The Policy sets out what information we collect, how we obtain it, the reason for requesting it, how it is stored and protected and who has access to it. The overriding principle is that the information you supply to us will be held and used by us solely for the purposes set out in this policy and will not be retained for any other purpose
The Information We Collect
When you contact us we collect and store the information that you choose to provide us with which includes your name, email address, phone number and your requirements. We may also collect information relating to your use of our website site to include the pages you view and the time spent on the site, searches carried out within the site, whether you are a repeat of new visitor and which browser you may have used to visit the site.
If you seek to become a member with us then we may collect additional information in order to confirm your identity to include your home address and some details about your business. Depending on which service you request from us we may seek additional information in accordance with legislation on Anti-Money Laundering and Terrorist Financing and further details about our legal requirements to obtain this information can be found here
For Security purposes we also have CCTV and access control in the entrance, exit points and common areas of the building. The CCTV is also used to record traffic, space occupancy and door access events which we use to log member attendance, compliance with membership status and to understand better how our spaces are used.
When using our network we may need to identify technical information associated with your device such as your IP address or MAC address. This will only be used to the extent required to provide you with connectivity and to monitor security and not for any other purpose.
We also operate a members portal where you can voluntarily opt-in to share your business and personal information with other members and be contacted directly by them.
How we obtain the Information
We obtain the information from various forms which depend on how you prefer to correspond with us. They include the contact form on our website, telephone contact, email contact, live chat contact, contact made via social media channels and business networking events.
We also use what are known as cookies to obtain information relating to your viewing of the website and our Cookies Policy can be accessed by clicking on the + toggle below
We collect the information so it can be used in the following ways:
- To provide the best possible service
- To improve our services
- To ensure that we can recommend and tailor the more appropriate service for you.
- To contact you in relation to promotions which we believe could be on interest to you (subject to the GDPR)
- To deliver the service to you in the most efficient way possible
- To allow you the option to publish your business information on our members portal and to connect with other members
- To facilitate getting in touch with you in relation to the administration of your membership as well as topics that we believe may be of interest to your business
- To Ensure that our buildings are monitored and secured
- To allow us to administer and operate the services
- To facilitate interaction and business referrals between members
Retention of your Information
Once our business relationship has ceased then you may seek that any and all information that we retain about you is deleted. Otherwise we will retain that information which is necessary to maintain a business relationship with you.
Subject to the foregoing we may continue to retain such information that is necessary to enforce any contractual agreement between us, prevent fraud or to comply with any court order, legislative or regulatory requirement including Anti-Money Laundering legislation and to Resolve Disputes.
How Information is stored and protected
All information that we store is retained in a robust and secure environment. We also use reputable third party applications and cloud based software platforms which are located both within and outside of the EEA (to include the US) to deliver our services and prior to doing so we satisfy ourselves that such third parties operate within a robust and secure environment.
Who has access to the Information
Should you opt in to voluntarily opt-in to share your some of you information on the members portal then other Office Suites Club members will be able to see the information that you choose to display and will also be able to contact you. The level of information you choose can be restricted by you within the portal and can for example include your contact details, business details and social media profiles.
If the law so requires or if it is necessary in order to protect our business, our rights, our properties, our staff and our members then the information may be disclosed but only in proportion to the need to the extent reasonably necessary.
How you can update your information or raise queries about the information we hold.
Your information should be kept up to date so you should inform us of any changes or errors in your personal information that we hold so that it can be updated or corrected. We can also provide you with a copy of the information that we have in relation to you. If you have any queries as regards your personal information retained by us then contact us through our website.
Links to third party websites
Some pages of our website and in our members portal we may link to third party websites for information purposes. We have no connection with such sites and you should independently check their privacy policies and satisfy yourself as to their services.
Updated April 2021