https://www.office-hq.co.uk is owned and operated by Office HQ Limited (Company No. 06932479) of Chadwick House, 6 Hallam Road, Clevedon, North Somerset, BS21 7SF, United Kingdom (referred to in this privacy policy as we/us/our/the Company). We process personal data as a Data Processor, as defined in the Directive and the General Data Protection Regulation (GDPR).

This privacy policy sets out how we use and protect any information that you give us when you use https://www.office-hq.co.uk. We are committed to protecting and respecting your privacy. We treat privacy and security as a priority and make every effort to ensure that all the information you provide is protected.

This privacy notice applies if you are an existing, current or future client of Office HQ, please read the following carefully to understand our practices regarding your personal data and how we treat it. Unless otherwise stated in this policy, by visiting this Site, you are deemed to have accepted the practices described in this policy.

Data We Collect About You and Why we Collect it.

We collect and process your personal information so we and our partners (affiliates, landlords, serviced office operators, outsource partners) can provide an effective service that meets your needs. Information that you provide to us:

• Your name;
• Your or your business’ contact information including telephone and email address;
• Further information provided by you (at your discretion) when using our website forms to refine your enquiry.

This data is necessary for the provision of our services and the fulfilment of our contractual obligations to you, and we rely on this as a legal basis for using the data described above.

Further information that we may collect about you:

• Website data through Google Analytics to monitor website usage and website performance  
• Data through our CRM including email tracking, further website analytics
• Publicly available financial information regarding your Company 

How We Use Your Data

We will use your contact details for the purposes of responding to your enquiry and keeping in touch with businesses and/or individuals who have made enquiries with us.

We work in partnership with serviced office operators and landlords to facilitate satisfactory delivery of our services to you:

• Unless specifically requested otherwise, we will share basic contact information, with serviced office operators and landlords of properties that match your search criteria for the purposes of making them aware of new, ongoing, and satisfied office requirements generated through our site.
• Where enquiries progress to viewings or specific interest is expressed in a particular property we will share further information, including contact details, with the relevant parties in order to progress with the requirement. We endeavour to work as a ‘buffer’ between you our client, and the relevant office operators and as a result, we share as little of your data as possible with these partners to facilitate your enquiry. 

Your Rights

You have several individual rights in relation to your personal data that we collect, which we are committed to respecting. In particular, you have the right to:

• Request a copy of your personal information
• Request any inaccuracies in your personal information be corrected
• You may also ask to object or restrict the processing of your personal data and have your personal information erased, where appropriate.

Additionally, you have the right to opt-out of all emails, any other forms of marketing, cookies and targeted advertising that we direct at you. To exercise this right and others, please email hello@office-hq.co.uk

Retention Period

Office HQ retains your personal information for as long as is necessary for the performance of the contract between you and Office HQ or to comply with legal obligations. In any case, we do not retain data for a period exceeding 6 years as prescribed by UK law. If you no longer want us to use your information, you can request that we erase your personal information.

Our Server

This website is hosted by TeleData UK Ltd within a UK data centre located in Congleton, England.

Teledata UK Ltd are one of the most reputable data centre providers in the UK, operating a Tier 3+, ISO27001:2013 certified data centre, offering the highest levels of technical resilience and physical security available.

Some of the data centre’s more notable security features are as follows:

– 3m rota-spike security fence and perimeter anti-ram barriers

– Blast proof anti-intruder shielded external windows and doors

– Proximity access locks on all external and internal doors

– Interlocked man-trap doors with biometric iris scanners to gain access into data floors

– Server cabinets have locked doors (no open racks)

– Perimeter and internal IP CCTV system monitored 24×7

– 24×7 on-site security guards with static and mobile patrols

– All on-site personnel are security vetted to BS7858 standard

– Only authorised security cleared staff are allowed into the facility.

– All server details are stored on TeleData UK Ltd’s internal management system that is only accessible from their data centre location. This data is stored in an encrypted format and accessed via a front-end which has two-factor authentication in place on a per-user basis.

– All traffic (transferral of files) between this website and your browser is encrypted and delivered over HTTPS.

Cookies and IP Addresses

Our website uses cookies. A cookie is a piece of information that is placed on your computer which enables our site to remember information about a choice you make when you visit our site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

We may collect information about your computer, including, where available, Your IP address, operating system and browser type, for system administration and to report aggregate information. This is statistical data about our users browsing actions and patterns and does not identify any individuals.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Contacting us

Please submit any questions, concerns or comments you have about this privacy policy or any requests concerning your personal data by email to hello@office-hq.co.uk