Privacy Policy

01Who we are

Highfield House is run by Zube Trading Ltd, a company registered in England and Wales (company number 11809304). Our registered office is 138 Regent Road, Lostock, Bolton BL6 4DB.

We are the data controller for the personal information described in this policy. Our registration with the Information Commissioner's Office (ICO) is being completed, and we will add our registration number here once it is issued.

You can contact us about anything in this policy by email at ali.assetz@gmail.com, by phone on 07711 100099, or by post to the address above.

02The information we collect

What we collect depends on how you use Highfield House:

• Enquiries: your name, email address, phone number, company name and anything else you tell us when you fill in a form, email or call us.
• Office renters: contact and billing details for you and your business, details of the people who will use the office, and records of payments, keys and fobs.
• Registered office service: your company details and, for each director and person with significant control, proof of identity (such as a passport) and proof of address, which the law requires us to check. We also keep a record of the post we receive for you and the scans we send you.
• Meeting rooms: who made the booking, when, and for how long.
• Our website: basic technical information such as your device, browser and the pages you visit, collected through cookies (see section 8).

03How we use it and why

We only use your information when the law allows us to. For each use, the legal reason is shown in brackets.

• To answer your enquiry and arrange a viewing (our legitimate interests, or steps you ask us to take before a contract).
• To set up and run your office licence or service, take payments and send invoices (to perform our contract with you).
• To check the identity of directors and people with significant control for the registered office service (legal obligation under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017).
• To keep accounting and tax records (legal obligation).
• To keep the building secure and manage keys and fobs (our legitimate interests).
• To run and improve our website (our legitimate interests, and your consent for any non-essential cookies).

04Who we share it with

We never sell your information. We only share it when we need to:

• Service providers who help us run the business, such as our email, website, payment and accounting providers. They may only use it to provide their service to us.
• Professional advisers such as our accountant or solicitor.
• HMRC, Companies House, the police or other authorities, where the law requires us to.

05How long we keep it

We keep information only for as long as we need it:

• Enquiries that do not lead to a service: 12 months.
• Identity checks for the registered office service: 5 years after the service ends.
• Contracts, invoices and payment records: 6 years after the end of the tax year they relate to.
• Post: each letter is shredded immediately after it has been scanned and emailed to you. We do not keep paper copies.

06Keeping it secure

We store personal information in secure, password-protected systems, and only the people who need it can see it. Post is kept secure from the moment it arrives until it is scanned and shredded. If a data breach is likely to put you at risk, we will tell you and the ICO as the law requires.

07Your rights

You have the right to:

• Ask for a copy of the information we hold about you.
• Ask us to correct anything that is wrong or incomplete.
• Ask us to delete your information when we no longer need it.
• Object to, or ask us to limit, how we use it.
• Ask for your information in a format you can take elsewhere.
• Withdraw your consent at any time, where we rely on it.

To use any of these rights, email ali.assetz@gmail.com. We will reply within one month. If you are unhappy with how we have handled your information, you can complain to the ICO at ico.org.uk or on 0303 123 1113.

08Cookies

Our website uses a small number of cookies that it needs to work. The map on our site is provided by Google Maps, which may set its own cookies when the map loads. We will ask for your consent before setting any non-essential cookies, such as analytics.

09Changes to this policy

We may update this policy from time to time. The date at the top of the page shows when it last changed. If we make a significant change, we will let current customers know by email.