INFORMATION ABOUT THE PRIVACY OF YOUR DATA
On the 25th May 2018 the General Data Protection Regulation (GDPR) comes into force in the UK and across Europe. This notice will show you what we have done and will continue to do so at Blake House to meet the requirements of GDPR. It’ll explain what data we collect about you, what we use it for and how we use it.
What do we mean by information?
This notice will refer to ‘personal data’. This means any information that can be used to identify an individual or company that can be used to distinguish between individuals. It can apply to data that’s already in the public domain or restricted personal data that you disclose to us.
What do we mean by member?
A member at Blake House is anyone that holds a Licence or has signed our Terms & Conditions (All Tenants and Virtual Office tenants). Anyone that has enquired about Office space, Virtual office, Meeting room hire, or on our waiting list waiting to join us as a member at Blake House, we refer to as ‘Prospective members’.
Who are we?
Blake House is office space in York (UK). Set inside a restored Georgian House. We have created contemporary and funky small offices for entrepreneurs, freelancers and small businesses in York City Centre.
How member information is used and why we need it.
2 (a) some of the data we hold about members are necessary for compliance with a legal obligation. This includes the information we collect for the purposes of invoicing our members where relevant – It comprises names, addresses, contact number and any email addresses supplied.
2 (b) To allow us to contact them by post or electronic communication – we may also communicate with members or contractors via text messaging or secure messaging services if they provide the Manager with their phone number – e.g. organising events or liaise with contractor maintenance work, or discuss an invoice/missed payments. 2 (c) To inform our members of what is happening in Blake House- i.e. opening/closing times, information about what’s happening in Blake House. 2 (d) to inform member or prospective members an office space is available. 2 (e) We may also collect a member’s bank account details in connection with any standing order form or direct debit they have with us. We will ask for a screenshot of the standing order set up and then we will delete screenshot as soon as we can see there is a standing order in place. If it is a Direct Debit that is in place, all information is stored in the QuickBooks accounting package, and that in turn is stored in a cloud- password secured.
We also use Go Cardless- this company provides us a service that allows our Virtual Office prospective members to sign up to our services quickly, safe and effectively online- The details we require are either company name, full name and we also ask for an address, which service you would like and bank details that Go Cardless process. Go Cardless are also compliant to GDPR. Please see their policy on their website.
3. Once you join Blake House as a tenant or you have taken a Virtual Office, we will send you a welcoming email/paper welcome pack to provide you with information on how Blake House works on a day-to-day basis, i.e. how to book our meeting room online, how to use our intercom. We will also respond to your inquiries, provide services you request and manage your account. We will communicate with you by email or telephone and will make every effort to honour your preference.
Please note that we do not provide your email address to any external and internal companies unless member has given us permission; however, we may send you offers on behalf of other businesses within Blake House who would like to share a promotion or organise an event with you. You can opt out of these emails by emailing email@example.com
4. Personal data we have for those that have contacted us and provided their details, are stored on our CRM system, on a waiting list. Details will include: name, email, may be a contact number, maybe their budget and what size office, or service they would they like.
4 (a) Prospective members- Those that we email informing them of a vacancy have the right to let us know they would like to be removed off the list and delete their personal data. They also have a right to change their minds and be added back on to our list. If prospective members do not supply the data we require and request from them, we may not be able to include them as future members.
How do we collect your information?
In the main we’ll ask you directly for your information so that we can use it to provide a service to you. For example, we’ll ask for your address, email and telephone details so that we can contact you if we need to liaise with you, with anything that relates to the nature of our business i.e. moving in to your office, raising invoices, queries and questions.
We are given details from agents i.e. Flexi offices, Instant Offices who gather details of a potential tenant who has given permission to take their details.
We will ensure that these, and any other agencies we use in future, have GDPR compliant procedures for processing your personal data.
If Blake House services have been recommended to you by a third party, for example Virtual Headquarters, or any agents, then we may have received your information indirectly after you’ve given that party permission to share it with us.
How do we store and secure personal data
We store personal data on a system called CRM, which is secure and reliable. We never give out any personal details to anyone, unless our member or prospective member has given us permission.
We never contact those on our waiting list unless there is an office available and it fits the potential member’s requirements. All personal data (paper or electronic) is stored securely in a locked room, out of office hours, and there is always management on site in working hours. For extra security, our system logs out automatically when unused. Only management know the passwords.
Under the General Data Protection Regulation (GDPR) and The Data Protection Act (DPA) members have a number of rights with regard to their personal data. They have the right to: • Request to see what information we are holding about them.
• Request that we correct any wrong or incomplete information about them. • Object holding information about them. • Request that their data is deleted or removed if they believe, and we agree, that there is no compelling reason for us to continue to hold it. This includes prospective members. • Prevent us from using their data if it would be likely to cause them distress.
If you no longer wish to receive communication from us, you may opt-out of receiving specific email subjects. These emails which are all bcc’d, may be regarding what’s happening in Blake House, opening times, advise, offers from other Blake House members or availability – Please email firstname.lastname@example.org with the subject- Opt out- if you no longer wanting to be in the group email. You will be removed immediately from the member’s group email.
Blake house does not knowingly collect information from children of any age, or allow anyone under 18 to become a member at Blake House. How long do we keep personal data?
Blake House keeps personal data for as long as necessary to provide our services and collect payments from our members. We also keep personal data for other legitimate business purposes, such as complying with legal obligations, resolving disputes, and enforcing our agreements. Because these needs can vary for different data types used for different purposes, retention times will also vary.
Have you asked us to stop using your data or withdrawn your consent? If needed, we will keep a record of your request so that we can make sure it is respected in the future.