microsoft | Our email (Microsoft 365) — enquiries arrive in a Site2Office mailbox | United States parent; data centres in the UK and EU |
We may also disclose information where we are legally required to — for example to HMRC, a regulator, or a court order. We'd tell you if that happened unless we were prohibited from doing so.
7. Data outside the UK
Both of the companies above are US-headquartered, so some of your information may be processed outside the UK. Where that happens it is covered by the UK's International Data Transfer Addendum or the Standard Contractual Clauses, which are the safeguards UK law provides for exactly this. If you want the detail on a specific transfer, ask us and we'll tell you.
8. When we work for a client
This is the bit that makes us different from most websites, so it's worth being clear about.
Everything above is about your information when you contact us. When we are doing back-office work for a client — answering their enquiries, writing their quotes, chasing their invoices — we are handling their customers' information. In that situation the client is the data controller and Site2Office is the data processor. We act only on their written instructions.
Every client engagement is covered by a written data processing agreement meeting the requirements of Article 28 of the UK GDPR, which sets out what we may do with their data, our confidentiality and security obligations, our use of sub-processors, how we help them answer requests from their own customers, what happens if there's a breach, and what we do with the data when the contract ends.
If you are a customer of one of our clients and you want to know what is held about you, contact that business directly — they are the controller, and we are required to point you to them. If it's easier, email us and we will pass your request straight to them.
9. Your rights
Under the UK GDPR you can ask us to:
- Tell you what we hold about you, and give you a copy
- Correct it if it's wrong or incomplete
- Delete it, where we have no overriding reason to keep it
- Restrict what we do with it while something is being sorted out
- Hand it over to you or someone else in a usable format
- Stop processing it, where we're relying on legitimate interests
Email hello@site2office.uk and say what you want. There's no charge. We'll reply within one month, and if it's complicated enough to need longer we'll tell you inside that month and explain why.
10. Cookies and tracking
This website sets no cookies at all. There is no Google Analytics, no advertising pixel, no Facebook tracking, no session recording, no third-party script of any kind. Nothing on this site follows you anywhere, and nothing about your visit is shared with anyone.
That's unusual enough that we'd rather say it plainly than bury it. It also means you won't get a cookie banner here, because there's nothing to consent to.
11. Keeping it safe
Enquiries come in over an encrypted connection and go into a business mailbox protected by multi-factor authentication. Access is limited to the people who need it to do the work. We review who has access when people join or leave.
No system is perfect. If there is ever a personal data breach that is likely to risk your rights and freedoms, we will report it to the Information Commissioner's Office within 72 hours and tell you directly where the law requires it.
12. Children
This is a service for businesses. It isn't aimed at children and we don't knowingly collect information about anyone under 16. If you think we have, tell us and we'll delete it.
13. Changes to this notice
If we change this notice we'll update the date at the top. If the change is significant — a new processor, a new purpose — we'll make that obvious rather than quietly editing the page. Ask us and we'll tell you what a previous version said.
14. Contact and complaints
Anything in this notice, or any request about your information: hello@site2office.uk. We aim to come back to you within five working days and to resolve things within a month.
If we've got it wrong, tell us first and give us the chance to put it right. If you're still not satisfied, you have the right to complain to the Information Commissioner's Office, which is the UK's data protection regulator:
- ico.org.uk
- Helpline: 0303 123 1113
- Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Complaining to the ICO doesn't stop you doing anything else, and it doesn't cost you anything.