Privacy Policy

 This privacy policy explains how The Powerhouse 21 collects, uses and protects personal information when you use our serviced offices, desk space, mailbox and registered address services, sign up online, or contact us. It was last updated in November 2026.

Temple Broze Limited, trading as The Powerhouse 21, is the data controller for your personal information. This means we decide how and why it is used.

• Company: Temple Broze Limited (company number 6514346)
• Address: The Powerhouse, 21 Woodthorpe Road, Ashford, Surrey, TW15 2RP
• Phone: 01784 247358
• Email: rachel@thepowerhouse21.co.uk or clive@thepowerhouse21.co.uk

Please contact us using the details above with any question about your personal information or this policy.

Depending on how you deal with us, we may collect:

• Contact details: name, job title or position, email address, phone number and address.
• Business details: company name, Companies House number, trading name and what the business does.
• Identity information for each director and anyone owning more than 25% of the business: full name, date of birth, home address, a copy of photo ID (passport, driving licence or national ID card) and proof of address.
• Agreement and signature: your signed licence agreement, the package chosen and your start date.
• Payment information: your Direct Debit details, which are collected and held by GoCardless (we do not see your full bank details), and records of payments and invoices.
• Post we handle for you: details of post received, such as sender and date. If you choose scanning, we open and scan your post, so we see its contents.
• Building access and bookings: names of people authorised to collect post, entry fob records, and desk and boardroom bookings.
• Enquiries: information you give us when you contact us or book a viewing.

Most of this comes directly from you. Information about other directors, owners or authorised people may be given to us by the person signing up on behalf of a company. If you give us someone else's details, please make sure they know you have done so and have seen this policy.

UK data protection law requires a legal basis for each use of your information.

What we use it for

Legal basis

Setting up and providing your services, handling your post, managing bookings and building access

Contract: needed to provide the services you have signed up for

Checking the identity of directors and owners, and keeping those records

Legal obligation: the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 require us to check identity before providing registered office, business address and mailbox services

Taking payments, issuing invoices and keeping accounting records

Contract, and legal obligation (tax and accounting law)

Keeping the building and our customers secure, preventing fraud, and recovering money owed

Legitimate interests: running a safe and secure business

Responding to enquiries and viewings

Legitimate interests, or steps taken at your request before entering a contract

We must have the identity information and signed agreement to provide registered office, business address or mailbox services. If you do not provide them, we cannot provide those services.

We do not sell your information, use it for automated decision-making, or send you marketing without your agreement.

We only share your information where needed to run our services or where the law requires it:

• Jotform, which provides our online sign-up form and stores what you submit through it.
• GoCardless, which collects Direct Debit payments.
• Our accountants and professional advisers, where needed for accounting, tax or legal advice.
• HM Revenue & Customs, our anti-money laundering supervisor, and other regulators, the police or courts where the law requires us to share information, for example to prevent fraud or money laundering.

These organisations may only use your information for the purpose we share it for and must keep it secure.

We keep your information on secure systems with access limited to our staff. Our sign-up form data is held by Jotform on servers in the European Union. The UK recognises the EU as providing adequate protection for personal information. Paper documents are kept securely at our premises.

Information

How long we keep it

Identity checks and copies of ID documents

5 years after you stop using our services, as required by the Money Laundering Regulations 2017. They are then deleted.

Licence agreement, invoices and payment records

6 years after the end of the financial year they relate to, as required for tax and accounting

Post scans

Until you have received them, and no longer than 90 days

Records of post received

For as long as you use our services, plus 3 months

Enquiries that do not lead to an agreement

12 months

After these periods we securely delete or destroy the information, unless we need to keep it for legal proceedings.

Under UK data protection law you have the right to:

• Access the personal information we hold about you and receive a copy.
• Rectification: have inaccurate information corrected or incomplete information completed.
• Erasure: have your information deleted, unless we must keep it by law (for example, identity records under the Money Laundering Regulations).
• Restriction: ask us to limit how we use your information in some circumstances.
• Object to us using your information on the basis of legitimate interests.
• Data portability: receive information you gave us in a commonly used format, or have it sent to another organisation, where this applies.

To use any of these rights, contact us using the details at the top of this policy. We will respond within one month. There is normally no charge.

If you are unhappy with how we have handled your personal information, please tell us first, by email, phone, post or in person. We will acknowledge your complaint within 30 days, look into it, keep you updated and tell you the outcome.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: ico.org.uk/make-a-complaint
• Phone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.