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Privacy Notice

Your City Office Ltd provides Office Space and Virtual Office Services;

Office Space: A bespoke office space search solution, with the ability to locate and negotiate the price of your desired office space.

Virtual Office: Providing ad-hoc business centre solutions such as business addresses, telephone answering services and meeting/conference room facilities across the globe.

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 need: 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 need: 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 AMLR 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 AMLR, 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: For as long as you remain a customer (note as per HMRC anti-money laundering regulations we will keep records for six years, even after you stop being a customer).

Where the data is sourced: Directly from you.

Purpose: To communicate details of relevant products/services to you

What we need: Your name, address, email address.

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 need: 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.

Purpose: To manage our employees

What we need: 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 Anti Money Laundering rules and regulations).

Where the data is sourced: Directly from you.

Purpose: To register our vendors

What we need: 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 (note as per HMRC anti-money laundering regulations we will keep records for six years, even after you stop being a vendor).

Where the data is sourced: Directly from you.

Purpose: To meet our statutory obligations

What we need: 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 six years following termination of your account in line with the appropriate legislation.

Where the data is sourced: Directly from you

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:

  • Bytemark provide secure hosting services for us, storing data securely in UK servers.
  • As part of delivering our services, we have agreements with a number of vendors, some of which have offices operating outside of the European Economic Area. We only share personal data with the vendors that operate the services at the chosen office space location that you have selected. This is part of our Terms and Conditions and carried out only with your permission. It should also be noted that in some instances, where approved safeguards do not exist at your chosen office space location, you share personal data at your own risk. To minimise the risk to your privacy, we only share the minimum amount of personal data necessary, to deliver the services to you, not only for local regulatory responsibilities, but also the respective regulatory responsibilities (as per local governance requirements) at each chosen office space location.


  • 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:

  • Website - https://ico.org.uk/concerns/handling/
  • Helpline - 0303 123 1113
  • Email - casework@ico.org.uk
  • Post - Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
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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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