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 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 will use your contact details for administering the Services we provide to you and, where we have your explicit consent, for marketing purposes in line with your consent preferences.  Marketing to our customers and users of our Services is in our legitimate business interests and we obtain your consent by specifically asking you to opt in to receive marketing communications when you first register or login to your ‘My Workspace Account’.  You can withdraw your consent at any time you no longer want to receive a direct marketing by updating your preferences via your ‘My Workspace Account’ or by clicking the ‘unsubscribe’ link in any marketing message.

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

If you have any questions, comments or concerns about how we handle your personal information, then you may contact us by clicking the Contact us link on the Workspace website that directed you to this Privacy Policy.  Alternatively, you can contact us regarding this Privacy Policy at Workspace Group PLC, Canterbury Court, Kennington Park, 1-3 Brixton Road, London SW9 6DE, c/o the Data Protection Officer or through the Workspace Website at www.workspace.co.uk/contact-us.

Changes to our Privacy Policy and/or Cookies Policy

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.

See “Will Workspace change its Privacy Policy or any of its Privacy Notices?” for full details.