Privacy Policy


Last updated: 26 October 2026

1. Who we are

Clara Office Management is a London marketplace that lets office managers find, book and pay for suppliers, services and events. This policy explains what personal data we collect when you use our website, our marketplace or our services, why we collect it, who we share it with and what rights you have.

Clara Office Management Ltd ("Clara", "we", "us" or "our") is the data controller for your personal data. We are a company registered in England and Wales (company number 13075972). Our registered office is Platform, New Station Street, Leeds, LS1 4JB.

We are not required to appoint a data protection officer. If you have any questions about this policy or how we use your data, email us at info@claraom.io or write to us at the address above.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations.

2. Who this policy covers

This policy applies to anyone whose personal data we handle. That includes:

  • Customers: office managers and other people who browse, enquire, send us a brief or place orders through Clara on behalf of their company.
  • Suppliers: the people who run or work for the suppliers listed on Clara, including anyone who registers a supplier with us.
  • Website visitors: anyone who visits claraom.io or uses our marketplace.
  • Business contacts: people we deal with at partners, landlords, real estate operators and other organisations we work with.
  • Job applicants and staff.

Clara is a business to business service. We do not knowingly collect data from anyone under 18. Our website and marketplace are not intended for children.

3. What personal data we collect

We only collect what we need to run Clara. Depending on how you use us, that can include:

  • Identity and contact data: your name, job title, company, work email address, phone number and office address.
  • Account data: your login details and the settings on your Clara account.
  • Order and brief data: what you order, where and when it is delivered, delivery instructions, building access details and anything you tell us in a brief. If you give us dietary requirements or allergies for an order, we pass them to the supplier so the order can be fulfilled safely. We use them for that order only.
  • Billing and payment data: your billing address, purchase order numbers, invoice history and payment records. Card payments are processed by our payment providers. We do not store full card numbers.
  • Supplier data: company details, contact details, bank account details for paying you, insurance and food hygiene certificates, menus and pricing.
  • Communications data: emails, messages, live chat conversations, reviews and feedback you send us.
  • Marketing data: your preferences for hearing from us.
  • Technical and usage data: your IP address, browser, device, the pages you visit and how you use our website and marketplace. We collect this through cookies and similar tools (see section 7).

Apart from dietary requirements and allergies you choose to give us for an order, we do not collect special category data such as health, ethnicity, religion or political opinions. We do not collect data about criminal convictions.

4. How we collect it

  • Directly from you: when you create an account, send us a brief, place an order, register as a supplier, fill in a form, email us, use live chat or speak to our team.
  • From your company: for example when a colleague sets up your access or adds you as a contact on an account.
  • From suppliers: for example delivery confirmations or queries about an order you placed.
  • Automatically: through cookies and analytics tools when you use our website and marketplace.
  • From public and third party sources: for example LinkedIn, Companies House and business data providers, so we can contact office managers who may benefit from Clara.

5. Why we use your data and our lawful basis

UK GDPR requires us to have a lawful basis for everything we do with your data. These are the ones we rely on.

To provide our service (performance of a contract)

  • Setting up and managing your account.
  • Finding quotes, taking orders and arranging delivery.
  • Passing your order details to the supplier fulfilling it.
  • Invoicing you and collecting payment.
  • Onboarding suppliers, listing them on Clara and paying them.
  • Answering your questions and resolving problems with orders.

To run and improve Clara (our legitimate interests)

  • Keeping our website, marketplace and systems secure.
  • Understanding how people use Clara so we can improve it.
  • Recording calls, chats and emails so we have a record of what was agreed.
  • Contacting office managers and businesses we think will benefit from Clara.
  • Managing our relationships with suppliers, partners and landlords.
  • Chasing unpaid invoices and preventing fraud.

Where we rely on legitimate interests we have checked that our use of your data is what you would reasonably expect and does not override your rights.

Because you have agreed (consent)

  • Sending you marketing emails where you have opted in.
  • Using non essential cookies and analytics tools.

You can withdraw consent at any time by emailing info@claraom.io or using the unsubscribe link in any marketing email.

Because the law requires it (legal obligation)

  • Keeping accounting and tax records.
  • Responding to lawful requests from regulators, courts or the police.

6. Marketing

If you are a customer or a business contact we may email you about Clara services, suppliers, events and guides that we think are relevant to you. Where the law requires it we will ask for your consent first.

You can stop marketing at any time by clicking unsubscribe in any email or by emailing info@claraom.io. We will still send you emails about your account and orders, as these are not marketing.

We do not sell your personal data.

7. Cookies and analytics

Our website and marketplace use cookies and similar tools. Some are essential to make the site work. Others help us understand how people use Clara, support customers and reach the right businesses. At the time of writing these include:

  • Hotjar (Contentsquare): heatmaps, session recordings and feedback surveys so we can see how people use the site and marketplace. Keystrokes in form fields are masked.
  • HubSpot: our customer relationship management system, which records how our contacts interact with our emails and website.
  • LiveChat: the chat widget on our website.
  • Website visitor identification tools (currently Leadfeeder, Apollo and Vector): these identify which companies visit our website so our team can follow up with businesses that may benefit from Clara.

You can control cookies through your browser settings. Blocking some cookies may stop parts of the site from working.

8. Who we share your data with

We never sell your data. We share it only where we need to in order to run Clara:

  • Suppliers: when you place an order we pass the supplier the details they need to fulfil it, such as your name, company, delivery address, phone number, delivery instructions and any dietary requirements. Suppliers may only use this data for your order.
  • Customers: when you are a supplier we share your business details, menus and contact details with customers so they can book you.
  • Service providers who process data on our behalf: cloud hosting (Amazon Web Services), our website platform (Webflow), email (Google Workspace and Mailgun), accounting and invoicing (Xero), payments (Modulr and our card payment providers), customer relationship management (HubSpot), analytics and support tools listed in section 7.
  • Real estate partners: where your company accesses Clara through a building or workspace partner we may share order volumes and basic account information with that partner as part of our agreement with them.
  • Professional advisers: our accountants, lawyers, insurers and bankers where needed.
  • Authorities: regulators, courts or law enforcement where the law requires it.
  • A buyer or investor: if Clara is sold, merges or raises investment, we may share data with the other party under confidentiality. Your data will remain protected by this policy.

Our service providers may only use your data on our instructions. We have contracts in place with them that require this.

9. International transfers

We are based in the UK and most of our data is stored in the UK or the European Economic Area. Some of our service providers are based in, or store data in, the United States and other countries outside the UK. Where this happens we make sure your data is protected by one of the safeguards recognised under UK GDPR, such as a UK adequacy decision, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

10. How long we keep your data

We keep your data only as long as we need it for the purposes above.

  • Account, order and supplier data: for as long as you have an account or a relationship with us, then for up to six years after it ends so we can deal with any queries, claims or audits.
  • Invoices and financial records: seven years, as required by UK tax law.
  • Marketing data: until you unsubscribe or we have had no contact with you for three years.
  • Website analytics data: according to the retention settings of each tool, typically no more than 12 months.
  • Job applications: six months after the role is filled, unless you ask us to keep your details for future roles.

We may keep data for longer if there is a complaint or we reasonably believe there may be a legal claim.

11. How we protect your data

We use appropriate technical and organisational measures to protect your data, including encrypted connections, access controls, password protection and reputable cloud providers. Only team members who need your data to do their job can access it. They are bound by confidentiality.

No transfer of data over the internet is completely secure. If you believe your account or data has been compromised, contact us straight away at info@claraom.io. If a breach affects your rights we will tell you and the Information Commissioner's Office as the law requires.

Keep your Clara password private and log out when you have finished, especially on shared devices.

12. Your rights

Under UK GDPR you have the right to:

  • Access: ask for a copy of the personal data we hold about you.
  • Rectification: ask us to correct data that is wrong or incomplete.
  • Erasure: ask us to delete your data where we no longer have a good reason to keep it.
  • Restriction: ask us to pause how we use your data in certain circumstances.
  • Objection: object to us using your data for direct marketing, which we will always honour, or for our legitimate interests.
  • Portability: receive the data you gave us in a structured, machine readable format.
  • Withdraw consent: at any time where we rely on your consent.

To use any of these rights email info@claraom.io. We do not charge a fee. We may ask you to confirm your identity before we respond. We aim to respond within one month.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection, at www.ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve any concern first, so please contact us before you go to the ICO.

13. Other websites

Our website and marketplace contain links to supplier and partner websites. We are not responsible for how those sites use your data. Please read their privacy policies.

14. Changes to this policy

We review this policy regularly and will post any changes on this page. If the changes are significant we will let you know by email or through a notice on our website. This version is dated 26 October 2026.

15. Contact us

Clara Office Management Ltd
Platform, New Station Street, Leeds, LS1 4JB
Email: info@claraom.io
Phone: 0207 903 3269