Flexspace No 1 LLP, Flexspace No. 2 LLP and Flexspace Management Ltd, trading as Flexspace (“we” or “us”) are committed to protecting and respecting your privacy and to implementing appropriate technical and organisational measures in order to meet the requirements of the EU General Data Protection Regulation (“GDPR”), and the Data Protection Act 2018 (the “Act”). This policy (together with our terms of use 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.
The data controllers are Flexspace Management Ltd of 112 Culley Court, Peterborough, PE2 6WA.
Flexspace is made up of different legal entities. This Privacy Policy is issued by us on behalf of the Flexspace group, including our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006 (our “Group”).
Once you have entered into a contract with us we may receive more data from you, and we may use it and share it in different ways – at that time you can read about this in more detail in our Customer Privacy Policy.
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.flexpace.co.uk (“our site”) or by corresponding with us by phone, e-mail, on social media or otherwise. You may also provide information to us in person or by other means, such as on the telephone. The information you give us may include your name, address, e-mail address, social media identifiers and phone number.
Information we collect about you on our site. 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 collect about you on our premises. In the event that you visit our premises we may automatically collect images and video footage of you on our closed circuit television (CCTV) recording equipment. The equipment is managed and operated by a third party supplier.
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.
We use information held about you in the following ways:
Information you give to us. We will use this information:
Information we collect about you on our site. We will use this information:
Information we collect about you on our premises. We will use this information to:
Information we receive from other sources. Sometimes we receive your personal data from third parties, including web brokers, property listing sites and agents who you have given your personal data to in order that they can help you find products such as ours. We always take care to ensure we can trust the third parties who give us data. We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).
With respect to each of the aforementioned processes, we carry out these activities on the basis of our legitimate interest in the success of our business, and the use and analysis of our website to promote the success of our business. Where you enter into a contract with us, we may also use your personal data in order to perform that contract with you, and in other situations we may process your personal data in order to comply with a legal obligation (such as in our relationship with HMRC). Where we need your personal data to perform a contract with you, but you withhold that data, we may not be able to perform the contract with you. Where you have given us your details in order that we may contact you for marketing purposes, you may have provided your consent; in those circumstances we process on the basis of that consent or any other legal basis that might enable us to contact you (such as a soft opt-in).
If we have access to your special category personal data (for example if you are about to enter into a contract with us and we require it in order to set up your account) we will use this only: (i) with your consent; (ii) as needed for us to carry out our responsibilities in the field of employment and social security and social protection law in so far as we are authorised to do by law or other collective agreement providing appropriate safeguards; (iii) if we need to protect yours or another person’s vital interests in certain circumstances; (iv) if it is manifestly made public by you; (v) if we need to in order to establish, exercise or defend a legal claim; or (vi) if necessary for preventative or occupational health purposes.
We may share your personal information with any member of our Group.
We may share your information with selected third parties including:
In each case we will do this either in order to perform our contract with you, or on the basis of our legitimate interest, promoting the success of the business.
We may disclose your personal information to third parties:
We won’t share your personal data with third parties unless we have a legal basis to do so.
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.
Most of the data we store is held electronically. We may store a small amount of personal data in hard copies – generally this is customer personal data only. We use secure filing systems for this purpose and limit access. Our online data systems are secured with appropriate technical and organisational measures including industry standard security. We don’t hold personal data for longer than it is needed, and we delete data which we no longer need. In general, we retain data for the duration of our relationship with you and for up to 7 years afterwards (in case of any legal claims).
The data that we collect from you is not routinely transferred to, or stored in, destinations outside of the United Kingdom or European Economic Area (“EEA”), but such transfer may occur where we are working with third parties, for example IT suppliers whose servers or services are located in, or originate from, outside of the United Kingdom or EEA. It may also be processed by staff operating outside the United Kingdom or EEA who work for one of our suppliers. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy, and that personal data transferred outside of the United Kingdom or EEA is done so only:
We will do our best to protect your personal data and will use strict procedures and security features to try to prevent unauthorised access.
Except f
Except for in certain circumstances, you have a number of rights with respect to your data. These include asking us to:
If we have asked you for your consent, you have the right to withdraw that at any time and there are only a small number of circumstances where we can refuse you that right. In any case, this wouldn’t affect any of the processing we’ve done to that point, but it might stop us from being able to provide services to you. We would let you know if that were the case when responding to your request.
You can exercise certain of your rights by checking certain boxes on the forms we use to collect your data. You can also exercise these rights at any time by contacting us at Privacy Officer, Flexspace, 112 Culley Court, Peterborough, PE2 6WA. In the event that we believe we have a reason not to follow your request, we will explain why.
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.
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to the Privacy Officer at Flexspace, 112 Culley Court, Peterborough, PE2 6WA or sent by email to privacy@flexspace.co.uk.
You have the right to make a complaint to the Information Commissioner’s Office (“ICO”) if you think your data is being misused. The ICO is the Untied Kingdom’s supervisory authority for data protection issues (www.ico.org.uk). However, we welcome the opportunity to resolve your complaint in the first instance. Please do not hesitate to contact us using the details above so that we can try to help you out in the first instance.
