Privacy Policy

Last updated: 19 August 2026

Officeflow Ltd respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us or otherwise interact with us.

1. Who we are

This website is operated by:

Officeflow Ltd
Company number: 12301038

Registered office:
Unit 9 Hellesdon Hall Industrial Estate
Hellesdon Park Road
Norwich
NR6 5DR
United Kingdom

Website: officeflow.co.uk

General enquiries: info@officeflow.co.uk

For the purposes of UK data protection law, Officeflow Ltd is the data controller for the personal information described in this Privacy Policy.

2. Personal information we collect

Depending on how you interact with us, we may collect the following information:

Your name
Email address
Telephone number, where provided
Company or organisation details
Information contained in enquiries or messages you send to us
IP address
Browser and device information
Information about how you use our website
Advertising and analytics identifiers
Cookie and consent preferences
Information relating to enquiries, quotations, contracts and customer relationships

We only collect information that is relevant to the purpose for which it is required.

3. Contact forms and enquiries

When you submit a contact form on our website, we may collect your name, email address and any information included in your message.

We use this information to:

Respond to your enquiry
Provide information about our products and services
Prepare quotations or proposals
Follow up on requests you have made
Maintain appropriate records of our communications

Our lawful basis will normally be legitimate interests, where we need to respond to a business enquiry, or steps taken at your request before entering into a contract where your enquiry relates to purchasing our services.

We do not use information submitted through our contact forms for unrelated purposes.

4. Customers and prospective customers

Where you are a customer or are considering becoming a customer, we may process personal information in order to:

Provide quotations
Supply and support products and services
Manage contracts
Arrange installations, servicing and support
Communicate about your account or services
Issue invoices and process payments
Meet legal, accounting and regulatory requirements

Depending on the circumstances, our lawful basis may be performance of a contract, legitimate interests or compliance with a legal obligation.

5. Website analytics

We use website analytics services, including Google Analytics, to understand how visitors use our website.

Information collected may include:

Pages viewed
Approximate location
Device and browser type
Referring website
Time spent on pages
Interactions with the website
Anonymous or pseudonymous identifiers

We use this information to understand website performance, improve our content and services, and identify technical or usability issues.

Where required, analytics technologies are only activated in accordance with your cookie and consent choices.

6. Google Ads and conversion measurement

We use Google Ads to advertise our services and measure the effectiveness of our advertising.

When somebody interacts with one of our advertisements and subsequently completes an action on our website, such as submitting an enquiry form, Google Ads may record that action as a conversion.

This helps us understand which advertising generates genuine enquiries and allows us to improve our advertising campaigns.

7. Enhanced Conversions

We use Google Ads Enhanced Conversions to improve the accuracy of our advertising measurement.

When you submit certain forms on our website, information you provide, such as your email address, may be securely converted into a hashed value before being sent to Google.

Hashing converts the information into a one-way encrypted-style representation before transmission.

Google may use the hashed information to determine whether the conversion can be matched to a Google account that previously interacted with one of our advertisements.

We use Enhanced Conversions for measurement and attribution purposes. We do not receive additional personal information about you from Google as a result of this matching.

The transmission of advertising-related user data is controlled in accordance with your applicable cookie and consent choices.

8. Google Tag Manager

We use Google Tag Manager to manage website measurement technologies, including Google Analytics and Google Ads tags.

Google Tag Manager itself primarily provides the mechanism through which these tags are deployed. The individual services activated through it may process data as described elsewhere in this Privacy Policy and in our Cookie Policy.

9. Cookies and similar technologies

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to function correctly. Other cookies may be used for purposes such as:

Analytics
Advertising measurement
Remembering preferences
Website functionality

We use a consent-management system to allow visitors to make choices about non-essential cookies and related technologies.

Where consent is required, non-essential technologies will be controlled according to the choices you make.

You can change or withdraw your cookie choices using the cookie preferences facility available on our website.

Further information about the cookies and services used on this website is available in our Cookie Policy.

10. Google Consent Mode

Our website uses Google Consent Mode to communicate your cookie and privacy choices to Google services.

Depending on the choices you make, Google services adjust how they store and process information for advertising and analytics purposes.

Consent choices may include permissions relating to:

Advertising storage
Analytics storage
Advertising user data
Advertising personalisation

11. Who we share personal information with

We may share personal information with trusted third-party service providers where necessary for the operation of our business.

These may include:

Website hosting and IT providers
Website developers and technical support providers
Google, for analytics and advertising measurement
Email and communication providers
Professional advisers such as accountants or legal advisers
Suppliers or service partners where required to fulfil a request or contract
Authorities or regulators where required by law

We only share information where there is an appropriate reason for doing so and expect service providers processing personal information on our behalf to protect it appropriately.

We do not sell personal information to third parties.

12. International transfers

Some of the technology providers we use may process information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that suitable safeguards are in place as required by UK data protection law.

These safeguards may include adequacy regulations, approved contractual protections or other legally recognised transfer mechanisms.

13. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including where retention is necessary for legal, accounting or regulatory purposes.

As a general guide:

General website enquiries are retained for as long as necessary to respond and manage any resulting business relationship.
Customer and contractual records may be retained for the duration of the relationship and for an appropriate period afterwards to meet legal and accounting obligations.
Analytics and advertising information is retained according to the retention settings configured within the relevant platforms.

Retention periods may vary where there is a legal or operational reason to retain information for longer.

14. How we protect your information

We take reasonable technical and organisational measures to protect personal information against:

Unauthorised access
Accidental loss
Misuse
Alteration
Disclosure
Destruction

Access to personal information is limited to people who require it for legitimate business purposes.

No method of transmission or storage can be guaranteed to be completely secure, but we take proportionate measures to reduce the risks associated with the information we process.

15. Data breaches

If we become aware of a personal data breach, we will investigate it and take appropriate action.

Where required by law, we will notify the Information Commissioner's Office and affected individuals within the applicable timescales.

16. Your data protection rights

Depending on the circumstances, you may have the right to:

Ask for access to personal information we hold about you
Ask us to correct inaccurate or incomplete information
Ask us to erase personal information
Ask us to restrict how we use your information
Object to certain uses of your information
Request transfer of information in certain circumstances
Withdraw consent where processing is based on consent

These rights are subject to certain legal conditions and exemptions.

To exercise your rights, contact us using the details provided in this Privacy Policy.

We may need to verify your identity before responding to a request.

17. Right to complain

If you have concerns about how we handle your personal information, please contact us first so that we have an opportunity to address them.

You also have the right to complain to the UK supervisory authority for data protection:

Information Commissioner's Office (ICO)
ico.org.uk

18. Third-party websites and embedded content

Our website may contain links to external websites or embedded content provided by third parties.

Third-party websites operate under their own privacy policies and we are not responsible for their privacy practices.

Embedded content may allow the third-party provider to collect information about your interaction with that content, subject to your consent choices where applicable.

19. Automated decision-making and profiling

We do not use website visitors' personal information to make decisions that produce legal or similarly significant effects solely through automated processing.

Advertising and analytics platforms may use automated systems to assist with measurement, attribution, audience selection and advertising optimisation.