WHY DO WE HAVE THIS PRIVACY NOTICE?
We are Work.Life and Synergy Spaces Advisory Ltd. Work.Life is a business providing shared workspaces to individuals and businesses. Synergy Spaces Advisory Ltd is a business which aims to help its customers find shared office workspace from third parties which meet its customers’ needs.
We are committed to treating individuals and their personal information with respect so we want you to know as much as possible about what we do with your personal information. You and your personal information are protected by various laws and guidance which we are dedicated to upholding as well as respecting your privacy and importantly keeping your information safe. This privacy notice is quite long and detailed because we want you to be properly informed.
We are also committed to being transparent about how we collect and use your personal information and in meeting our data protection obligations. We’re required under applicable data protection laws to notify you of the information contained in this privacy notice so it’s important that you read this document before you begin interacting with us so that you understand how and why we will process your personal information.
In this privacy notice any reference to “us”, “we”, “our” or “ourselves” is a reference to Work.Life and Synergy Spaces Advisory Ltd. We are not part of the same group of companies but are under common control and ownership. Therefore both will work together much in the same way that a group of companies would work together. In some cases, a part of this privacy notice may apply only to either Work.Life or Synergy Spaces Advisory Ltd. Where this is the case, we will signify that a part is only applicable to Work.Life using a single asterisk* or is only applicable to Synergy Spaces Advisory Ltd using a double asterisk**.
Any reference to “you”, “your” and “yourself” is a reference to you as an individual who has a relationship with us, uses our website, makes a customer related enquiry to us or is in contact with us in a customer context.
This privacy notice provides details (in accordance with applicable data protection laws) about how we collect and use personal information about you during and after your relationship with us.
This privacy notice applies to everyone who engages our services, anyone who has made an enquiry with us, anyone who books or uses a workspace at any of our premises*, anyone who wants us to find a workspace for them with a third party**, anyone who has signed up to receive marketing materials from us and anyone who interacts on social media or our website with us.
This privacy notice does not apply to the extent that you work for us, apply to work for us or deal with us in any other context such as a supplier to us.
As this privacy notice covers a range of individuals with a range of relationships and interactions with us, and since it covers both Work.Life and Synergy Spaces Advisory Ltd, not all aspects of this privacy notice will apply to you. The aspects of this privacy notice that will apply to you will depend upon the nature of your relationship and interactions with us. If you are unsure or you have any queries regarding your personal information, then you can always ask us by contacting Work.Life at data@work.life or Synergy Spaces Advisory Ltd.
THE CONTROLLER OF YOUR PERSONAL INFORMATION
For the purposes of data protection laws and this privacy notice, the controller of your personal information is whichever of us or whichever part of the Work.Life group is processing your personal information. This will usually be the one of us or the part of the Work.Life group that you interact with or have a relationship with. Being a controller of your personal information means that we are responsible for deciding how we hold and use your personal information.
Work.Life has a number of trading entities, with its main entity being Work.Life Holdings Limited (Reg. No. 09541627). The Work.Life group entities are all companies registered in England and Wales. Work.Life Holdings Limited will usually be the controller of your personal information.* In some cases, another part of the Work.Life group may be the controller of your personal information.*
Synergy Spaces Advisory Ltd is a company registered in England and Wales (Reg No.15738318). This company will also be the controller of your personal information where you enquire with Work.Life about workspace availability which Work.Life is not able to provide or satisfy, and Work.Life passes your details to Synergy Spaces Advisory Ltd to see if it is able to find workspace to meet your requirements. Synergy Spaces Advisory Ltd will always contact you to see if you are happy for it to find workspace to meet your requirements on your behalf, and if you do not wish it to do so then it will delete your personal information which has been provided to it by Work.Life.** Work.Life will also retain your details in these circumstances in case it has workspace which later becomes available and which might meet your requirements. Synergy Spaces Advisory Ltd will also be the controller of your personal information where you make an enquiry direct to Synergy Spaces Advisory Ltd to help you find available workspace.
Sometimes Work.Life may pass personal information to different parts of Work.Life’s group, so this privacy notice covers its whole group, and more than one part of its group may be a controller of your personal information.
INFORMING US OF CHANGES TO YOUR PERSONAL INFORMATION
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the period of your interactions with us.
WHAT HAPPENS IF YOU DO NOT PROVIDE PERSONAL INFORMATION?
Failing to provide some of the personal information we require may have an adverse impact on our ability to interact with you, for example we may not be able to provide you with services you would like to receive or contact you in relation to those services. However, you are not generally obliged to provide us with any of your personal information beyond what is required for us to deliver our workplace services.
CONTACT US ABOUT QUERIES OR CONCERNS
Both Work.Life and Synergy Spaces Advisory Ltd have appointed a Data Protection Officer (DPO) to oversee compliance with data protection requirements. Please contact our DPO at Work.Life at data@work.life or Synergy Spaces Advisory Ltd if you have any queries or concerns about data protection compliance in relation to the entities covered by this privacy notice.
CHANGES TO THIS PRIVACY NOTICE
We keep all of our privacy notices under regular review, and we may update this privacy notice at any time. The current version of this notice is available on Work.Life’s website at https://work.life/privacy/ or Synergy Spaces Advisory Ltd’s website or you can request a copy from us using our contact details in this privacy notice. We will let you know if there are any material changes to this privacy notice in the future, usually by updating the version on our website.
DATA PROTECTION PRINCIPLES
We are committed to being transparent about how we collect and use your personal information and in meeting our data protection obligations. Data protection laws say that the personal information we hold about you must be:
Our aim is always to comply with these principles or a higher standard. We’ll aim to treat your personal information with the same care and respect we would expect if it were our own personal information.
WHAT PERSONAL INFORMATION DO WE COLLECT?
In connection with your relationship or interactions with us, we may collect and process a wide range of personal information about you. This includes:
We may also in some cases collect and process more sensitive special category personal information including:
If you are providing us with details of any other individuals, for example a colleague of yours that you enquire about workspace for, they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with them. They also have the same rights as set out in this privacy notice in relation to their personal information that we collect.
WE AIM NOT TO COLLECT PERSONAL INFORMATION ABOUT CHILDREN
Our supply of services and our website and any events and blogs are not intended for use by anyone under the age of 16 years and we do not generally knowingly collect personal information relating to anyone under the age of 16 years old. Our supply of services and our website and any events and blogs are aimed at individuals who are of normal working age and above. However on rare occasions an employer may have school age work experience students using our workspaces, but in any such circumstances we will limit as far as reasonably possible any information we hold regarding school age individuals.
WHERE DO WE COLLECT YOUR PERSONAL INFORMATION FROM?
We collect your personal information in a variety of ways and from a variety of sources as set out below:
We store personal information relating to you in our information technology systems (such as in our email system, on-premises monitoring* and CCTV systems*) and may also store some in paper-based systems, for example a signing in book at our premises.
OUR LEGAL BASES FOR PROCESSING YOUR PERSONAL INFORMATION
We will only use your personal information when the law allows us to. This means we must have one or more legal basis to use your personal information. Most of these will be self-explanatory. The most common legal bases which will apply to our use of your personal information are set out below:
We may in limited circumstances process sensitive special category personal information about you (for example personal information revealing racial or ethnic origin, religious or philosophical beliefs, or data concerning health). Where we process sensitive special category personal information, in addition to the list above, we also need to have one or more of the following must also apply:
In some cases, more than one legal basis may apply to our use of your personal information.
HOW WILL WE USE YOUR PERSONAL INFORMATION?
The ways we may need to use your personal information will depend on your relationship with us. We have set out the main uses below and indicated the main applicable legal bases of processing, but there may be other specific uses which are linked to or covered by the uses below.
We commit that we will not use your personal information to target, segment, or profile you based on your health, negative financial status or condition, political affiliation or beliefs, racial or ethnic origin, religious or philosophical affiliation or beliefs, sex life or sexual orientation, data relating to an alleged or actual commission of a crime, for any unlawful or discriminatory purpose or in any other manner that would be inconsistent with your reasonable expectation of privacy.
CHANGE OF PURPOSE
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you by updating this privacy notice on our website, so please check back regularly for any updates.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. We will rarely need to rely on your consent to process any of your personal information.
AUTOMATED DECISION-MAKING OR PROCESSING
We currently use automated processing when matching your office space enquiry with our available solutions, based on the location, desk requirement and start-date required that you provide us.
We also use automated processing to show you personalised advertisements whilst you browse our website or those of other businesses and to build a profile for you. Any advertisements you see may relate to your browsing activity on our website from your computer or other devices.
However we currently do not use automated decision making or profiling which results in legal effects or similar significant effects for you. If this ever changes we will update this privacy notice.
WHO HAS INTERNAL ACCESS TO YOUR PERSONAL INFORMATION?
Your personal information may be shared internally with our staff where access to your personal information is necessary for the performance of their roles. We only provide access to your personal information to those of our staff who need to have access to your personal information.
WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH EXTERNALLY?
When using your personal information we may share it with third parties, but we will only do so when it is appropriate, and we have a lawful basis for doing so. Third parties that we may share your personal information with include:
We also use cookies to distinguish you from other users and collect information about how you use our website. See our Cookie Policy at https://work.life/cookies/. We use the information to help us analyse and improve the website usability. This helps us to provide you with a good experience when you browse our website, to help you find what you’re looking for and also allows us to improve our Site. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited. You can opt out of being tracked by non-essential cookies on our website by selecting your cookie preferences when you visit our website or you can also change your browser settings. See www.aboutcookies.org for more details. Please note that third parties (for example, advertising networks and providers of external services like web traffic analysis services and forecasting services, including but not limited to Google Analytics, Facebook Analytics, and Zapier) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or marketing cookies.*
We do not disclose personal information to anyone else except as set out above unless we are legally entitled to do so.
HOW DO WE PROTECT YOUR PERSONAL INFORMATION?
We are committed to keeping your personal information safe and secure and so we have numerous security measures in place to protect the information we control. We will always aim to use secure systems across our networks and hardware to ensure access and information are protected.. We secure the personal information you provide on our computer servers in a controlled, secure environment, password protected from unauthorized access, use or disclosure.
We take information security very seriously and will use all reasonable endeavours to protect the integrity and security of the personal information we collect about you.
INTERNATIONAL TRANSFERS
The businesses of Work.Life and Synergy Spaces Advisory Ltd are UK based and generally we do not process or store your personal information outside of the UK. However if we do ever transfer your personal information outside of the UK, for example because an information technology hosting provider to our business uses servers located outside of the UK or one of our staff needs to remotely access our information technology systems whilst abroad (if they do so they will be using our security measures and the same legal protections will apply that would apply to accessing personal information from our premises).
Very rarely there may be circumstances where your personal information may be transferred abroad and cease to be under our control. This is only likely to be the case where personal information relating to you is requested by a law enforcement or security service of a foreign country.
If we do transfer or process your personal information outside of the UK then we will only do in a way which is compliant with data protection laws and only where we are legally entitled to do so. Our standard practice is to assess the laws and practices of the destination country and the recipient and the security measures that are to be taken as regards the personal Information in the overseas location or alternatively, we use standard data protection contractual clauses. This means that when a transfer such as this takes place, you can expect an equivalent degree of protection in respect of your personal information. Please contact us if you would like any more details about any international transfers of personal information that may apply to your personal information.
HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We will hold your personal information for the duration of your relationship with us and then usually for a further period. This further period will depend on the nature of our relationship with you. Where you are just a user of our website we may keep that information for up to 2 years after your visit to our website. Where you make an enquiry with us or an enquiry is made with us which relates to you but that enquiry does not lead to a business relationship or contract we will generally keep that information for up to 3 years. Where we have a contract with you or which relates to you we will keep your personal information for up to 6 years after the end of that contract. Where you have booked workspace with Work.Life (whether for you, other colleagues or on behalf of a corporate body or it has been booked for you by someone else) we will generally keep details about that booking and your attendance at our premises for up to 6 years. Where you ask Synergy Spaces Advisory Ltd to find alternative workspace for you it will generally keep your personal information for up to 6 years after either it has found workspace for you or you have asked Synergy Spaces Advisory Ltd to stop looking for workspace for you. Where we are marketing to you we will generally keep the relevant personal information about you until 2 years after the end of our relationship or you ask us to cease marketing to you. For the second of these your details may remain on a suppression and no-marketing list for much longer than 2 years to reduce the chances that we inadvertently send you any further marketing information if we obtain your details from a different source.
CCTV information is retained for much shorter periods, as a result of the hard drives storing the CCTV footage being overwritten by new CCTV footage on a continuous basis. How long this takes will depend on the resolution and number of the CCTV cameras and the capacity of the hard drive which stores the CCTV footage, but generally the CCTV footage will be overwritten within 30 days.
We will not retain your personal information for longer than necessary for the purposes for which it was collected and is being used. The periods of time after the end our relationship with you during which we still retain personal information about you is usually based on the legal imitation period for legal claims and also how long the personal information is likely to remain correct and relevant. However there are circumstances where the time periods mentioned above will be extended, for example is there is a legal claim and your personal information is relevant to that legal claim then your personal information may be retained for the duration of that legal claim and for as long as any right of appeal exists.
For more information, please contact Work.Life at data@work.life or Synergy Spaces Advisory Ltd to request more information about how long we keep personal information.
YOUR RIGHTS
As an individual whose personal information we collect and process, you have a number of rights.
You may:
You should note that some of these rights, for example the right to require us to transfer your personal information to another service provider or the right to object to automated decision making or the right to object to our processing of your personal information, may not always apply as they have specific requirements and exemptions which apply to them, and they may not apply to personal information recorded, used and stored by us. However, some of your rights have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
If you would like to exercise any of these rights, please contact Work.Life at data@work.life or Synergy Spaces Advisory Ltd or for Work.Life write to Data Queries, Work.Life, Waverley House, 9 Noel Street, London, England, W1F 8GQ. Please include enough information to identify yourself (e.g. your full name, address and any relevant reference information such as the workspace you use). Please also specify what right you want to exercise and the personal information relating to your request. Please note that because Work.Life and Synergy Spaces Advisory Ltd are separate controllers, you may need to exercise your rights in respect of each of them if they are both processing your personal information.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is an appropriate security measure to ensure that your personal information is not disclosed to any person or dealt with by a person who has no right to do so.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a complex area of law. More information about your legal rights can be found at https://ico.org.uk/for-the-public/.
CHANGING MARKETING PREFERENCES
You have the right to opt out of receiving direct marketing communications from us at any time and can do this by:
The measures listed above do not apply to non-marketing communications from us, or to advertising on our website or our app. Please see the section above on Automated Decision Making or Processing for information about how we may show advertisements to you on our website or app.
COMPLAINTS
We hope you don’t have any reason to complain, and we will always try to resolve any issues you have. Please contact us if you would like to discuss any issue you may have with us.
You have the right to make a complaint at any time to the Information Commissioner’s Office (the UK data protection regulator and often shortened to the ICO) about how we deal with your personal information or your rights in relation to your personal information.
You can make a compliant in writing to the ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom or you can go to https://ico.org.uk/make-a-complaint/.
CONTACTING US
If you have any queries regarding our use of your personal information or this privacy notice then please contact Work.Life at data@work.life or write to Data Queries, Work.Life, Waverley House, 9 Noel Street, London, England, W1F 8GQ.