Privacy Policy

Website Disclaimer

The information contained in this website is for general information purposes only. The information is provided by Office Space Providers and while Complete Office Search Ltd endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.

Through this website you are able to link to other websites which are not under the control of Complete Office Search Ltd. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.

Every effort is made to keep the website up and running smoothly. However, Complete Office Search Ltd takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.

Copyright Notice

Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:

– you may print or download to a local hard disk extracts for your personal and non-commercial use only
– you may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material
You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.

Privacy Policy

This privacy policy sets out how Complete Office Search Ltd uses and protects any information that you give Complete Office Search when you use this website.

Complete Office Search Ltd (we/us/our/the Company) is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements the other notices and is not intended to override them.

When you register or use the Website you will be asked to “opt in” to our Privacy Policy i.e. to confirm that you agree to our use of any personal data that we may collect from you as a user of the Website as set out in this Privacy Policy. If you do not give your consent, you will not be able to use the Website as we will be unable to provide our services and facilities to you. You can withdraw your consent to our use of your personal data at any time by cancelling your membership (see Your Rights).

For ease of reading, we have divided this Privacy Policy into several sections:

What data we collect from you
How is your personal data collected?
How is the data collected used/shared
How long do we keep your information for?
Cookies
Your Rights

What data we collect from you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (i.e. anonymous data). It also does not include information about a business. Please note that we require you to use business information (not personal information) wherever possible when registering to use our Service.

We collect and process personal information so we can provide our service to you. This includes contacting you to have a clearer understanding of your requirements, to suggest ideas for your search, to make appointments for you and to gain your feedback on offices that you have viewed. It’s important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

The data we collect and process about you is explained in the sections below.

Depending on how you interact with us, Complete Office Search will collect the following from you:

Identity Data: Name, title
Company Data: Name and location
Contact Data: E-mail address, postal address, telephone number; and mobile number
Technical Data: includes IP address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Website.
Usage Data: includes information about how you use our Website, products and services.
Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.

How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions

You provide information to us when you fill in forms on our Site or by corresponding with us by post, phone, e-mail, livechat or otherwise. This includes personal data you provide when you; register to use our site, subscribe to our service or marketing database, submit a form to receive an office search report, provide details to arrange a property viewing, request more information or further services, report a problem with our Site, give us feedback, or correspond with us by phone, email or otherwise.

The information you give us includes:

Name and job title
Contact information including email address
Demographic information such as postcode, preferences and interests
Other information relevant to customer surveys and/or offers
Your search enquiry such as type of space, location, size and budge & any other information relevant to your search.

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.

Automated technologies or interaction

As you interact with our Website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see the section on cookies for further details.

We use this information as statistical data about our users’ browsing actions and patterns, for system administration, and to report information to third parties. Because we collect, use, and share this information in the aggregate, it does not identify any individual.

How is the data collected used/shared

Collecting your information

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

To provide the service and send you information you request on the Website
To respond to communications from you and to provide you with information about other office spaces that are similar to those you have already enquired about
To generate aggregated statistics about our Website visitors and users of the service
To collect broad demographic information for aggregated use
To improve the content of our web pages & to ensure that content from our site is presented in the most effective manner for you and for your device
To improve our products and services
To administer the Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
To customise the service we provide to you
To handle enquiries submitted to us by you
Internal record-keeping
Send you our newsletter and information about products and services that may interest you, if you have agreed to us doing so. This may be by email. If at any time you do not wish to continue to receive these details then contact us using these details: info@completeofficesearch.com

Sharing your information

Depending on how and why you provide us with your personal data. We may share it in the following ways:

We share information relating to your search to our colleagues at the office centres in order to notify them of the search and to ascertain if there is a space suitable for you. If you have any specific requests as to how we share your information with our third parties, please notify us during the initial registration process with your account manager.

We may analyse and disclose aggregated statistics about our Website visitors and users of our service in order to describe our services to prospective partners and other reputable third parties and for other lawful purposes, but these statistics will include no personally identifying information.
We may disclose personal data if required to do so by law or if we believe that such action is necessary to protect and defend the rights, property or personal safety of the Website or its visitors.
If we have first obtained your consent to do so, Complete Office Search also permit the office spaces we work with to provide you with information about the offices we feel may interest you. This may be by email, telephone or direct mail. If at any time you do not wish us to share your information in this way, then you can opt out any time by contacting Complete Office Search at info@completeofficesearch.com The only other circumstances under which we would share your personal data are:

If the third party is a member of our group (which means any subsidiaries or ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006).
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
If Complete Office Search or substantially all of its assets are acquired by a third party, in which case personal data will be one of the transferred assets and the purchaser will be permitted to use the data for the purposes for which it was originally collected by us.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, enforce or apply our Terms & Conditions and other agreements, or to protect the rights, property, or safety of Complete Office Search, our customers, or others (including exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction).

Please note: Your information is never distributed on to unrelated third parties. If you have any preferences as to how your information is handled, please do not hesitate to contact us before registering at info@completeofficesearch.com. We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

Service Providers

We will use third party service providers to undertake processing operations on our behalf, and this may require us to share your personal data with them. These service providers provide us with a variety of administrative, statistical, and technical services. We will only provide service providers with the minimum amount of personal data they need to fulfil the services we request, and we stipulate that they protect this information and do not use it for any other purpose.

Please note that some of our service providers are based outside of the European Economic Area (the “EEA“). Where we transfer your data to a service provider that is outside of the EEA we seek to ensure that appropriate safeguards are in place to make sure that your personal data is held securely and that your rights as a data subject are upheld.

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 this privacy statement does not govern such sites. You should exercise caution and look at the privacy statement applicable to the website in question.

How long we store your data

We only keep your personal information for as long as we have a legitimate interest to do so and as long as you maintain an account with us.

We will delete your personal information when you request to delete your account by sending an email to info@completeofficesearch.com.

How We Secure Your Data

Complete Office Search are committed to ensuring that your information is secure. We use encryption (SSL) to protect your personal data when appropriate, and all the information provided to Complete Office Search is stored securely once we receive it.

Complete Office Search may store your personal data on secure servers either on our premises or in secure third party data centres.

Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we use strict procedures and the security features described above to try to prevent unauthorised access.

Cookies

Please see our Cookie policy here.

Your Rights

Legitimate Bases
We will ensure that your personal data is processed lawfully, fairly, and transparently and that it will only be processed if at least one of the following bases applies:

You have given your clear consent to the processing of your personal data for a specific purpose.
Processing is necessary for the performance of a contract to which you are a party (or for us to take steps at your request prior to entering into a contract with you).
Processing is necessary for our compliance with the law.
Processing is necessary to protect someone’s life.
Processing is necessary for us to perform a task in the public interest or in the exercise of official authority and the task/function has a clear basis in law.
Processing is necessary for our legitimate interests or the legitimate interests of a third party, except where there is a good reason to protect your personal data which overrides those legitimate interests, such as:
- allowing us to effectively and efficiently manage and administer the operation of our business;
- maintaining compliance with internal policies and procedures;
- monitoring the use of our copyrighted materials;
- offering optimal, up-to-date security solutions for mobile devices and IT systems; and
- obtaining further knowledge of current threats to network security in order to update our security solutions and provide these to the market.

Data Subject Rights
Under the GDPR, you have the right to:

Withdraw your consent to the processing of your personal data at any time. Please note, however, that we may still be entitled to process your personal data if we have another legitimate reason for doing so (such as to comply with a legal obligation).
Be informed of what data we hold and the purpose for processing the data, as a whole or in parts.
Be forgotten and, in some circumstances, have your data erased by ourselves and our affiliates (although this is not an absolute right and there may be circumstances where you ask us to erase your personal data but we are legally entitled to retain it, for example, where there is a dispute over a communication or to obtain information on your selected workspace, in order for our providers to fulfil their legal obligations with us).
Correct or supplement any information we hold about you that is incorrect or incomplete.
Restrict processing of the information we hold about you (for example, so that inaccuracies may be corrected—but again, there may be circumstances where you ask us to restrict processing of your personal data but we are legally entitled to refuse that request).
Object to the processing of your data.
Obtain your data in a portable manner and reuse the information we hold about you. We provide this information to you within 30 days of your formal written request.
Challenge any data we use for the purposes of automated decision-making and profiling (in certain circumstances—as above, there may be circumstances where you ask us to restrict our processing of your personal data but we are legally entitled to refuse that request).
Complain to a supervisory authority (e.g. the Information Commissioner’s Office (ICO) in the UK) if you think any of your rights have been infringed by us. (We would, however, appreciate the chance to address your concerns, so please contact us prior to taking this step).

You will not have to pay a fee to access your personal data (or to exercise any of the other rights) unless your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by contacting us at the Company Address, via email at info@completeofficesearch.com or by unsubscribing using the links contained in the marketing emails.

You may revoke your consent for us to use your personal data as described in this Privacy Policy at any time by emailing us at info@completeofficesearch.com, and we will delete your data from our systems. To enforce any of the above rights, please contact us at our Company Address or via email at info@completeofficesearch.com. If you wish to enquire about the personal data any of our office spaces hold about you, please contact that office space.

We will notify you and any applicable regulator of a breach of your personal data when we are legally required to do so.

Changes To Our Terms and Policies

Any changes we may make to our Terms, Privacy Policy or Cookie Policy in the future will be posted on this page and, where appropriate, notified to you by email. You will be deemed to have accepted the terms of the updated document(s) on your first use of the Site following the alterations. Please check back frequently to see any updates or changes.

Contact Details

Complete Office Search Limited (company number 06764937) with registered office address at 14 Highgrove Way, Ruislip, Middx, HA4 8EA

Data Processing Officer (DPO)

Jared Kays

If you would like to contact us by post and you are based in the UK please use the following address:

Complete Office Search, 14 Highgrove Way, Ruislip, Middx, HA4 8EA, United Kingdom

You can also email info@completeofficesearch.com or telephone on 0208 868 1959.

Privacy Policy

Contact:

Follow Us: