Privacy policy
Last updated: January 2026
Office Sphere (“we”, “us”, or “our”) is committed to protecting your privacy and handling your personal data in a transparent and secure manner.
This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website or contact us regarding our services.
We comply with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
1. Who We Are
Office Sphere provides enquiry overflow handling and sourcing support services for commercial real estate professionals.
Registered Address:
1/1, 3 Fitzroy Place
Sauchiehall Street
Glasgow
United Kingdom
Email: info@officesphere.org
Website: www.office-sphere.co.uk
For the purposes of data protection law, Office Sphere is the “data controller” of your personal information.
2. Personal Data We Collect
We may collect and process the following personal data:
Information you provide directly
Name
Email address
Phone number
Company or brokerage details
Enquiry content and service requirements
Any information voluntarily submitted through contact forms or communication
Information collected automatically
When you browse our website, we may collect:
IP address
Browser type and version
Device information
Pages visited and time spent
Referral sources
This is typically collected through cookies and analytics tools.
3. Lawful Basis for Processing (UK GDPR)
We only process personal data where the law allows us to. Our lawful bases include:
Legitimate interests – responding to enquiries and operating our business
Consent – where you explicitly opt in to marketing communications
Contractual necessity – if we provide services to you
Legal obligation – where required by law or regulation
4. How We Use Your Information
We use personal data to:
Respond to enquiries and contact requests
Provide our services to commercial real estate professionals
Improve our website and user experience
Maintain internal business records
Communicate about proposals, onboarding, or service updates
Protect against fraud, misuse, or unlawful activity
We do not sell or rent your personal data.
5. Data Sharing and Third Parties
We may share personal data only where necessary, including with:
Website hosting and IT providers
CRM, email, and communications platforms
Professional advisers (legal, accounting)
Regulatory or law enforcement bodies where legally required
All third parties are contractually required to protect your data and comply with UK GDPR.
6. International Transfers
Some service providers may store or process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place (such as UK-approved contractual clauses).
7. Data Retention
We retain personal data only for as long as necessary, including:
To respond to enquiries
To maintain business records
To comply with legal obligations
When data is no longer required, it is securely deleted or anonymised.
8. Your Data Protection Rights
Under UK GDPR, you have the right to:
Request access to your personal data
Request correction of inaccurate data
Request deletion of your data
Object to processing based on legitimate interests
Request restriction of processing
Withdraw consent at any time (for marketing)
Lodge a complaint with the UK Information Commissioner’s Office (ICO)
ICO website: https://www.ico.org.uk
To exercise your rights, contact: info@officesphere.org
9. Cookies
We use cookies to enhance website functionality and analyse traffic. You may control cookies through your browser settings.
For more information, you may request our Cookie Policy.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those external sites.
11. Changes to This Policy
We may update this Privacy Policy periodically. The latest version will always be available on our website.