Effective 17th August 2018
The Boutique Workplace Company Limited and Ventia Ltd, (“we“, “us”, “our”) are committed to protecting and respecting your privacy.
For the purpose of the Data Protection Act 2018 (“Act”) and the General Data Protection Regulation (EU) 2016/679 (the “GDPR”), the data controller is The Boutique Workplace Company Limited, and or Ventia Ltd located at Central House, 47 St. Pauls Street, Leeds, United Kingdom, LS1 2TE.
Information we may collect from you
We may collect and process the following data about you:
Information you give us. You may give us information about you or your company by completing forms or forms within applications on our websites or social media channels connected to our websites (altogether, our Sites) by corresponding with us via phone, e-mail or other means of communication. This includes information you provide when you register interest on our Sites, apps (including Intercom), subscribe to our service, search for a product or service, company, location or tenant, place an order or purchase a product on our Sites, participate in discussion boards or other social media channels/functions on/via our Sites, enter a competition, promotion or survey, enter profile information on our Sites, register with or link to a third party account such as LinkedIn, Facebook or Google and when you report a problem with our Sites. The information you give us may include your name, address, e-mail address and phone number, financial and credit card information, registered office information, personal description and photograph, company name, skills, interests, occupation, job title, links to your accounts with third party applications such as LinkedIn, Facebook and Google.
Information we collect about you. With regard to each of your visits to our Sites we may automatically collect the following information:
Information we receive from other sources. We may receive information about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on our Sites. We are also working closely with third parties (including, for example, business partners, commercial property agencies/brokerages, payment and delivery services, advertising networks, analytics providers, search information providers, recruitment agencies, credit reference agencies) and may receive information about you from them.
If you registered through LinkedIn, we collect basic profile information (outlined here https://developer.linkedin.com/docs/fields/basic-profile). If you registered through Facebook, we collect basic profile information (including but not limited to first name, last name, profile picture, gender, age range and access to your list of friends that also use our app or email address). If you registered with Google we collect basic information including but not limited to first name, last name and profile image.
We use persistent cookies and session cookies on our Sites. We use persistent cookies to save your login information for future logins to the Sites. We use session cookies to enable certain features of the Sites, to better understand how you interact with the Sites and to monitor aggregate usage by users and web traffic routing on the Sites. Unlike persistent cookies, session cookies are deleted from your computer when you log off from the Sites and then close your browser.
Please find explanation for each cookie used on our website below.
Bing: used to track users on Microsoft domains
Google: used to track users on android domains
LinkedIn: used to track web use for marketing purposes
Google analytics: These cookies are used to collect information about how visitors use our Sites. We use the information to compile reports and to help us improve the Sites. The cookies collect information in an anonymous form, including the number of visitors to the Sites, where visitors have come to the Sites from and the pages they visited.
YouTube: We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
Intercom: We use Intercom to anonymously track sessions. These sessions are not associated with any specific user. Intercom cookies will expire after one week. The cookies collect information including the number of visitors to the Sites, the pages the visited, and what features they have interacted with on the Sites.
You can set up your browser options, to stop your computer accepting cookies or to prompt you before accepting a cookie from the websites you visit. If you do not accept cookies, however, you may not be able to use the whole of the Sites or all functionality of the services.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
Uses made of the information
We use information held about you in the following ways:
Information you give to us. We will use this information:
The legal basis for processing your information
We will process the information outlined above on the following bases:
Information we collect about you. We will use this information:
Information we receive from other sources. We may combine this information with information you give to us and information we collect about you. We may us this information and the combined information for the purposes set out above (depending on the types of information we receive).
Disclosure of your information
We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
Information we share with third parties. We may share your information with selected third parties including:
Personal information we disclose to third parties. We may disclose your personal information to third parties:
Where we store your personal data
When making such transfers, we will take steps to ensure that your personal information is adequately protected and transferred in accordance with the requirements of the Act and the GDPR. This typically involves the use of data transfer agreements in the form permitted under data protection law (i.e. the European Commission’s Standard Model Clauses). If there is no data transfer agreement in place, we may use other mechanisms recognised by data protection law as ensuring an adequate level of protection for personal information transfer outside the EEA and the United Kingdom.
Any payment transactions will be encrypted using SSL/TLS technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Sites, you are responsible for keeping this password confidential. We ask you not to share any password with anyone.
We keep your information protected by taking appropriate technical and organisational measures to guard against unauthorised or unlawful processing, accidental loss, destruction or damage. For example:
Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Sites; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Our Sites may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Data subject access rights
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. We’ll usually share this with you within 30 days of request. Where applicable, other data subject rights will be available to you, including where you are able to:
If you consider our use of your personal information to be unlawful, you have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office. Please see further information on their website: www.ico.org.uk
Age of users
Our Sites are not intended for anyone under the age of 18, although we acknowledge that we may inadvertently process such personal data.
Retention and deletion policy
Data about you:
Contracts and general correspondence (emails, post and other communications) obtained in the course of providing our services will be stored for 12 years following completion of the services or termination or expiry of the contract with our client (whichever is later).
Contact details for marketing purposes relating to clients and contacts will be held for so long as we believe the information to remain accurate and the individual concerned remains a genuine connection of ours, or of one of our directors and staff. We have a programme for reviewing our contacts regularly, and removing any information which is considered to be out of date or no longer relevant.
Address: The Boutique Workplace Company Limited, and or Ventia Ltd, Central House, 47 St. Pauls Street, Leeds, United Kingdom, LS1 2TE.
Telephone: 020 3405 7000