1. Introduction
This Privacy Policy explains how Cohere Spaces Ltd (“we,” “us,” or “our”) collects, uses, and protects your personal data. Please read this policy carefully to understand our practices regarding your personal information.
If you have any questions or comments about this policy, please contact us at [email protected].
2. Who We Are and How to Contact Us
Cohere Spaces Ltd is the data controller responsible for your personal data.
- Registered address: 34 Commercial Street, Dundee, DD1 3EJ
- Website address: www.flourmilldundee.co.uk
- Email: [email protected]
3. Personal Data We Process
We may collect, use, store, and process the following categories of personal data:
- Identity Data: Name, title, date of birth.
- Contact Information: Address, billing address, email address, telephone number.
- Payment Information: Bank account and payment card details.
- Transaction Information: Details of payments to and from you, and details of services purchased.
- Interaction Data: Information provided through forms, surveys, reviews, or website chat functions.
- Correspondence Data: Records of any correspondence between us.
- Office Space Requirements: Information regarding your office space needs.
- Website Usage Data: Details of your visits to our websites and the resources you use.
- Technical Data: IP address, browser information, operating system information.
- Browsing Data: Information about how you use our websites, including browsing actions and patterns.
- Marketing Preferences: Your preferences for receiving marketing communications.
We do not collect any special categories of personal data (including details about race, ethnicity, religion, sexual orientation, health, or genetic/biometric data) or information about criminal convictions and offenses.
4. Keeping Your Information Updated
It is important that the personal data we hold about you is accurate and current. Please inform us of any changes to your personal data.
5. Failure to Provide Personal Data
If you do not provide personal data that we require by law or under a contract, we may not be able to fulfil our obligations. In such cases, we may have to cancel a service, and we will notify you accordingly.
6. How Your Personal Data Is Collected
We collect data through:
- Direct Interactions: Information provided through forms, correspondence, or in-person visits.
- Automated Technologies: Technical and usage data collected through cookies and similar technologies (see our Cookies Policy).
- Third Parties:
- Providers of cookies and similar technologies for analytics and advertising (see our Cookies Policy).
- Office space brokers who provide identity, contact, and office space requirement information.
7. Purposes of Data Processing
We use your personal data to:
- Fulfill contractual obligations.
- Process transactions and manage payments.
- Manage our relationship with you.
- Administer and protect our business and websites.
- Deliver relevant website content and advertisements.
- Improve our websites, products, and services.
- Provide requested information.
- Protect against fraud and credit risks.
- Comply with legal obligations.
- Provide you with marketing information (subject to your preferences).
- Use third party software solutions that provide us with booking, accounting, customer relationship management, and marketing services.
8. Direct Marketing
You may receive marketing communications if you have requested information or used our services and have not opted out. You can opt out at any time by contacting us.
9. Change of Purpose
We will only use your data for the original purpose, unless a compatible new purpose arises. We will notify you of any unrelated new purposes and their legal basis. We may process data without your consent when required by law.
10. Legal Basis for Processing
We process data based on:
- Your consent.
- Contractual necessity.
- Legal obligations.
- Protection of vital interests.
- Legitimate interests (see below).
11. Our Legitimate Interests
Our legitimate interests include:
- Enforcing contracts and recovering payments.
- Maintaining records and understanding customer use.
- Business development and management.
- Security and fraud prevention.
- Customer relationship management.
- Business reorganisation.
- Protection of property, safety, and rights.
- Marketing strategy.
- Website maintenance.
We may process data under multiple lawful grounds. Contact us for details on specific grounds.
12. Cookies
Our website uses cookies and other similar technologies. For more information, please see our cookies policy.
You can change your browser settings to prevent setting of cookies or to notify you each time a cookie is set. Please note however, that by blocking or deleting cookies you may not be able to take full advantage of our website.
13. International Data Transfers
We may transfer personal data outside the UK. For example, some of our service providers are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.
Whenever we transfer your personal data out of the UK, we ensure adequate protection through:
- Transfers to countries with adequate protection.
- Standard contractual clauses.
Contact us for details on specific transfer mechanisms.
14. Data Retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
We conduct an annual review in line with the above criteria to ascertain whether we need to keep your personal data. Your personal data will be deleted if we no longer need it.
15. Disclosure of Information
We may share data with:
- Third-party service providers (e.g., for payment processing, IT, marketing).
- Potential buyers in business transfers.
- Group companies.
- Law enforcement and regulators.
- Credit reference and fraud prevention agencies.
- Debt collection agencies.
- Courts and tribunals.
- Professional advisors.
We require third parties to protect your data.
16. Your Rights
You can:
- Opt out of direct marketing.
- Request access, deletion, or correction of your data.
- Request data portability.
- Request restriction of processing.
- Withdraw consent.
- Object to processing.
- Complain to the ICO.
Contact us at [email protected] to exercise your rights.
17. Links to Other Sites
Please note that our terms and conditions and our policies will not apply to third party websites that you get to via a link from our site. We have no control over how your data is collected, stored or used by such other websites and we advise you to check the privacy policies of any such websites.
18. Changes
We will post changes to this policy on this page and may email you.
19. Automated Decision-Making and Profiling
Unless required by law or where you have given us your explicit consent, if we use personal data for the purposes of automated decision-making and those decisions have a legal (or similarly significant effect) on you, you have the right to challenge such decisions, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from us.
