You have choices about the data we collect. When you are asked to provide personal information, you may decline. However, if you choose not to provide information that is necessary for us to provide you with Services, or if you decline to provide your consent to us processing that information, you may not be able to sign up for that service or product. For example, when we send you an offer letter, we will share your information with Wavenet - our preferred digital supplier, so they can provide you with broadband and telephony services. If you decline to share your information, you will not be able to fully utilise our Services.
Additionally, if you create an online account with Self-Storage by Workspace or otherwise purchase a license to store goods in a self-storage unit, your information will be processed by our preferred third-party providers which manage our online self-storage platform and support related billing and payment processes, identity verification and access arrangements to our self-storage facility and individual units.
The information we collect depends on the context of your interaction with Workspace and the nature of services you require and could include the following:
Name and contact details
We collect your first and last name, email address, postal address, landline or mobile numbers and other relevant contact information such as fax numbers.
Payment information
We collect information necessary to process your payment if you sign up for a tenancy agreement, self-storage license, create an account to use our meeting room booking service or, for individuals who supply services to us, to make payments for services received. The payment information we collect may include bank account details for direct debit mandates, payment card details and relevant security codes.
If you purchase a license to storge goods in a self-storage unit via Self-Storage or book a meeting room, we will collect, through our third-party provider of payment and billing processes, Stripe, the same payment information described above.
Credentials
We collect usernames and passwords used for access to your online accounts such as MyWorkspace or your online account for Self-Storage. We also use algorithms based on biometric details and similar security information used for authentication and building and storage facility access and, in case of algorithm based biometric details, for out of hours access by customers and employees of customers. We do not collect full biometric details.
See “Building security, incident response and access controls” for full details.
CUSTOMERS OF SELF-STORAGE BY WORKSPACE
In addition to collecting usernames and passwords used to access your online Self-Storage account, we collect, through our third-party service provider, Stora, information which is necessary to provide and manage your online account and your license to store goods in a Self-Storage unit. This includes your name, email address, postal address, landline or mobile numbers and other relevant contact information, your insurance documentation (if you elect to purchase your own contents insurance in respect of any goods you store) and the estimated replacement value of stored goods. Payment processing and billing services are provided by our third-party payment services provider, Stripe.
Stripe collects and processes payment information (including billing address and payment card details) on our behalf. Workspace does not receive or store your payment information. Stripe also carries out identity verification checks on our behalf for fraud prevention purposes. Workspace does not receive or store copies of any identification you may provide for this purpose. Once your booking, payment and identity verification requirements have been completed, your name, email address and mobile number are shared by Stora with DS Security Group Limited, our access control provider, for the purpose of creating and managing secure access credentials through the StorID mobile application and enabling you to access the self-storage facility and individual units. DS Security Group Limited may retain records of access, including entry and exit times, access requests and related account information, to help maintain the security of our facilities, our customers and stored goods.
Device and usage information
We collect (i) device information such as your device identifiers, IP address, browser type and operating system and how you access our Services; (ii) log information such as the time and duration of your use of our Services, search query terms you enter through our Services; and (iii) any information stored in cookies that we have set on your device, general or specific geographic location information about nearby Wi-Fi access points and cell towers that may be transmitted to us when you use certain of our Services.
Call recordings and CCTV
We collect information such as recordings of your voice that we make (and may store on our servers) when you call us. In addition, where we work with third-party service providers to support delivery of our Services, these third-party providers may record and store certain call information. If you enter our Centres, our self-storage facility, car parks and offices or attend events at our locations, your image may be captured by our security and facial detection cameras.
MOBILE APPLIcATION
In addition to the above, when you use our mobile application you may choose to allow the application to access certain data on your phone, including to allow access to your photos and media storage in order to upload a profile picture, access to your camera to allow you to take and upload a profile picture, access to your contacts to facilitate visitor management and access to your location in order to show you where you are in our building (for example, to help you find your way to one of our meeting rooms). If you wish to use any of these features, you will be asked whether or not you wish to allow access and you may change your mind at any time by adjusting the settings on your device.
myworkspace
When you register for or sign into your MyWorkspace Account you may choose to input additional information about yourself, for example a profile photo, social media usernames and your interests.
Workspace emails include anonymous engagement tracking. They aggregate open and click rates.