Privacy and Security Policy
Creative Space Management is a specialist operator, managing buildings for asset owners and providing business services to occupiers, tenants and visitors. An essential part of our business is to collect and manage the data of those who occupy the buildings we manage or of those who use or enquire about our business services. In doing so we observe the UK data protection legislation and are committed to protecting our customers’ privacy and rights. This privacy notice provides information to you on how we collect, manage, process, store and share information about you as a result of being our customer or visiting this web site. This notice also provides information about how you can have control over the use of your data. Creative Space Management may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st May 2018.
What we collect
In general we need to collect information about you so that we can: Provide services to you or your company Process applications for employment Ensure billing of any services purchased by us Respond to any complaints Enable us to meet our legal and other regulatory obligations imposed on us
We may collect the following information:
Name and job title Contact information including email address Demographic information such as postcode, business preferences and interests Other information relevant to customer surveys or services In relation to employment we may also process physical or mental health details and racial or ethnic origin. We will seek your permission if we need to record any of your sensitive personal data on our systems.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
|Purpose for processing data||Legal basis||Third party organisations with whom data is shared|
|To administer our relationship with you; provide services and respond to enquiries.||To meet contractual and legal requirements.||The building asset owner or their representatives.|
|To ensure billing of any services by you and obtain payment.||To meet contractual and legal requirements.||Government VAT, tax inspectors, external and internal auditors, the building asset owner.|
|To communicate with you about health and safety, general news and information via newsletters, event invitations and surveys relevant to your interests and in line with your preferences.||To seek explicit consent prior to sending individuals the information and in line with their preferences.||None.|
|To process and respond to complaints.||To meet our legal obligations.||None.|
|To monitor and record information in relation to the use of our services including our web sites.||To meet a legitimate interest to improve the services to our customers and web site visitors.||Web service providers and cookie providers.|
|To ensure that our and our customers’ systems are secure we utilise CCTV and access control data in our buildings.||To meet contractual requirements.||CCTV service providers and specified servicing contractors.|
|To manage our human resources in order to evaluate suitability, eligibility and fitness to work.||To meet contractual obligations including taking action prior to entering a contract||None.|
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect on-line.
Under the terms of the data protection legislation you the following rights as a result of using this website:
|Right to be informed||This privacy notice, together with our Cookies Policy (see below), fulfils our obligations to tell you about the ways in which we use your information as a result of you using this website.|
|Right to access||You have the right to ask us for a copy of any personal data that we hold about you. This is known as a ‘subject access request’ (SAR). We will send a copy of this information to you within 30 days of your request. To make a request contact Data Protection Officer, Creative Space Management, Tower Works, Globe Rd, Leeds LS11 5QG or by email to email@example.com|
|Right to rectification||If any of the information that we hold about you is inaccurate, you can either contact us on at the above address, by email or on 0113 394 4300|
|Right to be forgotten||From 25th May 2018 you can ask that we erase all personal information that we hold about you. Where it is appropriate that we comply your request will be actioned within 30 days. For more information contact firstname.lastname@example.org|
|Right to object||You have the right to withdraw your consent at any time and consent will not be inferred from silence or inactivity.|
|Right to restrict processing||If you wish us to restrict the use of your data either because you think it is inaccurate or because our data processing is unlawful or you want us to retain your data or you wish to object to the processing of your data, but we have yet to determine whether this is appropriate please contact the Data Protection Officer at Creative Space Management on email@example.com|
|Data privacy and security||Data protection is a key consideration at all Creative Space operated buildings and we have reviewed existing IT systems that hold personal data. Where any concerns, risks or issues are identified, we conduct relevant impact assessments in order to determine any actions that are necessary to ensure optimum privacy. We also maintain an active information security review seeking to protect the availability, confidentiality and integrity of all physical and information assets. This helps us to protect against potential breaches of confidentiality; to ensure all IT facilities are protected against damage, loss or misuse; increase aware of information security and the responsibility of our teams to protect the confidentiality and integrity of the information that they handle and to ensure the optimum security of our websites.|
|General||Questions or comments relating to this Privacy and Security Notice are welcome and should be sent to firstname.lastname@example.org|
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular 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.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
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.
Links to other Websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Right to data portability
If you would like us to move, copy or transfer the electronic personal data that we hold about you to another organisation, please contact our Data Protection Officer at email@example.com
Creative Space Management may retain data for a period of up to seven years. This is predominantly due to regulatory reasons to ensure that our business records are adequate and to discharge our regulatory obligations.