Data Protection Notice
Privacy Officer: Julie Webber
Contact email: email@example.com
Thank you for entrusting Pure Offices with your contact and personal information. Holding onto your personal information is a serious responsibility, and we want you to know that we’re handling it properly and lawfully. This privacy statement explains when and why we collect personal information about individuals, how this information is used, the conditions under which it may be disclosed to others and how it is kept secure. We are committed to fully comply with the requirements of the General Data Protection Regulation brought into effect on the 25th May 2018.
WHO WE ARE
Pure Offices Ltd [company number] is the data controller in relation to the processing activities described below. This means that we decide why and how your personal information is processed. Where this policy refers to “we”, “our” or “us” below, unless it mentions otherwise, it’s referring to the particular company that is the controller of your personal information. Our Privacy Officer is: Julie Webber – Please direct any queries about this policy or about the way we process your personal information to the Privacy Officer at email: firstname.lastname@example.org
HOW WE COLLECT YOUR PERSONAL INFORMATION
We may collect and process the following information about you:
Personal information you give to us:
- Website Contact Form: If you complete and submit your information via the Pure Offices contact form on the website, your information will be submitted via email to the relevant centre. Your details will be stored on our CRM system for recording purposes and to allow us to follow up on your query or enquiry.
- Visitor Book: We ask visitors to our centre to provide us with personal information in order to identify and keep track of who is in the building at any given time, and for security and health and safety purposes. Keeping record of the vehicle details ensures that we are able to link a vehicle to a visitor, enabling us to make contact with the visitor should the need arise.
- Information on our Client Questionnaire Form or Virtual Office Questionnaire: We collect personal information and ID documentation via our client questionnaire and virtual office questionnaire in order for us to draw up your contract and to facilitate your office move. We will store your details on our CRM and our computer system.
- Walk-in / telephone enquiry: If you contact or visit any of our centres in person, we will collect your details via our client enquiry form, in order to follow up via telephone or email on your enquiry and keep a record of what has been discussed or quoted. Your information will be stored on our CRM system for recording purposes and used
Personal information we collect about you:
- Website Browsers: If you are just browsing our website, we collect the same basic information that most websites collect. We use common internet technologies, such as cookies. This is information that we collect from everyone whether you complete an enquiry form or not. We collect this information to better understand how our website visitors use the Pure Offices website and to monitor and protect the security of the website.
HOW WE USE YOUR PERSONAL INFORMATION
We process the following types of personal information about you:
- contact details
- identification information (including vehicle registration)
- billing / financial information
- company Information
- information about our services to you
- information to verify credit history or to prevent fraud
We may use your information in the following ways.
- Where it is necessary for us to use your information: We may use and process your personal information where it is necessary for legal or regulatory purposes or where necessary for the performance of our contract with you for provision of our services (or to take steps in anticipation of entering a contract with you), including verification of your identity, setting up your account and office telephone, and in connection with billing and the administration of files and records. From time to time we may also need to contact you via telephone or email in connection with our services, such as to inform you of facilities issues, networking opportunities, socials, service related issues and general centre information. We may also use your personal information for the following purposes
- Where you have provided Consent: We may use and process your personal information where you have consented for us to do so in relation to some of our direct marketing activities. Please see the section on Marketing below for further information.
- Where it is in your Vital Interests: Where you visit or work at any of our centres, we may use your personal information to contact you if there are any urgent safety notices to communicate to you or health and safety issues or where we otherwise reasonably believe that the processing of your personal information will prevent or reduce any potential harm to you. It is in your vital interests for us to use your personal information in this way.
In our Legitimate Business Interests
We may use and process your personal information where it is necessary for us to pursue our legitimate interests as a business for the following purposes:
- at any of our centres to identify and keep track of who is in the building at any given time;
- to link a vehicle parked at any of our centres to a visitor make contact if necessary;
- analysis to inform our marketing strategy, and to enhance and personalise your customer experience;
- marketing activities (other than where we rely on your consent to contact you by email or text with information about our products and services or share your details with third parties to do the same);
- prevention of fraud and other criminal activities;
- to verify the accuracy of data that we hold about you and create a better understanding of you as a customer;
- network and information security in order for us to take steps to protect your information against loss or damage, theft or unauthorised access;
- to comply with a request from you in connection with the exercise of your rights (for example where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request);
- assess and improve our service to customers through recordings of any calls with our contact centres; and
- management of queries, complaints, or claims.
OTHERS WHO MAY RECEIVE OR HAVE ACCESS TO YOUR PERSONAL INFORMATION
- Third Party Service Providers: We may disclose your information to our third party service providers, agents, subcontractors and other organisations for the purposes of providing services to us or directly to you on our behalf. When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.
- Other ways we may share your personal information: We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation. We may also transfer your personal information if we’re under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and customers. However, we will always take steps with the aim of ensuring that your privacy rights continue to be protected.
WHERE WE STORE YOUR PERSONAL INFORMATION
- All information you provide to us is stored on our secure servers which are located within the European Economic Area.
- If at any time we transfer your personal information to, or store it in, countries located outside of the EEA (for example, if our hosting services provider changes) we will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable law. This is because some countries outside of the EEA do not have adequate data protection laws equivalent to those in the EEA.
HOW LONG WE KEEP YOUR PERSONAL INFORMATION
If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws.
We do not retain personal information in an identifiable format for longer than is necessary.
We many need your personal information to establish, bring or defend legal claims. For this purpose, we will always retain your personal information for 5 years after the end of your contract or the date it is no longer needed by us for any other purposes listed under How we use your personal information.
The only exceptions to this are where:
- the law requires us to hold your personal information for a longer period, or delete it sooner
- you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law (see further Erasing your personal information or restricting its processing)
- in limited cases, the law permits us to keep your personal information indefinitely provided we put certain protections in place.
We delete information held in visitor books after 5 years.
You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where no required, after we have received your request.
- Accessing your personal information: You have the right to ask for a copy of the information that we hold about you by emailing or writing to us at the address at the end of this policy. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
- Correcting and updating your personal information: The accuracy of your information is important to us and we are working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know by contacting us in any of the details described at the end of this policy.
- Withdrawing your consent: Where we rely on your consent as the legal basis for processing your personal information, as set out under How we use your personal information, you may withdraw your consent at any time by [insert details]. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can do so using our Unsubscribe tool. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
- Objecting to our use of your personal information: Where we rely on your legitimate business interests as the legal basis for processing your personal information for any purpose(s), as out under How we use your personal information you may object to us using your personal information for these purposes by emailing or writing to us at the address at the end of this policy. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise we will provide you with our justification as to why we need to continue using your data. You may object to us using your personal information for direct marketing purposes and we will automatically comply with your request. If you would like to do so, please use our Unsubscribe tool.
- Erasing your personal information or restricting its processing: In certain circumstances, you may ask for your personal information to be removed from our systems by emailing or writing to us at the address at the end of this policy. Provided we do not have any continuing lawful reason to continue processing or holding your personal information, we will make reasonable efforts to comply with your request. You may also ask us to restrict processing your personal information where you believe it is unlawful for us to do so, you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings. We may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings.
- Transferring your personal information in a structured data file: Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, (as set out under How we use your personal information), you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine readable form, such as a CSV file. You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
- Complaining to the UK data protection regulator: You have the right to complain to the Information Commissioners Office (ICO) if you are concerned about the way we have processed your personal information. Please click here for further details.
SECURITY / COOKIES / LINKS
- Security measures we put in place to protect your personal information: Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our website and any transmission is at your own risk. Once we have received your personal information, we put in place reasonable and appropriate controls to ensure that it remains secure against accidental or unlawful destruction, loss, alteration, or unauthorised access.
- Links to other websites: Our website may contain links to other websites run by other organisations. This policy does not apply to those other websites ‚ so we encourage you to read their privacy statements. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links that we provide. In addition, if you linked to our website from a third party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party website and recommend that you check the policy of that third party website.
- If you make an enquiry about our services, or enter into a contract with us for services we may from time to time send you updates on offices that we have available or let you know about promotional offers relating to similar services.
- From time to time we may also contact about and networking opportunities and social events that are being held at our centres.
- Where you are an individual (rather than an officer or employee of a company or corporate body), and where you have not entered into a contract with us for our services, we will only send you unsolicited marketing material by email if you have consented for us to do so on the website contact form or walk-in enquiry form.
- You have the right to opt-out of our use of your personal information to provide marketing to you in any of the ways mentioned above. Please see Withdrawing your Consent and Objecting to our use of your personal information above for further details on how you can do this.
CHANGES TO THIS POLICY
This policy may change from time to time so please check this page occasionally to ensure that you’re happy with any changes. This policy was last updated on 16th January 2018.