Privacy

  1. Who We Are

Clavering House Ltd is registered in England and Wales. Company number 07406205.

Clavering House Ltd is a provider of serviced office space, virtual office services and meeting room facilities in Newcastle upon Tyne.

We are the “data controller” for the personal data we collect and process in connection with our services.

If you have any questions about this notice or how we handle your personal data, please contact:

Data Protection Lead
Clavering House Ltd
Clavering Place
Newcastle upon Tyne
NE1 3NG
Email: admin@claveringhouse.co.uk
Telephone: 0191 269 6950

 

  1. The Personal Data We Collect

We may collect and process the following types of personal data:

  • Contact details (name, email address, telephone number, postal address)
  • Company information (company name, registered office address, company number)
  • Identification documents (including photographic ID and proof of address) for anti-money laundering (AML) compliance and identity verification purposes.
  • Visitor information (name, company name, visit details)
  • Telephone message information
  • Financial information for invoicing and payments
  • Technical data when you use our website (IP address, browser type, device information)
  • CCTV footage where you visit our premises (for security, crime prevention and safety purposes).

 

We collect personal data directly from you, through our website, through correspondence, or as part of entering into and administering our services.

 

  1. How We Use Your Personal Data

We use personal data for the following purposes:

 

To provide our services

Including serviced offices, virtual office services, mail handling and telephone answering.
Lawful basis: Contract.

 

To comply with legal obligations

Including anti-money laundering checks and financial record keeping.
Lawful basis: Legal obligation.

 

To manage and administer our business

Including tenant management, supplier management and internal record keeping.
Lawful basis: Contract (where processing is necessary to perform our agreement with you) and legitimate interests (to effectively manage and operate our business).

 

To respond to enquiries

When you submit a website contact form or application form.
Lawful basis: Legitimate interests or contract (where applicable).

 

For marketing communications

To send newsletters or updates where you have subscribed or where permitted under applicable law.
Lawful basis: Consent (for new marketing subscribers) or legitimate interests (for existing clients where we are permitted to send service-related updates under applicable electronic marketing laws).

 

To operate and improve our website

Including analytics and advertising tracking.
Lawful basis: Consent (for non-essential cookies).

 

Where we rely on legitimate interests as a lawful basis, we have assessed that our interests are not overridden by your rights and freedoms.

 

  1. Marketing Communications

If you subscribe to our marketing communications, we will use your contact details to send relevant updates and information about our services.

You can unsubscribe at any time by using the link in our emails or contacting us directly.

 

  1. Website Analytics and Cookies

We use cookies and similar technologies on our website. Some cookies are essential for website functionality, while others (such as Google Analytics and advertising cookies) are used to analyse usage and improve our services.

Non-essential cookies are only placed with your consent.

Further information can be found in our Cookie Notice.

 

  1. Sharing Your Personal Data

We may share personal data with trusted service providers who support our business operations, including (but not limited to):

  • Microsoft (Microsoft 365)
  • MailerLite (email marketing services)
  • Google (analytics and advertising services)
  • SmartSearch (identity verification services)
  • Sage (accounting software provider)
  • SwipedOn (visitor management system)
  • One.com (website hosting provider)
  • The Unite Group (telephony and IT services)
  • Professional advisers (such as accountants or insurers)
  • Law enforcement or regulatory authorities where required

 

We only share personal data where necessary for the purposes described in this notice and ensure appropriate contractual and organisational safeguards are in place. We require all third-party service providers to respect the security of your personal data and to process it in accordance with the law.

 

  1. International Transfers

Where personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place in accordance with UK GDPR, including the use of International Data Transfer Agreements (IDTAs), UK Addendums to Standard Contractual Clauses, or reliance on adequacy regulations where applicable

 

  1. How Long We Keep Your Personal Data

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting or reporting requirements.

In general:

  • Client records are retained for the duration of the agreement plus six years.
  • Financial records are retained for six years after the end of the relevant financial year.
  • AML records are retained for five years as required by law.
  • Visitor records and CCTV are retained for limited periods in line with operational needs.
  • Marketing data is retained until you withdraw consent or unsubscribe.

 

Where there is an ongoing dispute, investigation or legal claim, we may retain relevant data until the matter is fully resolved.

 

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration.

 

  1. Your Rights

Under UK data protection law, you have the right to:

  • Request access to your personal data
  • Request correction of inaccurate data
  • Request erasure of your data (in certain circumstances)
  • Request restriction of processing
  • Object to processing based on legitimate interests
  • Request data portability (where applicable)
  • Withdraw consent at any time (where processing is based on consent)

To exercise your rights, please contact us using the details above.

 

  1. Complaints

If you are unhappy with how we have handled your personal data, please contact us in the first instance.

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: www.ico.org.uk

 

  1. Updates to This Notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website.

This document was last updated on 18th February 2026