Privacy policy.
The Orchard Office
Effective from: Dec 2025
Last updated: Dec 2025
1. Introduction
The Orchard Office (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, and protect personal information when you engage our services, visit our website, or communicate with us.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
Business Name: The Orchard Office
Owner: Lauren Hunt (Sole Trader)
Email: laurenhunt@theorchardoffice.co.uk
Website: www.theorchardoffice.co.uk
Registered in: United Kingdom
3. What Information We Collect
We may collect, use, and store the following types of personal data:
Name, job title, and business name
Contact information (email address, phone number, postal address)
Payment details and invoicing information
Project information and correspondence
Login credentials or access details you choose to share for work purposes
We only collect the data necessary to provide agreed services.
4. How We Collect Data
When you contact us by email, phone, or via our website
When you complete onboarding or enquiry forms
During service delivery (e.g. document sharing, communication, collaboration tools)
Automatically through analytics tools on our website (e.g. cookies, traffic data)
5. How We Use Your Information
Your data is used to:
Deliver virtual assistant and administrative services
Manage communication and project workflows
Process invoices and payments
Comply with legal or tax obligations
Improve client service and record-keeping
We do not sell or share your data for marketing purposes.
6. Lawful Basis for Processing
We process your data under the following lawful bases:
Contract: to fulfil our agreement with you
Legal obligation: to meet accounting and tax requirements
Legitimate interest: to operate and grow our business effectively
Consent: where you’ve opted in (e.g. newsletters or updates)
7. Data Storage and Security
We take appropriate technical and organisational measures to keep your data secure.
Your data may be stored on:
Google Workspace (email, Drive, Docs, Sheets)
Microsoft Office / OneDrive
QuickBooks or Xero for finance and invoicing
All systems are password-protected, use multi-factor authentication where available, and are compliant with UK and EU data security standards.
8. Data Retention
We retain client and financial records for up to 6 years to comply with HMRC requirements.
After this period, data is securely deleted or anonymised.
9. Sharing of Data
We only share your data when necessary:
With trusted service providers (e.g. accountants, payment processors)
When required by law or regulation
All third parties are required to maintain data security and confidentiality in line with UK GDPR.
10. Your Data Rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction or deletion of your data
Object to or restrict data processing
Withdraw consent at any time
File a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk
If you wish to exercise any of these rights, please contact laurenhunt@theorchardoffice.co.uk.
11. Cookies and Website Data
If our website uses cookies, these are for essential functionality and analytics only.
You can adjust cookie settings through your browser at any time.
12. Updates to This Policy
We may update this policy from time to time.
The latest version will always be available on our website and will indicate the date of the most recent revision.
13. Contact Information
For any questions about this Privacy Policy or your personal data, please contact:
Lauren Hunt
The Orchard Office
📧 laurenhunt@theorchardoffice.co.uk