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Privacy Policy

XMA Limited trading as Big Office Little Office ("we", “our”, “us”) are committed to protecting and respecting your privacy.

This policy (together with our terms of use www.bigofficelittleoffice.co.uk/legal and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting https://www.bigofficelittleoffice.co.uk/ you are accepting and consenting to the practices described in this policy.

For the purpose of the Data Protection Act 1998 (the Act), the data controller is XMA Limited of Wilford Industrial Estate, Ruddington Lane, Wilford, Nottingham, Notts, NG11 7EP.

Information we may collect from you

We may collect and process the following data about you:

Information you give us.

You may give us information about you by filling in forms on our site www.bigofficelittleoffice.co.uk (our site) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our site, subscribe to our service, search for a product, place an order on our site, enter a competition, promotion or survey, and when you report a problem with our site. The information you give us may include your name, postal address, e-mail address, phone number, contact preferences and credit or debit card information.

Information we collect about you.

With regard to each of your visits to our site we may automatically collect the following information:

  • technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
  • information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.

Information we receive from other sources.

We work with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.


Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy www.bigofficelittleoffice.co.uk/cookies.

Uses made of the information

We use information held about you in the following ways:

Information you give to us.

We will use this information:

  • to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;
  • to provide you with information about other products and services we offer that are similar to those that you have already purchased or enquired about;
  • to provide you with information about goods or services we feel may interest you. If you are an existing customer, we will only contact you by electronic means (e-mail or SMS) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box situated on the form on which we collect your data (at the time of registration or purchase, as appropriate);
  • to notify you about changes to our service;
  • to ensure that content from our site is presented in the most effective manner for you and for your computer.
  • As a reseller of Apple products and services, we work closely with Apple Inc. and its affiliates (“Apple”). Apple may collect, and you may provide Apple with, information about you in connection with your use of the goods or services following your purchase from us. Collection and use of information about you by Apple will be subject to and in accordance with Apple’s privacy policy. Please note that we are not responsible for Apple’s privacy and data protection practices, however you can review Apple’s privacy policy here http://www.apple.com/uk/legal/privacy/en-ww/.
  • We will maintain our records and accounts relating to the sale of products and services for at least 5 years and may share certain information with Apple including without limitation the date of sales of products and services, serial numbers of products and sufficient data to identity you as a customer, which Apple may store for the purpose of verifying and paying on claims by you. It is our responsibility to ensure that such processing of personal data will not breach data protection laws and regulations.
  • We will comply with all applicable laws and regulations pertaining to your personal data and will refrain from engaging in any behaviour which renders or is likely to render us or Apple in breach of same, and take all appropriate legal, organisational and technical measures to protect against unlawful and unauthorised processing of your personal data.

Information we collect about you.

We will use this information:

    • to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
    • to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
    • as part of our efforts to keep our site safe and secure;
    • to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
    • to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

Information we receive from other sources.

We may combine this information with information you give to us and information we collect about you. We may us this information and the combined information for the purposes set out above (depending on the types of information we receive).

Disclosure of your information

We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may share your information with selected third parties including:

      • Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you.
      • Advertisers and advertising networks that require the data to select and serve relevant adverts to you and others.
      • Analytics and search engine providers that assist us in the improvement and optimisation of our site.

We may disclose your personal information to third parties:

      • As referred to above in relation to Apple.
      • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
      • If XMA Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
      • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use www.bigofficelittleoffice.co.uklegal or terms and conditions of sale www.bigofficelittleoffice.co.uk/terms_of_sale and other agreements; or to protect the rights, property, or safety of XMA Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Where we store your personal data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers or for Apple. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. Please see Apple’s privacy policy here http://www.apple.com/uk/legal/privacy/en-ww/ for details of their data protection commitments in this area.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at customerservice@bigofficelittleoffice.co.uk.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

General Data Protection Regulation (GDPR)

What is GDPR?

The GDPR, General Data Protection Regulation, is a regulation by which the European Parliament, the Council of the European Union and the European Commission intend to strengthen and unify data protection for all individuals within the European Union.

XMA's Commitment

All of XMA’s policies and procedures adhere to the current data protection act (1998), but will align to the GDPR when it takes effect on May 25th 2018.

XMA are committed to high standards of information security, privacy and transparency. XMA will comply with applicable GDPR regulations when they take effect in 2018 and our ongoing preparations for this includes:

  • AWARENESS: Briefing our board and staff so they are aware of the risks to the business and what needs to happen over the next 6 months to get GDPR effective
  • SPONSORSHIP: Appointed a Board sponsor who supports and oversees all internal GDPR work programs
  • STAFFING: Appointed a working group responsible for GDPR who meet weekly to discuss progress on agreed actions
  • LEGAL OPINION: Translated the GDPR into deliverables & functionalities so that Westcoast can align their compliance objectives, and mark progress against tasks as they are completed.
  • PERSONAL DATA DISCOVERY: Conducting a Personally Identifiable Information (PII) location / format / security assessment across all data using departmental representatives
  • PROGRAMME PREPAREDNESS: Assessment of exposure & potential mitigations (Risk Based Approach)
  • POLICY GAP ANALYSIS: Review and update of existing data protection policies, training, privacy notices etc. to be ready in time for the May 2018 deadline
  • TECHNICAL GAP ANALYSIS: Where IT solutions can accelerate GDPR “effectiveness” acquiring & installing these IT solutions and services
  • SECURITY CERTIFICATIONS & IMPROVEMENTS: Continued commitment to security, tools and data protection across the business (XMA already have ISO:27001 and CyberEssentials PLUS certifications which emphasise our existing data security controls)
  • CUSTOMERS: Aligning to our commitments as a Data Processor and adhering to all mandatory requirements set out under the GDPR

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy. Each time you enter the site, you agree that the privacy policy at that time in force shall apply to any data we hold about you.


Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to customerservice@bigofficelittleoffice.co.uk.