You have choices about the data we collect. When we ask you 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 Connected – our tied digital supplier, so they can provide you with broadband and telephony services. If you decline consent to share your information, you will not be able to fully utilise our Services.
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.
We collect information necessary to process your payment if you sign up for a tenancy agreement or create an account to use our meeting room booking service or, for individuals who supply services to us, to make payments for services received or to make remuneration payments if you are our employee. The payment information we collect may include bank account details for direct debit mandates, payment card details and relevant security codes.
We collect passwords, algorithms based on biometric details and similar security information used for authentication and building 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.
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, car parks and offices or attend events at our locations, your image may be captured by our security and facial detection cameras.
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.