Privacy Policy

Last Updated: August 6, 2026

Welcome to Bromley Virtual Hub Ltd (trading as Sevenoaks Virtual Hub). We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. This Privacy Policy explains how we collect, use, store, and share your information when you visit this website, use our virtual office or virtual phone services, or use the B-Phone mobile application.

1. Who We Are

Bromley Virtual Hub Ltd (trading as Sevenoaks Virtual Hub)
Office 12, 12 Farwig Lane
Bromley, BR1 3RB, United Kingdom
Company No: 16295410

2. Information We Collect

a. Information You Provide to Us:

  • Account and Service Sign-Up: When you create an account or purchase or use one of our services, we collect personal information such as your name, email address, and any other information you voluntarily provide.
  • Address Services: For users who request our address services, we may collect personal information and identification documents to verify your identity. We plan to use an external service for identity verifications when available.
  • Customer Inquiries: If you contact us via our website or other communication channels, we will collect the information necessary to respond to your inquiry.

b. Information Collected Automatically:

  • Cookies: We use both essential cookies (for security, navigation, login, payments) and analytics cookies (e.g. _ga, _gid, _gat from Google Analytics to track page views, session duration, referrers). Analytics cookies are only activated after you give consent via our cookie banner. If we decide to add other non-essential cookies in the future (for marketing, advertising, social features, etc.), we’ll update this policy and obtain your consent before enabling them.
  • Website Chat Helper Interactions: Our website chat helper may record and store conversations to improve our service. We do not, however, store any personal information from these interactions unless explicitly provided by you.

3. B-Phone Mobile App and Virtual Phone Services

This section applies only if you use a Sevenoaks Virtual Hub virtual phone service or the B-Phone mobile application. It does not apply to customers who use only our virtual office services. A virtual phone service can be used with call forwarding alone, without installing B-Phone. The app-specific parts of this section apply only if you install and use B-Phone on Android or iPhone for inbound app calls, outbound calling, or both.

Information processed for virtual phone services may include:

  • Account and phone-service information: your user ID, email address, telephone number, assigned virtual number, authentication information, and call-routing preferences.
  • Call information: for virtual phone customers, this may include calling and called numbers, caller ID, call direction, timestamps, duration, answer status, routing or forwarding outcomes, and voicemail information.
  • Call audio: live audio is processed when a call is connected through our virtual phone service, whether the call is forwarded to another telephone or handled through B-Phone. Where call recording is enabled for your virtual phone service, a recording may be stored by us and made available through the client portal. Otherwise, live call audio is not intentionally retained as a recording.
  • Contacts used by B-Phone: only if you install the app, grant contact permission, and choose to import selected contacts, the contact names and telephone numbers you select are uploaded to and stored in your Sevenoaks Virtual Hub account. B-Phone can be used without importing device contacts.
  • B-Phone device and app information: only if you install or use the app, this may include mobile platform, app version, push-notification token, device or other identifier, app interactions, crash logs, and diagnostic information needed to deliver calls, maintain reliability, and investigate faults.

How this information is used:

  • To authenticate you and connect the app to the correct virtual phone service.
  • To make and receive calls, present caller information, provide incoming-call controls when B-Phone calling is enabled, and apply configured forwarding or fallback routing.
  • To provide voicemail, optional call recording, call history, contact importing, and customer support.
  • If B-Phone is installed and registered, to deliver incoming-call alerts through Firebase Cloud Messaging on Android and Apple Push Notification service on iPhone.
  • To protect the service, diagnose failures, and improve call reliability and app performance.

We use service providers for functions such as authentication, push notifications, hosting, network infrastructure, and telecommunications delivery. They process information only to provide services to us and are not permitted to use B-Phone information for their own advertising.

4. How We Use Your Information

  • To Provide and Improve Our Services: We use your information to create and manage accounts, deliver the services you request, administer your service settings, and address your queries.
  • Verification: When using our address services, we may need to verify your identity. In these cases, your personal information and identification documents may be processed via an external identity verification service.
  • Communication: We may use your contact information to send you service-related updates, information about new products, or changes to our policies.
  • Website Functionality: We use essential cookies and similar technologies to make sure the website works as intended, and we also deploy Google Analytics cookies (activated only once you’ve given consent) to monitor performance and usage patterns.

5. How We Share Your Information

  • Service Providers: We may share your information with trusted service providers who help us operate our website and deliver our services, including providers of hosting, authentication, payments, identity verification, push notifications, diagnostics, network infrastructure, and telecommunications. These providers are obligated to protect your information and only use it to provide the relevant service to us.
  • Legal Requirements: We may disclose your information if required by law or in response to valid legal requests by public authorities.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new owner, subject to the terms of this Privacy Policy.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. Although we strive to use commercially acceptable means to protect your data, no method of transmission over the Internet or electronic storage is 100% secure.

7. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by applicable laws. Specific retention periods may vary based on the type of data and the services provided.

For customers who install B-Phone, device registrations and push-notification tokens are retained while needed to deliver app calling and may be replaced or deactivated when you sign out, reinstall the app, or register another device. Imported contacts and service preferences are retained until you remove them or your account is deleted. Call, recording, billing, and fraud-prevention records may be retained where needed to provide the service or meet legal, regulatory, accounting, or dispute-resolution obligations.

8. Your Rights

Depending on your jurisdiction, you may have rights regarding your personal data, including:

  • Access: The right to request access to the information we hold about you.
  • Correction: The right to request that we correct inaccurate or incomplete data.
  • Deletion: The right to request that we delete your personal information.
  • Objection: The right to object to the processing of your data under certain circumstances.

If you wish to exercise any of these rights or have questions about your data, please contact us using the details provided below. You can also request deletion of your user account and associated data through our account deletion page.

9. Cookies and Tracking Technologies

We use two types of cookies on our site:

  • Essential Cookies: Strictly necessary for core functionality—security, navigation, login, payments, etc. These are always active and can’t be turned off without breaking essential features.
  • Analytics Cookies: Powered by Google Analytics (e.g. _ga, _gid, _gat), these collect only aggregated, non-identifying information (page views, session length, referrer). They are loaded only after you’ve given consent via our cookie banner. You can withdraw your consent or disable these at any time in your browser settings.

Should we introduce any additional tracking technologies in the future (for marketing, advertising, social widgets, etc.), we will update this Privacy Policy and obtain your explicit consent before setting them.

10. Children's Privacy

Our services, including B-Phone, are intended for businesses and adult users and are not directed at children under the age of 18. We do not knowingly collect personal information from children. If you believe that we have inadvertently collected such information, please contact us immediately so that we can delete it.

11. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Changes will be effective immediately upon posting the revised policy on our website. We encourage you to review this page periodically to stay informed about how we are protecting your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Bromley Virtual Hub Ltd (trading as Sevenoaks Virtual Hub)
Office 12, 12 Farwig Lane
Bromley, BR1 3RB
United Kingdom
Company No: 16295410
Email: [email protected]
B-Phone support and account deletion requests: [email protected]
Phone: 01732 444850