Privacy Policy
Last updated: January 2026 | Version 1.0
1. Introduction
E14 Office Ltd ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our services.
We are the data controller for the purposes of UK GDPR and the Data Protection Act 2018.
2. Information We Collect
We collect information you provide directly, including:
- Account information: Name, email address, phone number, date of birth, nationality
- Address information: Your residential/business address for correspondence
- Company information: Company name, registration number, company type, director details
- Payment information: Processed securely via Stripe; we do not store full card details
- Verification documents: As described in Section 3 below
We also automatically collect:
- Usage data: IP address, browser type, pages visited, timestamps
- Device information: Device type, operating system
3. Identity Verification and Compliance Checks
E14 Office may need to verify your identity and address before we can activate certain services (including mail handling and forwarding) and to meet our legal and regulatory obligations.
What we collect
Where required, we may collect:
- Proof of photo ID (such as a passport, driving licence, or accepted national identity card)
- Two proofs of address (such as a utility bill, bank statement, council or government letter dated within the last 6 months)
- Supporting information relevant to your account, your company, and the services you purchase
How we use it
We use verification information to:
- Confirm your identity and address
- Comply with legal and regulatory obligations (including, where applicable, anti-money laundering requirements)
- Prevent fraud, misuse of services, and unauthorised access
- Keep appropriate records for audit and dispute resolution
How we store and protect it
We store verification information using appropriate technical and organisational security measures designed to protect against unauthorised access, alteration, disclosure, or destruction. Access is restricted to authorised staff and service providers who need it to perform verification or compliance-related functions.
Who we share it with
We may share verification information with:
- Trusted third-party providers who help us carry out identity and address checks (for example, digital verification providers)
- Professional advisers or competent authorities where we are legally required to do so
These providers are required to process information only on our instructions and to apply appropriate safeguards.
Retention and deletion
E14 Office keeps verification information only for as long as necessary for the purposes described above, including compliance, audit, fraud prevention, and resolving disputes. Where we are subject to legal retention obligations, we will retain information for the required period. Once information is no longer needed, we will take reasonable steps to securely delete or destroy it.
If you do not provide verification documents
If required documents are not provided, we may pause activation of some services and may temporarily hold mail for a limited period (typically up to 14 days) before returning items to sender where appropriate.
4. How We Use Your Information
We use your information to:
- Provide and manage our services to you
- Process payments and send invoices
- Communicate with you about your account and services
- Comply with legal obligations
- Protect against fraud and misuse
- Improve our services
5. Legal Basis for Processing
We process your personal data on the following legal bases:
- Contract: Processing necessary to provide our services to you
- Legal obligation: Processing required to comply with UK law (e.g., anti-money laundering, Companies House requirements)
- Legitimate interests: Processing for fraud prevention, security, and service improvement
- Consent: Where you have given explicit consent (e.g., marketing communications)
6. Data Sharing
We may share your information with:
- Service providers: Payment processors (Stripe), email providers, hosting providers
- Verification providers: Third parties who assist with identity checks
- Regulatory bodies: Companies House, HMRC, or other authorities where required by law
- Professional advisers: Lawyers, accountants where necessary
We do not sell your personal information to third parties.
7. Data Retention
We retain your information for as long as:
- Your account is active
- Required by law (typically 6-7 years for financial/compliance records)
- Necessary to resolve disputes or enforce agreements
After this period, we will securely delete or anonymise your data.
8. Your Rights
Under UK data protection law, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of your data (subject to legal obligations)
- Restriction: Request restriction of processing
- Portability: Request your data in a portable format
- Object: Object to certain processing activities
- Withdraw consent: Where processing is based on consent
To exercise these rights, contact us at info@e14office.co.uk.
9. Data Security
We implement appropriate security measures including:
- Encryption of data in transit (HTTPS/TLS)
- Secure access controls and authentication
- Regular security assessments
- Staff training on data protection
10. Cookies
We use essential cookies to operate our website. These include session cookies and security cookies. We do not use advertising or tracking cookies.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or through our website. The "Last updated" date at the top indicates when this policy was last revised.
12. Complaints
If you have concerns about how we handle your data, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk