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1. About this Policy
2. Why we collect your data
3. Information we collect / share
4. Using your personal data
5. Professional Contacts
6. Our legal basis for processing personal data
7. Disclosure of your personal data
8. Security of your personal data
9. Use of data processors
10. Retention of your data
11. Your Rights
12. Complaints
13. Contact us

  1. About this Policy

    MYcospace Ltd is committed to ensuring that your privacy is protected. We, therefore, take care to safeguard it. This notice outlines what data we collect, how we may use it, how we protect your data and your rights, and how you can exercise those rights.

    We regularly check this notice to ensure we provide you with the most up-to-date information regarding our data processing activities. We strongly advise you to read this page from time to time to ensure you are happy with any changes that might be made.

    This privacy policy has been prepared to be as comprehensive as possible, but it does not include an exhaustive list of every aspect of our collection and use of personal information. However, we would be happy to provide any further information or explanation about our practices.

    If you have any questions about this policy, please contact us using the details in the ‘Contact us’ section below.

    This privacy policy was last updated in October 2019.

  2. Why we collect your data

    When collecting, processing, sharing and retaining the specified data, MYcospace Ltd is the Data Controller.

    We collect personal data for many reasons, including to; provide you with services, communicate with you and send you information you have requested. Depending on how you interact with us, we may process data for
    the following reasons in order to:

    1. process personal details required for the administration of your MYcospace Ltd membership and bookings
    2. record and contact you regarding payments you make to MYcospace Ltd
    3. communicate with you regarding MYcospace Ltd fundraising or marketing activities
    4. keep a record of your relationship with us for our own internal administrative purposes
    5. conduct surveys, research and gather feedback
    6. obtain information to improve MYcospace Ltd services and user experiences
    7. comply with applicable laws and regulations, and requests from statutory agencies
  3. Information we collect / share

    We collect the following categories of personal information:

    1. your full name
    2. contact details – including your postal address, telephone number(s), and email address
    3. date of birth
    4. your bank details
    5. records of your correspondence and engagement with us
    6. other information you share with us
    7. This information may be collected via:

    8. communications via email
    9. any paper forms you complete
    10. telephone conversations
    11. digital forms completed via our website or online surveys
    12. communication via social media
    13. Data may be shared with MYcospace Ltd employees as dictated by our internal policy.
  4. Using your personal data

    If you request a MYcospace Ltd membership with us make a MYcospace Ltd booking with us or are asked to be placed on a waiting list or to be keep updated on space availability for any MYcospace Ltd property we will need to gather your data.

    We will keep all your information – including notes, letters and information given to us about you – in a confidential record that is specific to you.

    We use a customer relationship management system database to record your personal data. This means that we can keep the information you provide us, so we are able to see the history and relevant details of your bookings and enquiries. This ensures that we provide appropriate and accurate advice or support.

    We take information security very seriously. No one is allowed access to our system or files unless they need this to provide the service to you, or one of the other purposes discussed in this notice.

    When you call our office for advice or support, your call will only be recorded if you choose to leave a voicemail. This is to enable us to call you back to help resolve any queries that you may have. Recordings are deleted within 2 weeks.

    We may use your data for financial / statistical reports to analyse space use information in order to understand consumer behaviour and improve our services to you. These reports may include personal information.

    Fundraising/direct marketing

    We would like to keep you up-to-date with our fundraising and marketing activities.

    We use a range of marketing activities and channels to contact our members – including our website, direct mail, email and telephone.

    We will obtain your consent to contact you by email for fundraising and marketing purposes. We will also obtain consent from all new members to receive information regarding our fundraising and marketing activities.

    We will send you marketing by email or post, on the basis of it being within our legitimate interests to do so, unless you opt out. See section 7 (‘Our legal basis for processing data’) for more information about our use of legitimate interests.

    We send the following marketing materials:

    1. updates about MYcospace Ltd services and facilities – including newsletters and other publications informing you about our space and services
    2. fundraising activities – including how to take part in a fundraising event, requests for donations and updates on the impact that fundraising activities have had

    We will never share or sell your personal data to a third-party organisation for its marketing, fundraising or campaigning purposes.

    You can withdraw your consent, unsubscribe from or update your marketing preferences at any point by emailing us at reception@mycospaces.co.uk.

    If you make any changes to your consent, we will update your record as soon as we possibly can. It may take up to 30 days for our systems to update and stop any postal communications from being sent to you. Email communications will, however, be stopped immediately.

    Administrative communications to members

    In addition to the fundraising and marketing communications that you receive from MYcospace Ltd, we will also communicate with you by post, telephone, and email in relation to administrative and transactional matters. For example, we may call you if we require additional information regarding a membership application or if there is a problem with a payment.

    As mentioned above, we may still need to communicate with you for administrative purposes even where you have opted out of marketing or fundraising communications from us.

  5. Professional contacts

    We may collect data about professional contacts and partners with whom we work, or to whom we provide professional services. Personal data collected in this way will be processed in accordance with data protection legislation and this policy.

    We may send our professional partners information and updates about our work (primarily by email). Such contacts can opt out of receiving this information at any time.

  6. Our legal basis for processing personal data

    The Information Commissioners Office sets out 6 lawful bases for processing data, which are as follows:

    1. An individual has given clear consent for you to process their data for a purpose;
    2. The consent is necessary for a performance of a contract, or steps which you have been asked to take prior to entering into a contract;
    3. The processing is necessary for you to comply with the law;
    4. The processing is necessary to protect someone’s vital interests i.e. their life;
    5. The processing is necessary for you to perform a task in the public interest or for your official functions and the task or function has a clear basis in law;
    6. The processing is necessary for your legitimate interests or the legitimate interests of a third party.

    Three of these lawful bases are relevant to the types of processing that we carry out. This includes information that is processed on the bases of:

    1. a person’s consent – for example:
      • to send you an email with the relevant forms to take out one of our vacant spaces
    2. a contract – for example:
      • to provide you with the space letting terms and conditions
      • to provide our clients data in respect of payment and services for space memberships (name and number of individuals only)
      • to use your data to proceed with processing the membership; to share your bank account data with the relevant payment processor
    3. legitimate interests – for example:
      • sharing your name and business name with our staff or third-parties authorised by us to ensure that you have the agreed access to the space you require and have paid for
      • to analyse space use information in order to understand consumer behaviour and improve our space management services to you
      • sharing with police and security organisations in order to prevent or detect crime

    Personal data may be legally collected and used if it is necessary for a legitimate interest of the organisation using the data, if its use is fair and does not adversely impact the rights of the individual concerned.

    When we use your personal information, we will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information in ways that are not unduly intrusive or unfair.

    If you would like more information on our uses of legitimate interests, or to change our use of your personal data, please get in touch with us using the details in the ‘Contact us’ section below.

    1. Disclosure of your personal data

      We will not share any of your personal data to any third party – except where:

      1. the transfer is to a secure data processor, which carries out data processing operations on our behalf (please see section 10 for more information)
      2. we are required to do so by law, for example to law enforcement or regulatory bodies where this is required or allowed under the relevant legislation
      3. we have obtained your consent to do so

      We will never share or sell your personal data to a third-party organisation for marketing, fundraising, or campaigning purposes.

    2. Security of your personal data

      We use appropriate technical and organisational measures and precautions to protect your personal data and to prevent the loss, misuse or alteration of your personal data.

      Unfortunately, the transmission of information via the internet and electronically is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website and mailbox.

      You should be aware of the following:

      When we transfer and receive personal data, we redirect visitors to a web connection that uses SSL encryption (similar to that used for internet banking). We notify visitors of this connection through the use of a padlock symbol, which will appear in your address or status bar.

      Some of our forms allow our visitors to ask questions about our products or services. You should be aware that these messages are not sent over an encrypted connection and the possibility exists, however minimal, that an unauthorised individual may be able to intercept this information.

      We, therefore, recommend that you do not use unsecure forms and emails to send personal data, such as financial information. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

      We encourage you to review the privacy statements of websites you choose to link to from the MYcospace Ltd website so that you understand how these sites collect, use and share your information. We are not responsible for the privacy statements, security or other contents on sites outside of our own website.

    3. Use of data processors

      We may use a third-party supplier to conduct surveys on our behalf. You can find out more about the suppliers that we use by getting in touch with us using the details in the ‘Contact us’ section below.

      We actively screen and monitor these companies to maximise the protection of your privacy and security. They are only permitted to use the data in accordance with relevant data protection legislation, under strict instructions from us, and in accordance with a data processing agreement entered into between MYcospace Ltd and the supplier.

    4. Retention of your data

      When taking out a space rental membership, your data will be retained throughout your membership. Upon receipt of termination of a space management membership, data will be retained for a period of up to 6 years from the termination date or until all outstanding monies have been paid, whichever is the greater.

      Once the retention period has expired, the information will be confidentially disposed or permanently deleted.

    5. Your rights

      You have many rights under Data Protection legislation. These include:

      1. Right of Access

        You have the right to know what personal data and supplementary information we hold about you. Requests for this data / information need to be in writing. Reasonable adjustments will be made under the Equality Act 2010 for disabled persons.

        Data / information will be supplied as soon as possible, however, this may take up to one calendar month from receipt of the request or longer if your request is complex. We will not charge you for this other than in exceptional circumstances. You will be asked for proof of identity as we need to ensure we are only releasing your personal data to you.

        This is called a data subject access, and can be done by:

        • emailing reception@mycospaces.co.uk
        • writing to the Data Protection Manager, c/o MYcospace Ltd, 3 Millers Yard, Gillygate, York, YO31 7EB
      2. Right to be informed

        You have the right to be informed how your personal data will be collected and used. You will be directed to a copy of our Privacy Policy at the time we collect any personal data, this includes the lawful bases and purposes for processing your personal data, retention periods and who it may be shared with.

      3. Right to withdraw consent

        Where we process your data based on your consent (for example, to send you fundraising or marketing texts or emails), you can withdraw that consent at any time. To do this, or to discuss this right further with us, please contact us using the details in the ‘Contact us’ section below.

      4. Right to object

        You also have a right to object to us processing data where we are relying on it being within our legitimate interests to do so (for example, to send you direct marketing by email or post). To do this, or to discuss this right further with us, please contact us using the details in the ‘Contact us’ section below.

      5. Right to restrict processing

        In certain situations, you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage. You can make a request for restriction verbally or in writing. We have one calendar month to respond to a request.

      6. Right of erasure

        In some cases, you have ‘the right to be forgotten’ (i.e. to have your personal data deleted from our system). An individual can make a request for erasure verbally or in writing. We have one calendar month to respond to a request. Please note that this right is not absolute and only applies in certain circumstances.

      7. Right of rectification

        You have the right, if you believe our records are incomplete to be updated. In certain circumstances you have the right to have inaccurate personal data rectified. You can make a request for rectification verbally or in writing. We have one calendar month to respond to a request for rectification.

      8. Right to data portability

        You have the right to obtain and reuse your personal data for your own purposes across different service providers. This information will be provided to you in a structured, commonly used and machine-readable form and will be provided free of charge.

        If technically feasible, you have the right to request that the data is transferred from us to another organisation. We are, however, not required to adopt or maintain processing systems that are technically compatible with other organisations. If the personal data concerns more than one individual, we will need to consider whether providing the information would prejudice the rights of the other individual. Requests must be provided in writing and whilst we will aim to respond immediately and within one calendar month, this can be extended by two months where a request is complex, or we have received a number of requests. We will, however, inform you within one calendar month of receipt of the request and explain why an extension is necessary.

  7. Complaints

    If you have any complaints about the way in which we have used your data, please get in touch with us using the details in the ‘Contact us’ section below. We would be happy to help and discuss your concerns.

    In addition, you are also entitled to make a complaint to the Information Commissioner’s Office.

  8. Contact Us

    If you have any questions about this policy, would like more information, or want to exercise any of the rights set out in section 10 above, you can get in touch with us in the following ways:

    • reception@mycospaces.co.uk
    • 01904 627 659
    • MYcospaces Ltd, 3 Millers Yard, Gillygate, York, YO31 7EB