Privacy notice for Customers who book Workspace Meeting Rooms
Workspace Group PLC with ICO registration number Z6141866 and its wholly owned subsidiary companies (together “Workspace”, “we”, “us” or “our”) are registered as data controllers with the UK Information Commissioner’s Office.
See here for details of “Which Workspace Group companies are Data Controllers?”
Your privacy is important to us and we are committed to safeguarding your information and being transparent about how we use your information to improve our services for the benefit of all our customers and website and mobile application users.
Why does Workspace require personal information from Meeting Room Customers?
We use personal data to administer our meeting room booking service and to service the use of the meeting rooms.
See “What does Workspace do with my personal information?” for more details.
What type of personal information does Workspace collect?
- The information we require for this purpose is name and contact details, such as email address and landline or mobile numbers, the name of your business and those of your business associates who will require access to the meeting room and WIFI connection.
- We obtain this information directly from the person who books the meeting room.
- The information obtained is necessary for us to provide services under the contract with the business owner and it is in our legitimate business interests to have knowledge of the individuals on our premises and in meeting rooms for health and safety, security and building management purposes.
See “What information does Workspace collect about me?” for more details.
Will Workspace use the personal information it collects to market to me?
We may use your contact details to send you marketing and promotional materials where we are permitted by law to do so. Generally, we will send marketing to prospective customers and past and present users of our Services on the basis that this is in our legitimate interest in connection with running our business and does not materially impact your rights, freedom or interests. You may ask us to stop using your contact details for marketing communications at any time.
See “Privacy Notice for direct marketing of Workspace Services” for full details.
How will Workspace share my information?
As booking enquiries made by telephone are recorded, some of our records are hosted with our third-party business call recording service providers.
See “Will Workspace share my personal information with anyone else?” for full details.
Will my personal information be sent outside the European Economic Area?
If you book a meeting room at The Salisbury, our property located in Finsbury Circus, your personal data will be transferred to Jersey which has a current Adequacy Finding (which means it has been judged to have appropriate safeguards for your personal data) with the European Commission. The data transfer to Jersey is a legacy issue and relates to our original acquisition of the property and we are looking to change this arrangement in due course.
For how long will Workspace hold my personal information?
The information is held for a suggested period of six years from the meeting room booking.
We will retain this information for this period for financial records and HMRC purposes.
Your privacy rights and how to contact us
We are committed to protecting the confidentiality of your personal information and to complying with all data protection laws. Whether you supply your personal information online, by email or in a letter, by phone or text, we will never use or share it without a lawful reason to do so. We will never sell your personal information.