0207 692 0608
Worldwide Office Space & Virtual Office Solutions

PRIVACY POLICY NOTICE

ABOUT US

Your City Office Ltd is a leading provider of Office Space and Virtual Office solutions; Our Office Space service is a bespoke office space search solution, with the ability to locate and negotiate the price of your desired office space. Our Virtual Office services provide ad-hoc business centre solutions such as business addresses, telephone answering services and meeting/conference room facilities, around the UK and across the globe.

OUR PRIVACY POLICY

This Privacy Policy provides you with details of the choices you can make about how your personal information is collected online. You'll also be informed about how that information is used and what rights you have. This privacy notice falls under the jurisdiction of the General Data Protection Regulation 2016/679 ("GDPR").

Please read this Privacy Policy carefully and feel free to revisit this page, in order to review any changes that may have been made, as we may amend this Privacy Policy at any time.

INSTANCES WHERE WE REQUEST YOUR PERSONAL DATA;

So Your City Office can deliver an effective service, at times we need to collect and use your personal data. This notice outlines the types of data we use, and how and why we will use it:

PURPOSE: TO REGISTER YOU AS A CUSTOMER

What we collect: Your name, address, email address, telephone number

The legal basis for us processing this: Performance of a contract (without this data we cannot register you as a customer as we cannot prove who you are).

Where this data will be stored: UK servers, hosted by Bytemark Ltd, our hosting partners.

How long will we keep this data: For as long as you remain a customer of ours.

Where the data is sourced: Directly from you.

PURPOSE: TO DELIVER SERVICES TO YOU

What we collect: Your name, address, company details, payment details (note this may involve credit checks, but you will be notified where this is the case) and relevant Money Laundering Regulations 2017 (MLR) compliance documents.

The legal basis for us processing this: Performance of a contract (without this data we cannot take payment, operate the service, or comply with our regulatory responsibilities with respect to MLR, and therefore, would not able to deliver active services to you).

Where this data will be stored: UK servers, hosted by Bytemark Ltd, our hosting partners.

How long will we keep this data: Data records exclusively collected for MLR compliance will be kept for a minimum of five years and not more than ten years after the end of the business relationship or occasional transaction. Data collected that is not exclusively for MLR will be kept for as long as you remain a customer and as per HMRC's requirement; for six years from the end of the tax year that your last transaction record relates to.

Where the data is sourced: Directly from you.

PURPOSE: TO COMMUNICATE DETAILS OF RELEVANT PRODUCTS/SERVICES TO YOU

What we collect: Your name, address, email address, contact phone number.

The legal basis for us processing this: Legitimate interest (where you have purchased or shown an interest in a particular product or service previously, we will provide information on related products or services as well as all relevant account information).

Where this data will be stored: UK servers, hosted by Bytemark Ltd, our hosting partners.

How long will we keep this data: For as long as you remain a customer.

Where the data is sourced: Directly from you

PURPOSE: TO RECRUIT NEW TALENT

What we collect: Your name, address, email address, employment history (e.g. CV).

The legal basis for us processing this: Legitimate interest (where you have shown an interest in working with us, we will process your personal data to enable recruitment to take place).

Where this data will be stored: UK servers, hosted by Bytemark Ltd, our hosting partners.

How long will we keep this data: Six months after the closure of the recruitment campaign during which the data was collected. This is to allow any follow up activities to take place.

Where the data is sourced: Directly from you or from a recruitment company acting on your behalf.

PURPOSE: TO MANAGE OUR EMPLOYEES

What we collect: Your name, address, email address, right to work, employment history (e.g. CV), performance information, payroll data.

The legal basis for us processing this: Performance of a contract (without this data we cannot legally employ you or pay you).

Where this data will be stored: UK servers, hosted by Bytemark Ltd, our hosting partners.

How long will we keep this data: For as long as you remain an employee, then for three years from the end of the tax year in which you leave (in line with HMRC's PAYE and payroll records retention requirements).

Where the data is sourced: Directly from you.

PURPOSE: TO REGISTER OUR VENDORS

What we collect: Key vendor information such as key contact, registered address, email address, financial details, available office space etc.

The legal basis for us processing this: Performance of a contract.

Where this data will be stored: UK servers, hosted by Bytemark Ltd, our hosting partners.

How long will we keep this data: For as long as you remain a vendor and ordinarily for six years from the end of the last company financial year the records relate to (in line with HMRC's company and accounting records retention period)

Where the data is sourced: Directly from you.

PURPOSE: TO MEET OUR STATUTORY OBLIGATIONS

What we collect: Information to support reporting of our anti-money laundering regulatory responsibilities. (The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, such as photo identification and proof of residency.

The legal basis for us processing this: Legal obligation.

Where this data will be stored: UK servers, hosted by Bytemark Ltd, our hosting partners.

How long will we keep this data: For as long as you remain a customer, and then for a minimum of five years and not more than ten years after the end of the business relationship or occasional transaction.

Where the data is sourced: Directly from you

PURPOSE: TO IMPROVE CUSTOMER EXPERIENCE

What we collect: Cookies, customer website browsing data via form or online chat; IP address, browser journey through the YCO website and any contact details that a prospect customer may have supplied.

Our Cookie Policy can be found here - https://www.yourcityoffice.com/cookies.php

The legal basis for us processing this: Legitimate interest (to improve customer experience and make it as easy as possible for them to view and purchase our services).

Where this data will be stored: UK servers, hosted by Bytemark Ltd, our hosting partners.

How long will we keep this data: For those who became clients relevant records will be retained in line with the applicable data retention rules outlined in this policy. For those that do not become a client, records will be kept for no more than 18 months to allow YCO to analyse the data.

Where the data is sourced: www.yourcityoffice.com

YOUR RIGHTS

Whilst we are holding or processing your personal data, you have the following rights:
  1. Right of access - you have the right to request a copy of the information that we hold about you.
  2. Right of rectification - you have a right to correct data that we hold about you that is inaccurate or incomplete.
  3. Right to be forgotten - in certain circumstances you can ask for the data we hold about you to be deleted.
  4. Right to restriction of processing - where certain conditions apply you have a right to restrict the processing of your personal data.
  5. Right of portability - you have the right to have the data we hold about you transferred to another organisation.
  6. Right to object - you have the right to object to certain types of processing such as direct marketing.
  7. Right to object to automated processing, including profiling - you also have the right to be subject to the legal effects of automated processing or profiling.
  8. Right to judicial review: in the event that Your City Office Ltd refuses your request under rights of access, we will provide you with a reason as to why. If you are not satisfied with this, you have the right to complain to the relevant supervisory authority (see detail below on Complaints).
  9. Where you have consented to processing of your personal data, you have the right to remove this consent at any time.

You can exercise these rights at any time by contacting us;

KEY CONTACTS

Our Data Protection Representatives are available and responsible for helping ensure we treat your personal data appropriately. The DPR (Data Protection Representative) can be contacted through the following means: UK Landline: +44 (0)207 692 0608

DISCLOSURE

In most instances, we will not disclose your personal data to third parties without your permission.

We have the following third party agreements in place:

COMPLAINTS
If you feel you need to make a complaint about how we are processing your personal data, you can contact the Information Commissioner's Office as the relevant supervisory authority. You do so through the following means:

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Your City Office Ltd | Registered In England and Wales. Reg. No. 05711850 | VAT No. 918 6665 82
Reg. Office: Berkeley Square House, Mayfair, London, W1J 6BD | 0207 692 0608 | All Rights Reserved.
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