Privacy policy

Last updated: 24 October 2026

This notice explains how North West Office handles information when you visit nw-office.co.uk, use our Client Portal or contact us about our services.

Who is responsible for your information?

North West Office, 455 Leyland Road, Lostock Hall, Preston, PR5 5SB, is responsible for the personal information described here. For privacy questions or requests, email info@nw-office.co.uk or write to us at this address.

Website enquiries

Our enquiry form asks for your name, email address, the service you are interested in and your message. We also receive any information you choose to send by email. Please avoid including passwords, payment-card details or sensitive personal information.

We use these details to reply, understand your requirements, prepare quotes and discuss work you have requested. For enquiries about entering into a contract with you, our lawful basis is taking steps at your request before a contract. For other business enquiries, we rely on our legitimate interest in answering questions and managing business relationships.

You do not have to send an enquiry, but we need a contact address and enough information to respond. Sending a message does not subscribe you to a newsletter.

How long we keep enquiries

For enquiries that do not become customers, we keep the correspondence for 12 months after our last contact, then delete it. If you become a customer, information needed to deliver the work becomes part of your customer record and is retained for the service relationship and any applicable accounting, legal or dispute-resolution requirements.

Client Portal and Simple Invoicing

When you create a portal account, we store your name, email address, account and business details, and the records you or your authorised team enter. These may include customer contact details, invoices, quotes, quote images, payment references, income sources, fees, refunds and activity history. We use account information to provide and support the service, arrange billing and protect access. Account administration is necessary to provide the service you request; security checks support our legitimate interest in protecting the portal and its users.

Business owners decide what customer information to enter and which staff to invite. We host and process those business records to operate the service on their behalf. Authorised staff can access their business workspace. Customers can access documents assigned to their own account after signing in. NWO administrators and service providers may access information where needed to operate, support or protect the service. Business logos uploaded for use on documents are public brand images; quote images are served through the protected portal.

Account setup, email confirmation, sign-in codes, password resets, invitations and document notifications are sent by email from no-reply@nw-office.co.uk. Portal emails and records are not a newsletter subscription. Please upload only information needed for the work and do not include payment-card details or identity documents in quotes or income notes.

Cancelling a subscription does not automatically erase its records. Contact info@nw-office.co.uk to arrange access, export or deletion, subject to any applicable record-keeping or dispute requirements. If your information appears in another business’s records, contact that business about its use of your information; we can help identify the relevant account and handle requests concerning NWO’s own records.

Email Marketing

Businesses using the mailing workspace decide which contacts to upload and the content and purpose of campaigns. We process their contact names, email addresses, list memberships, permission notes, templates and campaign records to provide the service on their instructions. Each business has a separate workspace. Authorised staff and NWO administrators may access the records needed to provide, support and protect the service.

We use Amazon Web Services Simple Email Service (SES), configured in its London region, to submit email and receive sending events. Amazon receives the information needed to deliver messages, including recipient and sender addresses, message content and delivery information. Email routing and recipient providers may process messages outside the UK. Other AWS support and service processing may also involve international transfers under the applicable provider arrangements; London configuration is not a promise that every part of processing stays in the UK.

We record sending attempts, provider message identifiers, deliveries, failures, bounces, complaints and unsubscribe events. Unsubscribe records include the business, time and campaign where available. A minimal suppression record is retained to prevent unwanted future sending; hard-bounce and complaint suppression can apply across the sending service. Another customer is not given access to another business’s contact list or complaint records. Open and click tracking are currently switched off.

Agreement records include the exact terms version and wording, time, business and accepting account. If an authorised NWO administrator accepts on a business’s behalf, the actual administrator and recorded authority are retained. Optional NWO promotion preferences are separate from service messages. Automatic campaign report emails are not currently running.

Send Signed Sorted

The signing service stores uploaded PDFs, titles, recipient names and email addresses, request status and activity. PDFs are encrypted in storage. Signing records contain the typed name, verified account and email, UTC time, consent wording and a fingerprint linking the signature record to the original document. Recipients can access their own requests and NWO administrators operate the current service.

The current service retains documents and completion records; automatic seven-day deletion and automatic completed-copy emails are not yet implemented. Ask NWO about access, return or deletion. Keep the original PDF and completion record together for your own records. Upload only material you are authorised to share and avoid unnecessary sensitive information.

Support and keeping service records

Support tickets contain your account, subject, messages, ticket reference, status and timestamps. NWO staff can access them to investigate and reply. Email notifications may be sent, but the conversation remains in the portal. Do not include passwords, security codes or full customer lists in a ticket.

Business records, signing records, campaigns and support history remain stored until a deletion or retention process is agreed and carried out. Cancelling a package does not trigger automatic deletion. Contact us to arrange return or deletion at the end of the service, subject to legal record-keeping requirements and the minimum suppression information needed to honour opt-outs. Protected backups may retain copies until their normal replacement cycle; ask us for the applicable backup and retention details before uploading information with a fixed deletion deadline.

Service providers

QuickHost provides website hosting and hosting email. Our hosting and email providers help us deliver the site and receive correspondence. Website enquiries are sent by email through our hosting service and forwarded to our business contact inbox using Apple iCloud. Access is needed to handle your enquiry and provide these services.

Apple may process information outside the UK, including in the United States. Apple states that transfers of UK personal data are governed by Standard Contractual Clauses. Its privacy policy explains these arrangements and how to request a copy. You can also contact us about the providers used for your enquiry.

Website operation and cookies

Optional Google Analytics measures visits and use of the public website only after you choose Allow analytics. We do not load the Analytics tag before that choice, and NWO account pages are excluded. Google may receive technical information such as your IP address, device and page activity, and may process information outside the UK. See Google’s privacy policy. We rely on your consent for this optional analytics use; you can withdraw it through Cookie settings in the website footer.

Your analytics choice is stored in a necessary preference cookie for up to 180 days. Rejecting analytics leaves the site and enquiry form usable. Analytics cookies, when allowed, are controlled by Google’s configured retention and browser settings. Withdrawal stops future collection through our tag and clears accessible first-party Google Analytics cookies; it cannot remove data already received by Google. The Halloween welcome uses session storage to remember its display preference in your browser.

Technical information, such as IP addresses, browser details and page requests, may be recorded by the hosting service to operate and protect the website. WordPress uses cookies for authorised users signing into the Client Portal or administration area. The public enquiry form does not require an account.

Links to other websites take you to services with their own privacy notices. The newsletter features described in our website packages are services offered to customers; they do not automatically add visitors to a mailing list.

Your choices and rights

Depending on the circumstances, you can ask to access, correct or delete your personal information, restrict its use, or receive a portable copy.

You can object to processing based on our legitimate interests. Contact info@nw-office.co.uk to exercise your rights or raise a concern.

You can also complain to the UK Information Commissioner’s Office: ico.org.uk/make-a-complaint/.

Changes to this notice

We will update this page when our website or handling of enquiries changes. The date above shows the latest revision.

Service and data-processing terms · Back to our enquiry form