Privacy Policy

Effective Date: 01/06/2025

The Chiltern WorkSpace (“we,” “our,” “us”) is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and disclose your personal information in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Data We Collect

We may collect and process the following types of personal data:

a. Information You Provide Directly

• Full name

• Email address

• Phone number

• Postal address

• Company name

• Payment details (only processed via secure third-party platforms)

• Identification documents (for verification and access control)

b. Automatically Collected Information

• IP address

• Browser type and version

• Device information

• Access times and usage data (e.g., login times, Wi-Fi access)

• Location data (if enabled)

c. Cookies and Tracking

We use cookies to improve user experience, analyse website traffic, and support marketing efforts. You may manage cookie preferences through your browser settings.

2. Purpose of Data Collection

We collect and use your personal data for the following purposes:

• To provide and manage workspace bookings, services, and facilities

• To communicate with you (including confirmations, updates, and newsletters)

• For identity verification and access control to our premises

• For invoicing and payment processing

• To comply with legal obligations and regulatory requirements

• For internal analysis, service improvement, and business development

• With your consent, for promotional and marketing communications

3. Legal Basis for Processing

We rely on one or more of the following legal grounds:

• Consent – where you have explicitly agreed to our use of your data

• Contractual necessity – where processing is required to fulfil a contract

• Legal obligation – to comply with the law or a lawful request

• Legitimate interests – for business operations that do not override your right

4. Data Sharing and Disclosure

We do not sell your personal data. We may share it with:

• Service providers (e.g., payment processors, IT support, booking software)

• Legal, regulatory, or government authorities if required by law

• Partners or affiliates assisting with service delivery

• Security providers (e.g., CCTV and access control services)

All third parties are required to handle your data securely and only for the intended purpose.

5. Data Storage and Retention

Your personal data is stored securely on encrypted systems. We retain it only for as long as necessary:

• Active client data: up to 6 years post-termination (for legal and audit purposes)

• Marketing data: until you unsubscribe or withdraw consent

• CCTV footage: typically retained for 30 days unless required for investigation

6. Your Rights

You have the right to:

• Access your personal data

• Request correction or deletion

• Restrict or object to processing

• Data portability

• Withdraw consent at any time

• Lodge a complaint with the UK Information Commissioner’s Office (ICO)

To exercise your rights, please contact us at: [insert email address]

7. Security Measures

We implement strict security procedures:

• SSL encryption

• Access controls and staff training

• Regular system audits and backups

• Secure payment processing via trusted platforms

8. Children’s Data

Our services are not directed to individuals under 18. We do not knowingly collect data from minors.

9. International Transfers

We do not transfer personal data outside the UK or EEA. If required, we will ensure appropriate safeguards are in place.

10. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page and, where appropriate, notified by email.

11. Contact Us

The Chiltern WorkSpace
5 Chiltern Business Centre, 63-65 Woodside Road, Amersham, HP6 6AA
Email: support@chilternworkspace.co.uk
Phone: 01494-417903