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Flux Office Management

Data Privacy Policy

Thank you for trusting us with some information about you. We take that trust seriously and we want you to know how we use your information and why.

Who is holding your information?

Name
Shona Bunce, trading as Flux Office Management
Company registration number
Not applicable (sole trader)
Data retention period, or how we decide how long to keep your information
One year after our contract with you ends, except where we must keep information for longer to meet legal, accounting or tax requirements.
Card and payment processors
None. We take payment by BACS bank transfer only.
Cookie policy
This website does not set cookies.
AI policy
We use AI tools where necessary to support our work, for example to create reports, match data and check documents.
Third parties we share information with
Our accountant, and the software we use to run our business. See also who we may share your data with.
Do we transfer your data to organisations or countries outside the UK/EU?
Yes. Some of the mainstream software we use may store data in the USA or elsewhere. We choose providers with appropriate security standards and safeguards. See data location and platforms.
Do we use automated decision-making or profiling tools on your data?
No
Person responsible for data in our business
Shona Bunce
shona@fluxom.uk
Our data regulator
Information Commissioner’s Office (ICO), ico.org.uk
Our ICO registration number: ZC080652
Are we obliged to collect ID or finance data for anti-money laundering or other legal purposes?
No
Do we collect information about people under 16?
No
How to raise concerns
If you have concerns about how we handle your personal data, please email shona@fluxom.uk. If we can’t resolve it, you can contact the ICO (details above).
Date this policy was last updated
3 October 2026

Whose information do we collect?

We process information about:

  • PROSPECTS: contacts working at or connected with potential CLIENTS, and potential CLIENTS
  • CLIENTS who have bought goods or services from us, and CLIENT Contacts, who are individuals employed by or contracted to CLIENTS
  • SUPPLIERS: suppliers or potential suppliers of goods or services to us
  • EMPLOYEES: our employees, if we have any. Employees should refer to their contract of employment for data privacy information relating to their own data.

Our policy

We promise respectful treatment of the personal information of everyone we have contact with. We want it to be simple and clear.

This policy explains how we do that: when and why we collect information, how we use it, the situations when other people can see or use it, and how we keep it secure.

But just to set the scene in case you don’t want to read through all the details just now, we can be clear up front. We don’t sell, rent or trade email lists with anyone else.

We’ve split this policy into sections, depending on who you are:

  • Section A is for everyone.
  • Section B is for you if you are or work for a business prospect.
  • Section C is for you if you are a CLIENT or a CLIENT Contact.
  • Section D is for you if we have information about you purely because we are providing services to a CLIENT.
  • Section E is for you if you’re a SUPPLIER.

AFor everyone

Whoever you are, our intention is to use your information to make things work smoothly for you in your experience of dealing with us. If that’s not how it turns out for you, please make sure to contact us. It’s best to put things in writing, which you can do by emailing the address above.

We keep this policy under regular review, and we may revise it as time goes on. Please check back here from time to time to make sure you’ve got the latest information.

Our general approach to personal data

We’re committed to protecting your privacy and honouring your legal rights to control how we use your personal data. We only collect and use personal data when we need it:

  • because you have asked us to do something
  • so that we can reply to queries or complaints
  • to develop and manage our business relationships
  • to help grow our business and fulfil our contracts
  • to provide services to CLIENTS
  • to meet our legal obligations.

We try to make sure the information we hold is accurate and up to date and is no more than we need to have.

Categories of data

The types of information that we will be processing depend on the nature of our relationship with you.

We may process information about you that you have yourself provided to us or published generally on the internet through social media or on other websites.

In all cases, we will have whatever identifying and communication information is relevant and that we can sensibly obtain: that is, your name, email address, employer or business name, job title or position, contact address, social media addresses, and we may also capture some of the information published by you in your social media output to the extent that it may be relevant to our interactions.

If you are or work for a prospect, we will aim to obtain and process information that is relevant to our building a business relationship with you and doing business together, which may relate to your business and your personal interests.

If you are or work for a customer or SUPPLIER, we will also keep records of our interactions, the work we have done for you or commissioned from you, the progress of work, and financial and accounting records.

If we are processing information about you purely because we are providing services to others, please see Section D below. Please note that your rights may be subject to applicable exemptions.

If you have any questions or concerns about our use of your information, or how we have responded to any request about your personal data, please take it up in the first instance by emailing us at the address above. If we can’t sort it out, the official authority contact details are set out in the table above, and you can raise your concerns with them.

Social media

We have an active presence on social media. If you use social media, the platforms hold and use your information in line with their own data privacy policies.

If you ‘like’ any of our posts or ‘follow’ us or contact us on social media, we keep a record of that. Your replies to us, messages you send us, and your other activity linked to our posts may be seen by us.

No sale or exchange of your data

We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.

Data location and platforms

Like most small businesses, we do not have any tailor-made software. We use mainstream packages for everything from our CLIENT records to email and accounting.

This means that some of your data may be held in the EEA, and some may be held in services in the USA or elsewhere. We have picked mainstream SUPPLIERS with appropriate security standards.

We may share some of your data with these people

We share limited information with our accountant and with the software we use to run our business, only where they need it. For example, if we invoice you, our accountant needs to process the information in the invoice.

Your information and advice are held in the strictest confidence.

How long do we keep your data for?

Your information will be kept for the length of time set out in our retention period (see the table at the top of this policy).

Want to see what we hold on you?

If you want to know what information we have about you (if any), email the address above and give us your name and email address or addresses. We may require you to confirm your identity before proceeding.

Provided we can legitimately disclose the information to you (see Section D), we will happily do a search and send you what we have.

What are your rights?

You have the right to know what information we are collecting on you, and to amend it if it is inaccurate.

If you feel for some reason we have information we should not be keeping, or it is out of date or otherwise wrong, please let us know and we will take appropriate action.

Most of the information we hold is not based on your individual consent but is based on our needing the information to run our business and provide our products and services.

You have a “right to be forgotten”, but that does have some legal limits to it. If you want us to remove information about you, let us know. If you have been a CLIENT, we may not be able to remove all data, as we will have to ensure that we can continue to comply with legal, accounting, taxation and our insurer’s requirements.

Our legal basis for processing your data

The information we hold is based on our needing the information to run our business and provide our products and services, either so we can perform our contract with you, or because we have a legitimate business interest in processing your data.

In a few situations we are processing personal data because we are under a legal obligation to do so. This principally relates to our business, accounting and tax records.

BProspects

Most of the information we process comes from you. We process it so we can reply to you, and when you contact us again we know what you asked before, what you were sent, and what you told us.

Typically, we are collecting name, contact details, how we came across you, and background information from you or published by you on social media or freely accessible on the internet, on why you might be interested in our products or services or be a relevant contact for our business.

We are not a hard sell or cold calling-based organisation, but prefer to build long-term relationships with satisfied and relaxed CLIENTS.

If we email you individually using our own email system or respond to an email sent to us at any of our business email addresses, a copy of that email will also be stored.

If you make an enquiry via our website, we will keep details of that enquiry and response for our data retention period (see the table at the top of this policy).

We do not routinely keep special category data. To the extent we hold this, it was supplied or made publicly available by you.

CClients

Once you buy something from us, we will collect information from you at the point of sale.

This will include the information we collect from PROSPECTS (above). We collect your email address, phone number and postal address so we can provide what we have contracted to provide, invoice you and keep proper records of our business relationship.

We process your data to support the delivery of the goods and services you have bought. We keep records of the goods and services provided to you, and information you give us, so we can support you when needed and advise you of any additional services you may need.

Third party data

As well as your own personal data, we understand that you may need to provide us with personal data relating to your employees, your workers, or third parties (often your CLIENTS or SUPPLIERS), depending on the services we are providing to you. We hold all such information under strict confidentiality obligations, as set out in our Terms of Business.

Financial and payment details

We take payment by BACS bank transfer. When you pay us this way, we know only what the bank tells us, which is usually the name of the person who paid us, how much and the reference number.

We do not routinely keep credit scores or use credit reference agencies.

DThird party information

We will act in accordance with your statutory rights, subject to the exclusions and exemptions that may apply.

When we are processing data about you on behalf of a CLIENT, we are operating under the banner of our CLIENT’s data privacy policy. We will refer any enquiry from you to them, as they are the ‘data controller’ responsible for dealing with your query. But we will support that by providing relevant information to our CLIENT for passing to you.

When we are processing data about you because of a direct connection between you and our business, we are acting as a ‘data controller’ (and operating under this policy).

ESuppliers

If you become a SUPPLIER, we keep a copy of the contract between us, and your bank details so we can pay you. We also keep a record of invoices and payments for accounting purposes.

We keep a record of the work you undertook for us or our CLIENTS, along with any comments, reviews or suggestions about that work, including complaints (if any) and their resolution. This information is all needed to manage our CLIENT relationships and our supply chain.

Complaints

If you have a complaint about the way we are handling your information, or how we have responded to a request for information or removal, you can take this up in the first instance by emailing us at shona@fluxom.uk.

If we can’t sort it out, you can contact the Information Commissioner’s Office at ico.org.uk.