Privacy Policy
Last updated: 23 November 2025
1. Introduction
UK Wide Business Centre Ltd ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller:
UK Wide Business Centre Ltd
Unit 4a, Westmill Street
Hanley, Stoke-on-Trent
ST1 3EL
Email: enquiries@ukwfs.com
2. Information We Collect
2.1 Personal Information You Provide
- Account Information: Name, email address, password, business name
- Identity Verification: Photo ID (passport, driving licence), proof of address documents
- Payment Information: Processed securely by Stripe (we do not store card details)
- Mail Collection Data: Collector name, signature, collection timestamps, notes
- Communications: When you contact us, we keep records of your correspondence
2.2 Automatically Collected Information
- Usage Data: Pages visited, features used, time spent on site
- Device Information: IP address, browser type, operating system
- Cookies: Essential cookies for authentication and security (see Cookie Policy below)
3. How We Use Your Information
We process your personal data for the following purposes:
3.1 Service Provision (Contract Performance)
- Creating and managing your virtual office account
- Processing subscription payments
- Providing mail handling and forwarding services
- Generating QR codes for mail collection
- Sending service-related emails (verification, receipts, notifications)
3.2 Legal Compliance
- Identity verification (KYC/AML requirements)
- Maintaining records for tax and accounting purposes
- Complying with court orders or legal obligations
- Preventing fraud and money laundering
3.3 Legitimate Interests
- Improving our services and user experience
- Ensuring platform security and preventing abuse
- Customer support and issue resolution
- Internal analytics and business intelligence
3.4 Consent (Where Required)
- Marketing communications (you can opt-out anytime)
- Non-essential cookies and analytics
4. Data Sharing and Third-Party Processors
We share your data only when necessary with trusted third-party processors:
| Service Provider | Purpose | Data Shared |
|---|---|---|
| Stripe | Payment processing & identity verification | Payment details, ID documents (for verification) |
| Microsoft Azure | Email delivery | Email address, name, email content |
| Vercel | Website hosting & analytics | Usage data, IP addresses |
| Neon Database | Data storage | All account and service data |
Note: All third-party processors are carefully selected, contractually bound to protect your data, and comply with UK GDPR requirements. We have Data Processing Agreements in place with all processors.
5. Data Retention
- Active Accounts: Retained while your subscription is active
- Cancelled Accounts: Retained for 7 years for financial and legal compliance
- Identity Documents: Retained for 7 years after account closure (AML requirement)
- Mail Collection Records: Retained for 7 years
- Marketing Data: Until you withdraw consent or 2 years of inactivity
6. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
✓ Right to Access
Request a copy of your personal data
✓ Right to Rectification
Correct inaccurate information
✓ Right to Erasure
Request deletion of your data (subject to legal obligations)
✓ Right to Restriction
Limit how we use your data
✓ Right to Portability
Receive your data in machine-readable format
✓ Right to Object
Object to processing based on legitimate interests
To exercise any of these rights, contact us at enquiries@ukwfs.com. We will respond within 30 days.
7. Data Security
We implement appropriate technical and organizational measures to protect your data:
- Encryption in transit (HTTPS/TLS) and at rest
- Password hashing using industry-standard algorithms (bcrypt)
- Regular security audits and updates
- Access controls and authentication
- Secure data centers with UK data residency where possible
- Regular backups and disaster recovery procedures
8. Cookies
We use the following types of cookies:
Essential Cookies (Always Active)
Required for authentication, security, and basic site functionality
Analytics Cookies (Optional)
Help us understand how visitors use our site (requires consent)
9. International Data Transfers
Some of our service providers (e.g., Vercel, Stripe) may process data outside the UK. We ensure appropriate safeguards are in place:
- Standard Contractual Clauses (SCCs)
- UK Adequacy decisions where applicable
- Appropriate technical and organizational security measures
10. Children's Privacy
Our services are intended for business users aged 18 and over. We do not knowingly collect data from children under 18.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes via email or prominent notice on our website.
12. Contact Us & Complaints
If you have questions or concerns about how we handle your data:
Email: enquiries@ukwfs.com
Post: UK Wide Business Centre Ltd, Unit 4a, Westmill Street, Hanley, Stoke-on-Trent, ST1 3EL
Right to Complain: If you're not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Website: ico.org.uk
Phone: 0303 123 1113