Privacy Policy

Last updated: 14 August 2026

The Willow Office respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how personal information is collected, used, stored and protected when you contact or work with The Willow Office.

The Willow Office is an independent virtual assistant and executive business support service operated as a sole trader.

For the purposes of UK data protection law, The Willow Office may act as a data controller in relation to information collected directly from prospective and existing clients. When handling personal information on behalf of a client as part of providing services, The Willow Office may instead act as a data processor in accordance with the client's instructions.

For any questions relating to this Privacy Policy or your personal information, please contact:

Email: info@thewillowoffice.co.uk

ICO registration: 00015143171

Depending on how you contact or work with The Willow Office, I may collect information including:

• your name;
• business or organisation name;
• email address and other contact information;
• information submitted through the website enquiry form;
• information provided when booking a consultation;
• correspondence and communications;
• information required to provide agreed services;
• billing, invoicing and transaction information; and
• information you choose to provide during enquiries, consultations or our working relationship.

When providing services to a client, I may also have access to personal information contained within the client's own systems, documents or accounts. This information will only be accessed and processed where necessary to provide the agreed services.

Personal information may be used to:

• respond to enquiries;
• arrange and conduct consultations;
• provide quotations or information about services;
• enter into and manage client relationships;
• deliver agreed services;
• communicate with clients;
• manage invoicing, payments and business records;
• meet legal, regulatory, tax and accounting obligations; and
• maintain the security and administration of The Willow Office.

Depending on the circumstances, personal information may be processed because:

Contract – processing is necessary to take steps at your request before entering into a contract or to provide services under an existing agreement.

Legal obligation – information must be processed or retained to comply with legal, tax, accounting or regulatory requirements.

Legitimate interests – where necessary for the reasonable operation and administration of The Willow Office, provided those interests do not override your rights and freedoms.

Consent – where consent is the appropriate lawful basis, you may withdraw that consent at any time.

Reasonable technical and organisational measures are used to protect personal information from unauthorised access, loss, misuse or disclosure.

Business information and documents may be stored using secure cloud-based services, including Microsoft 365 and OneDrive. Access to systems and accounts is protected using appropriate security measures, including strong unique passwords and multi-factor authentication where available.

Client login credentials, where required to provide an agreed service, are stored using an encrypted password-management system rather than in ordinary documents or spreadsheets.

Access to client information is limited to what is reasonably necessary to provide the agreed services.

Personal information is not sold to third parties.

Information may be shared with trusted service providers where necessary to operate the business or provide services, including providers of:

• email and cloud storage;
• appointment scheduling;
• website hosting and website services;
• accounting or payment services; and
• other professional or technical services.

Information may also be disclosed where required by law or to establish, exercise or defend legal rights.

Where The Willow Office processes information on behalf of a client, information will only be shared in accordance with the client's instructions, the relevant agreement and applicable law.

Some technology and cloud-service providers used by The Willow Office may process or store information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards required by UK data protection law will be relied upon where applicable.

Personal information will only be retained for as long as reasonably necessary for the purpose for which it was collected, including to provide services and meet legal, accounting, tax, contractual or regulatory requirements.

Information that is no longer required will be securely deleted or disposed of where appropriate.

Depending on the circumstances, UK data protection law gives you rights regarding your personal information. These may include the right to:

• request access to your personal information;
• ask for inaccurate information to be corrected;
• ask for your information to be deleted in certain circumstances;
• ask for the use of your information to be restricted;
• object to certain uses of your information;
• request the transfer of your information in certain circumstances; and
• withdraw consent where processing is based on consent.

To exercise any of these rights, contact info@thewillowoffice.co.uk.

You will not normally be required to pay a fee for exercising your data protection rights.

If you have concerns about how your personal information has been handled, please contact The Willow Office in the first instance so that I can try to resolve the matter.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Information Commissioner's Office

Information submitted through the website contact form will be used to respond to your enquiry and, where relevant, to take steps towards providing services.

Consultations booked through Calendly require certain personal information to arrange the appointment. Calendly processes information in accordance with its own privacy practices.

The Willow Office website may use cookies or similar technologies necessary for the website to function and, depending on the website configuration, for analytics or other features.

Where consent is legally required for non-essential cookies, these cookies will not be used without the appropriate consent.

Changes to this Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes to the services provided, the systems used or applicable legal requirements.

The most recent version will be available on this website.