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Rubberdesk Privacy & Cookie Policy

Rubberdesk Privacy & Cookie Policy

Introduction

Rubberdesk (we, us and our) is committed to providing quality services as a flexible office space broker. To provide the best quality of service, we gather personal information of our customers. This Policy outlines our ongoing commitment to you and describes the information we gather as well as what we do with it.

We comply with all applicable requirements of the data protection legislation, which means all applicable privacy and data legislation and regulations including the:

  • PECR (Privacy and Electronic Communications Regulations 2003 (SI 2426/2003));
  • GDPR (General Data Protection Regulation ((EU) 2016/679)); and
  • any applicable national laws, regulations and secondary legislation in the UK relating to the processing of personal data and the privacy of electronic communications, as amended, replaced or updated from time to time.

This Policy does not relieve, remove or replace our obligations under the data protection legislation.

This Policy covers how we process personal data generally within the business as well as through our online platform https://rubberdesk.co.uk (the Site) and the cookies used on the Site.

The Site is operated by Rubberdesk UK Ltd (company number 12434978) which is also the data controller as defined by the data protection legislation.

The data privacy manager, responsible for the purposes of European data protection law is:

  • Legal entity: Rubberdesk UK Ltd (company number 73581 09349)
  • Address: Palmeira Avenue Mansions, 19 Church Road, Hove, East Sussex, BN3 2FA UK
  • Email: privacy@rubberdesk.com

If you have any concerns regarding your personal information and Rubberdesk, please contact us.

Information we collect about you

Personal Information is information that identifies you as an individual, and excludes data where your identity has been removed.

This Personal Information is obtained in many ways including when you sign up online to use our services, by correspondence, telephone, and email or via the Site or any of the Sites' subdomains, from your website, from media and publications, from other publicly available sources, from cookies and from third parties.

While there is no obligation for you to provide us with any information, without it we may not be able to provide you with any services or work with you at all.

We have grouped the different kinds of personal data we collect as follows:

  • Identity Data, including name, email, phone numbers and links to your social media accounts where you choose to provide this.
  • Company Data, including your role, title, company name, address, email, phone numbers and website;
  • Financial Data, including payment and card details;
  • Transactional Data, including information you provide to us by submitting an enquiry to us in any way (including about yourself, employees and members of staff or partners);
  • Technical Data, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. We also record details about the pages on our Site you visit; and
  • Communication Data, including details of how you wish to be contacted by us and our third parties.

We also collect, use, store and share Aggregated Data which has been anonymised and is not considered in law as Personal Data. We use this information to improve the services offered by us and the customer experience.

How is Personal Information gathered?

  • From you directly. By signing up, subscribing, submitting an enquiry or in any other way requesting our services, or engaging with us for any purpose.
  • From your visit to our Site. Technical Data is gathered in relation to your use of our Site and services.
  • From third parties and publicly available sources including Serviced Office operators within and outside the EU, Real estate partners within and outside the EU.

Why do we gather Personal Information?

We gather information to communicate with you to respond to your queries or requests, provide you with information regarding offers, opportunities, renewals or reminders. By gathering information we are able to allow you to participate in interactive features, when you choose to do so. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests, we will also need to gather Personal Data including where we need to comply with a legal or regulatory obligation.

Below we have set out a description of all the ways and why we use your Personal Data to:

  • Register you as a new customer we use Identity and Company Data, the lawful basis of which is for the performance of a contract with you;
  • Handle your enquiry and refer flexible workspace options, we use Identity, Company, Transactional and Communication Data, the lawful basis of which is for the performance of a contract with you;
  • Arrange tours of office spaces we use Identity and Company Data, the lawful basis of which is for the performance of a contract with you;
  • Support and assist you during your rental of flexible office space we use Identity, Company, Communication and Transactional Data, the lawful basis of which is for the performance of a contract with you;
  • Manage our business and the Site, we use Identity, Company, Technical and Communication Data, the lawful basis of which is necessary for the purposes of the legitimate interests of our business and is necessary for compliance with a legal obligation; and
  • Market our services, direct advertising and understand the effectiveness of our marketing, we use Identity, Company, Transactional and Technical Data, the lawful basis of which is necessary for the purposes of the legitimate interests of our business.

The data we use is solely for the purposes for which it is collected.

Disclosure of Personal Information

We share your Personal Information with third parties for the purposes outlined above with:

Internal Third Parties:

  • Employees, workers and contractors; and
  • Affiliate companies

External Third Parties:

  • Serviced office operators;
  • Landlords;
  • Tenants offering office space;
  • Real estate agents;
  • Third party brokers;
  • Service providers, such as website hosting, professional services, including information technology services and related infrastructure, customer service, email delivery, auditing and other similar services;
  • Professional advisers; and
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.

We require all third parties to respect the security of personal information and treat it in accordance with the law.

International transfer of Personal Information

Your data is shared within Rubberdesk and its subsidiaries and parent companies, the Group. Sharing data within the Group involves transferring your data outside the EU.

The data that we collect from you may be transferred to, and stored outside the EU. It may be processed by staff operating outside the EU who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order and any international requests that you make for flexible office space, the processing of your payment details and the provision of support services. By submitting your Personal Data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.

Security

We place great importance on the security of all personal information and have security measures in place to attempt to protect against the loss, misuse and alteration of personal information under our control.

All the information you provide will be held in the strictest confidence and only used for the purposes described in this Policy. Due to the nature of the internet, the transmission of information online is not completely secure. Whilst we cannot ensure or guarantee that loss, misuse or alteration of information will never occur, we use all reasonable efforts to prevent it.

Cookies

The Site uses cookies.

Cookies are very small text files stored on your computer when you visit some sites. They contain an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

We use cookies to help identify your computer so we can tailor your experience and provide the best quality of Service.

Cookies are either "persistent" cookies or "session" cookies.

Persistent cookie consists of a text file sent by the Site to your web browser, which will be stored by the browser and will remain valid until its set expiry date (unless deleted by the user before the expiry date).

Session cookies, on the other hand, expire at the end of your browser session, when the web browser is closed. We use both session cookies and persistent cookies on the Site to improve the user experience of the Site and store details including:

  • Your location; country, state and suburb;
  • Your last search term and settings;
  • User authentication;
  • Live chat settings; and
  • Analytics.

Most browsers allow you to refuse to accept cookies, but performance and usability of the Site may be impacted by refusing to accept cookies.

Disabling cookies

The effect of disabling cookies depends on which cookies you disable, but in general the Site may not operate properly if cookies are switched off. You may disable cookies by changing your website browser settings to reject cookies. How you can do this will depend on the browser you use.

For Microsoft Internet Explorer: 1. Choose the menu “tools” then “Internet Options” 2. Click on the “privacy” tab 3. Select the setting the appropriate setting

For Google Chrome: 1. Choose Settings> Advanced 2. Under “Privacy and security,” click “Content settings”. 3. Click “Cookies”

For Safari: 1. Choose Preferences > Privacy 2. Click on “Remove all Website Data”

For Mozilla Firefox: 1. Choose the menu “tools” then “Options” 2. Click on the icon “privacy” 3. Find the menu “cookie” and select the relevant options

For Opera 6.0 and further: 1. Click on 'Setting' at the browser menu and select 'Settings' 2. Select 'Quick Preferences' 3. Uncheck “Enable Cookies”

Data retention

You have the right under certain circumstances to:

  • Be provided with a copy of your Personal Data held by us;
  • Request the rectification or erasure of your Personal Data held by us;
  • Refuse to provide and, without impact to data processing activities that have taken place before such withdrawal or to any other existing legal justification of the processing activity in question, withdraw your consent at any time;
  • Require to not be subject to any automated decision making which produce legal effects on you or affect you with similar significance;
  • Request that we restrict the processing of your Personal Data (while we verify or investigate your concerns with this information, for example);
  • Request that your data be transferred to a third party in a structured and machine-readable format; and
  • Take legal actions as well as to lodge a complaint before the competent data protection regulators.

Additionally, you shall be entitled to object to the Processing of your Personal Data at any time, if your Personal Data is used for direct marketing purposes and based on grounds relating to your particular situation, if your Personal Data is processed for other purposes. You can also exercise the rights listed above at any time, raise a query about this Policy, or amend your preferences, by contacting us:

If your request or concern is not satisfactorily resolved by us, you may approach your local data protection authority.

Your legal rights

You have the right to:

  • Be provided with a copy of your Personal Data held by us;
  • Request the correction or erasure of your Personal Data held by us;
  • Refuse to provide and – without impact to data processing activities that have taken place before such withdrawal or to any other existing legal justification of the processing activity in question – withdraw your consent at any time;
  • Require to not be subject to any automated decision making which produce legal effects on you or affect you with similar significance;
  • Request that we restrict the processing of your Personal Data;
  • Opt out of direct marketing;
  • Request that your data be transferred to a third party in a structured and machine-readable format; and
  • Take legal actions as well as to lodge a complaint before the competent data protection regulators.

To exercise any of the rights set out above, please contact us at privacy@rubberdesk.com

Changes to this Policy

Any changes we make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our Privacy Policy.

Jurisdiction and applicable law

Terms and any dispute or claim arising out of, or in connection with this Policy shall be governed by and construed in accordance with the laws of England.

Contact us

If you have any questions regarding this Policy or access to correct your information, please get in touch with us by:

Last edited 1st March 2020

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