Website Terms of Use

Last updated: 17 March 2026

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Please read these Terms of Use carefully before using www.so365.com (the “Website”), operated by Simply Office 365 Ltd (“we”, “us”, “our”).

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By accessing or using this Website, you agree to be bound by these Terms of Use. If you do not agree, you must not use the Website.

 

1. About us

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Simply Office 365 Ltd is a company registered in England and Wales (Company No. 11656458).
Registered and principal trading address:
The Design Chapel, Cemetery Road, Southampton, SO15 7AF.

 

2. Purpose of the Website

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The Website is provided for general information and marketing purposes only.

It describes our services, products, and areas of expertise.

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Nothing on this Website constitutes:

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• professional, legal, regulatory, or technical advice; or

• a binding offer or contractual commitment.

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Any services provided by us are subject to a separate written agreement.

 

3. Acceptable use

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You may use the Website only for lawful purposes and in a way that does not infringe the rights of others or restrict their use of the Website.

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You must not:

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• misuse the Website or attempt to gain unauthorised access to it;

• introduce viruses, malware, or other harmful material;

• scrape, harvest, or extract data from the Website for commercial purposes;

• reproduce, distribute, or exploit Website content without permission.

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We reserve the right to suspend or restrict access where these Terms are breached.

 

4. Intellectual property

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All content on this Website, including text, graphics, logos, branding, and layout, is owned by or licensed to Simply Office 365 Ltd and is protected by intellectual property laws.

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You may:

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• view and print content for your own internal business use.

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You must not:

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• copy, reproduce, modify, distribute, or commercially exploit any content without our prior written consent.

 

5. Accuracy and availability

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We aim to ensure that information on the Website is accurate and up to date. However, we do not guarantee that:

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• content is complete, accurate, or current; or

• the Website will always be available or free from errors.

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We may update, change, or remove content at any time without notice.

 

6. Limitation of liability

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To the fullest extent permitted by law:

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• we exclude all warranties, representations, and conditions relating to the Website;

• we will not be liable for any loss or damage arising from reliance on information on the Website.

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In particular, we will not be liable for:

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• indirect, consequential, or economic loss;

• loss of business, revenue, profits, or data;

• any loss arising from Website unavailability or technical issues.

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Nothing in these Terms limits liability for:

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• death or personal injury caused by negligence;

• fraud or fraudulent misrepresentation; or

• any liability that cannot be excluded under English law.

 

7. Third‑party links

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The Website may contain links to third‑party websites or services. These are provided for convenience only.

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We do not:

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• control third‑party sites;

• endorse their content; or

• accept responsibility for their availability, content, or practices.

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Use of third‑party sites is at your own risk.

 

8. Privacy and cookies

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Our collection and use of personal data is governed by our Privacy Policy, which forms part of these Terms.

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Information about our use of cookies and analytics is also set out in the Privacy Policy.

 

9. Changes to these Terms

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We may update these Terms of Use from time to time.
The most recent version will always be published on this page with the “Last updated” date shown above.

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By continuing to use the Website after changes are made, you accept the updated Terms.

 

10. Governing law and jurisdiction

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These Terms of Use are governed by and construed in accordance with the laws of England and Wales.

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The courts of England and Wales shall have exclusive jurisdiction over any disputes arising from or in connection with these Terms or your use of the Website.

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Privacy Policy

Last updated: 17 March 2026

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Simply Office 365 Ltd (“we”, “us”, “our”) is committed to protecting your privacy and handling personal data in a transparent and responsible way. This Privacy Policy explains how we collect, use, and protect personal data when you visit www.so365.com (the “Website”), contact us, or otherwise interact with us.

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We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR).

 

1. Who we are

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Data Controller
Simply Office 365 Ltd
Registered in England and Wales (Company No. 11656458)
Registered and principal trading address:
The Design Chapel, Cemetery Road, Southampton, SO15 7AF

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Data protection contact:
Chris Kaye – chris.kaye@so365.com

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General contact:
info@so365.com

 

2. Scope of this Privacy Policy

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This Privacy Policy applies to personal data collected when you:

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• visit or use our Website;

• contact us with enquiries or requests; or

• otherwise interact with us in connection with our marketing and business communications.

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This includes personal data submitted via contact forms, emails, meeting requests, or similar communications related to our services and solutions.

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Use of So365 products and support services

Where we provide So365 products, solutions, or support services to clients, personal data is processed in accordance with the relevant customer contract and any associated data protection terms.

So365 solutions are deployed into the customer’s Microsoft 365 tenant. Personal data processed by these solutions remains within the customer’s Microsoft 365 environment and is subject to the customer’s own security, compliance, and governance controls.

So365 acts as a data processor when accessing customer data for purposes such as onboarding, configuration, support, or advisory services, and only processes such data on documented client instructions.

Support requests submitted to our dedicated support email address may contain personal data. This information is processed solely for the purpose of providing support and managing service requests, and is logged and handled in accordance with our internal security and data protection practices, and retained only for as long as necessary to provide support..

 

3. Personal data we collect

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Information you provide to us

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We may collect:

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• Name

• Business or organisation name

• Job title

• Email address and telephone number

• Information you submit via contact forms, emails, or meeting requests

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Information collected automatically

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When you visit our Website, we may collect:

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• IP address

• Browser type and version

• Operating system

• Pages visited and interactions with the Website

• Referring URLs and exit pages

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We do not intentionally collect special category personal data via this Website. Please do not submit such information through Website forms.

 

4. How we use personal data

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We use personal data for the following purposes:

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• Responding to enquiries and requests

• Providing information about our services

• Managing business relationships and communications

• Improving the performance, security, and usability of our Website

• Sending marketing communications where permitted by law

• Complying with legal and regulatory obligations

 

5. Lawful bases for processing

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We process personal data on one or more of the following lawful bases under UK GDPR:

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• Legitimate interests – for responding to B2B enquiries, maintaining business relationships, and improving our Website, where these interests are not overridden by your rights

• Contract / steps prior to contract – where processing is necessary to enter into or perform a contract

• Consent – where required, including for analytics cookies and certain marketing communications

• Legal obligation – where processing is necessary to comply with applicable law

 

6. Marketing communications

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We may send marketing communications about our services where permitted under PECR and UK GDPR, including where you have opted in or where a lawful “soft opt‑in” applies.

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You can opt out of marketing at any time by:

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• Using the unsubscribe link in our emails (where provided), or

• Contacting us at info@so365.com

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We may retain minimal information to ensure your marketing preferences are respected.

 

7. Cookies and analytics

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Use of cookies

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Our Website uses:

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• Strictly necessary cookies required for the operation and security of the Website

• Analytics cookies (Google Analytics) to help us understand how the Website is used and improve its performance

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We do not use marketing, advertising, or profiling cookies.

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Consent for analytics

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Analytics cookies are not set by default.

Google Analytics is only activated after you provide consent via our cookie banner.

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If you do not provide consent, analytics cookies will not be set and no analytics tracking will occur.

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You can manage or withdraw your consent using the cookie banner or your browser settings.

 

8. Sharing personal data

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We may share personal data with trusted third‑party service providers acting as processors on our instructions, including:

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• Website hosting and content delivery providers (e.g. Wix)

• Collaboration and email services (e.g. Microsoft 365)

• Website analytics providers (Google Analytics, where consent is given)

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We do not sell personal data.
We may disclose data where required by law or to establish, exercise, or defend legal claims.

 

9. International transfers

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Some of our service providers may process personal data outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR, such as adequacy regulations or approved contractual safeguards.

 

10. Data security

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We apply appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, or disclosure, taking into account the nature of the data and the risks involved.

 

11. Data retention

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We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, regulatory, and contractual requirements.

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Typical retention periods include:

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• Enquiry and prospect correspondence – retained for a limited period following last meaningful contact

• Marketing data – retained until you opt out

• Contractual records – retained in line with legal and business requirements

 

12. Your rights

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Under UK GDPR, you have the right to:

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• Be informed about how your data is used

• Access your personal data

• Request correction of inaccurate data

• Request erasure of your data

• Restrict or object to processing

• Request data portability

• Object to direct marketing

• Rights relating to automated decision‑making (where applicable)

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To exercise your rights, contact:
chris.kaye@so365.com

 

13. Complaints

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If you have concerns about how we handle personal data, please contact us first and we will seek to resolve the issue.

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You also have the right to complain to the UK supervisory authority:
Information Commissioner’s Office (ICO) – www.ico.org.uk

 

14. Third‑party websites

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Our Website may contain links to third‑party websites. We are not responsible for their privacy practices and recommend reviewing their privacy policies before providing personal data.

 

15. Changes to this Privacy Policy

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We may update this Privacy Policy from time to time. The latest version will always be published on this page with the “Last updated” date shown above.

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