Here we explain how Urban Work (Urban W Ltd) collects, stores and processes your personal data. Personal data is any information in our possession that can be used to identify you. This can be referred to details such as your name, address and contact details that you voluntarily submit to us via the website.
By signing up and logging in on our website, becoming a 93 Gloucester Place website member, using the meeting room booking system, or providing your details to us in person to one of our team or over email or phone interactions with us, you acknowledge that your personal data may be used according to the practices set out in this policy.
Information We Collect
We will collect personal details appropriate to the signing up or logging in details that you have entered into with us. If you have signed up on the website, we will record and store information to identify and contact you. This means collecting your name, company name, address, postcode, phone number and email account details.
We do not collect extraneous information from you and limit what we collect to only what is necessary for us to provide our services to you.
We certainly do not collect any personal data from you or your employees that could constitute an invasion of privacy. This would be data that can identify nationality, race or ethnicity, religious affiliations or philosophical beliefs, sexual orientation, political inclinations, trade
union membership, or any information about you or your employees’ health.
We will collect usage data for the services that are available on the website which is the meeting room booking system. Identity and contact data such as your name, company name, address, postcode, email address or telephone numbers are the details that you have us access to.
How We Use Personal Information
We have a variety of reasons for collecting and processing your personal data. The first reason for having your name and contact details or that of your employees is simply to allow us to efficiently communicate with you in connection with your meeting room bookings and to allow
us to provide the facilities and services that you and your employees are entitled to as a licensee.
We require your or your employees’ name(s) and contact detail(s) as part of the usage data we collect only to be used to bill you correctly for the meeting room booking services that you or your employees have made.
Secondly, we may need personal information because of legal requirements to know who our customers are.
Thirdly, we may contact you to let you know about new additional services or rates we have on offer, or to get your feedback on our service quality and any issues with the building or your licensed office. We would consider such contact with you over email or a phone call as a service communication.
Lastly, where we collect credit or debit card information from you or any bank account details, we will only use this information for payment or refund processing through our bank or card payment processing agent. Card and bank account information will not be used for any other purpose without your express consent.
Allowing Your Details to be Used
It can be frustrating to have to repeat the same basic information to us when you need us to assist with something or to have something resolved on your behalf. Because of this we try to use the personal information we hold about you where it is required to assist in such tasks. For example, in the troubleshooting of any issues you have with your internet connectivity or telephone service we may share your name or the relevant employee’s name and contact details to an authorised external service provider or contractor of ours in order for them to engage with you or your employee directly to resolve the matter. As another example we may share the same basic personal details to the handyman when we have been asked to help with arranging repairs or work to be done in your office.
We will not use your personal information or that of the licensee company as the case may be, for any purpose that is not connected with enjoyment of the licence you have or the additional services you have subscribed for or utilised.
Where you use a credit or debit card to pay for licence fees and charges for additional services, we will be sharing your card details with a third-party payment provider (iZettle, now part of PayPal) which will securely process our transactions. Information relating to your transactions, including your card details, will be shared with this third-party payment provider.
Rights to Personal Information and Accuracy of Information
We provide you with the right access to your personal information and the right to correct your personal information so that it is accurate.
You can request for details of all the personal information that we hold about you and we will provide this to you as soon as we can and no longer than a month from the date of your request.
It is important for us to have accurate information on your contact details. You can change or amend your contact details by letting us know over email at email@example.com, by calling us on 020 3872 3888.
If you wish to request for details of the personal information we hold about you please also email or call us at the same address and phone number.
How We Secure Your Information
We will use appropriate measures and controls to protect the personal information you have provided to us, as well as ensuring that the partners and companies we work with to deliver our services to you are equally careful with your information.
This means that we will use the relevant technical and organisational measures to prevent the loss, misuse, destruction or alteration of your personal information and that we will periodically test, audit and monitor our systems with appropriate Information Security standards and relevant Data Protection regulation.
How Long Your Information is Stored
We do not store your personal information for longer than is necessary to meet the purpose for which it was obtained. We will not keep your personal information for longer than 6 years. This is the statutory retention period for HMRC records.
Updates to Policy
To talk to us about anything in this policy, find out more about your rights or to act on your rights, please contact us by email at firstname.lastname@example.org, by calling us on 020 3872 3888