Offices Limited ("Instant ", "We", "Us",
and "Our") is committed to protecting and respecting your
privacy in the delivery of our flexible office brokerage services (“Services”).
We have developed this Policy because we want you to feel confident about the
privacy and security of your personal information in connection with our
Services and also to outline some of your rights.
referred to on it) sets out the basis on which any personal data we collect
from your enquiry, or that you otherwise provide to us during our exchanges
will be processed by us. Please read the Policy to understand our practices and
how we will use your personal information. For the purpose of the Data
Protection Act 1998 (the "Act"), the data controller of your
information is Instant Offices Limited of the Blue Fin Building, 1st Floor, 110
Southwark Street, London SE1 0TA. We are a company registered in England and
Wales (Company number: 3769141) and are registered with the Information
Commissioner's Office (the "ICO") under the Act (ICO register
number Z1540517). You can review more information on how we process your
information on the ICO's public register.
using www.instantoffices.com (our “Site”)
and our Services you are giving us permission to use your information as set
out in this Policy. If you do not agree, please refrain from using our Site.
we may collect from you
In order to provide our Services we may collect and process
the following personal data about you:
If you are providing us with information about another
person, you should have their consent and you should also consider whether they
should read this Policy.
We periodically review your personal information to ensure
that we do not keep it for longer than is permitted or is necessary to protect
Information we receive from
We may receive information
about you if you use any of the other websites we operate or the other services
we provide. In this case we will have informed you when we collected that data
that it may be shared internally and combined with data collected on this Site.
We are also working closely with third parties (including, for example,
business partners, sub-contractors in technical services, advertising networks,
analytics providers, search information providers, credit reference agencies)
and may receive information about you from them.
3. Where we
store and secure your personal data
The data that we collect from you may be transferred to,
and stored at, a destination outside the European Economic Area ("EEA").
It may also be processed by staff operating outside the EEA who work for us or
for one of our suppliers. Such staff may be engaged in, among other things, the
fulfillment of your order and any international requests that you make for
serviced office solutions, the processing of your payment details and the
provision of support services. By submitting your personal data, you agree to
this transfer, storing or processing. We will take all steps reasonably
necessary under the Act to ensure that your data is treated securely and in
accordance with this Policy.
you provide to us is stored on our secure servers. Any payment transactions
will be encrypted using SSL technology. Where we have given you (or where you
have chosen) a password which enables you to access certain parts of our Site,
you are responsible for keeping this password confidential. We ask you not to
share a password with anyone in order to avoid illegitimate intrusion into your
privacy or your business transactions.
information you provide will be held in the strictest confidence and only used
for the purposes described in this Policy.
Due to the nature of
the internet, the transmission of information online is not completely secure.
Although we will do our best to protect your personal data in accordance with
industry practice, 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 will use strict procedures and security features to try to
prevent unauthorised access.
4. Uses made of
We use the information
provided to us in the following ways:
Please let us know if
you receive any unwanted communications. Every time you are contacted for
marketing purposes you will have the opportunity to opt out of receiving
further marketing communications (see how you can do this below under section 7).
Although we cannot
provide guarantees about third party conduct in the online sector, we can take
steps to prevent repeat use of your information by our trusted affiliates and
service operators. You may also need to confirm to third parties, who will
typically be independent data controllers, that they should not contact you in
accordance with their site specific privacy policies.
Instant and third
parties that contact you in relation to your enquiry or related services are
required to identify themselves in all telephone communications with you and
will always do so. This is part of our automated service
and a condition of use of our Site and Services.
We appreciate that some
bill payers register their telephone numbers with the Telephone Preference
Service (the TPS) or other "donotcall" lists and do not wish
to be inundated with calls from marketing companies in relation to random and
unsolicited services. When you submit an enquiry and provide your telephone
number, we will take that as notice that you agree to receive telephone calls
for the purpose of using our Services even if you have previously registered
with the TPS. Of course, you can always change your mind at a later date and
ask us and any third parties not to call you.
Instant's employees and
contractors, as well as from third-party companies placing calls on behalf of
Instant may be in touch.
may be recorded or monitored for legitimate business interests, service
quality, training purposes and to protect you and us against unauthorised
access and abuse of our Services.
of your information
We may disclose your
personal information to any member of our group for any of the purposes
outlined in this Policy, which includes any current or future subsidiaries, our
ultimate holding company and its subsidiaries, as defined in section 1159 of
the UK Companies Act 2006. We may also disclose your personal information to
other third parties:
7. Your rights
By subscribing to our
Services, you agree that we may use your personal data to contact you by
electronic means with information about goods and services similar to your
office search enquiry or any other related services provided by the Instant
You have the right to
ask us not to use your personal data for marketing purposes at any
point. You can exercise your right to opt-out at any time by:
If you opt out of our
use of your data for marketing purposes, we will honour such choice once we
have had a reasonable opportunity to process your request.
Please remember that by opting out, we will not be able to contact you about
products and services that may benefit your business.
Our Site may, from time
to time, contain links to and from the Sites of our partner networks,
advertisers and affiliates. If you follow a link to any of these websites,
please note that these websites have their own privacy policies and that we do
not accept any responsibility or liability for these policies or their data
processing. Please check these policies before you submit any personal data to
8. Your rights
to access or correct your information
The Act gives you the
right to access information held about you. If you would like a copy of some or
all of your information that we hold, please email or write to us (using the
contact details provided below). We may make a small charge for this service (of
£10) and if necessary, ask you to produce evidence of your identity to ensure
it is appropriate to share the information.
We want to make sure
that the information is accurate and up to date. You may ask us to remove or
correct information you think is inaccurate. We will make all reasonable
efforts to delete your information from our files if it is deemed
You have the same
rights to know what information is processed by any third party, or correct
information held by them.
9. Cookies on our
Our website uses
cookies to distinguish you from other users of our Site. This helps us to
provide you with a good experience when you browse our Site and also allows us
to improve our Site.
A cookie is a small
file of letters and numbers that we store on your browser or the hard drive of
your computer if you agree. Cookies contain information that is transferred to
your computer's hard drive.
We use the following
If you submit your
details to us or if you continue to use our Site, you agree to our use of
Cookies are widely used
in order to make sites work, or work more efficiently, as well as to provide
information to the owners of the Site.
Examples of purposes for
which a cookie may be used:
10. Third Party
Please note that third
parties (including, for example, advertising networks and providers of external
we have no control. These cookies are likely to be analytical/performance
cookies or targeting cookies. This Policy does not extend to these third
parties. Furthermore, we do not control the setting of these cookies, so we
suggest you check the website of the third party for further information about
their cookies and how to manage them.
This Site may use Google's
"remarketing" service. This "remarketing" or
"retargeting" data may be used, by Google or its third party vendors
to show you advertisements elsewhere on the Internet (or in the Google search
results pages (SERPs)) about products and services you might like, based on
that track your activity on the internet in order to show you relevant
advertising. This Site does not collect the information or control the content
of the advertisements that you will see.
You may be able to opt
out of such "remarketing" or "retargeting" cookies used by
Google to generate interest-based advertising by following the instructions on
the Google advertising opt-out page. Your use of this
Site without opting out means that you understand and agree to data collection
to provide you with interest-based advertising using Google's remarketing ads.
How can I
change my cookie settings?
You block cookies by
activating the setting on your browser which allows you to refuse the setting
of all or some cookies. However, if you use your browser settings to block all
cookies (including essential cookies) you may not be able to access all or
parts of our Site. Unless you have adjusted your browser setting so that it
Except for session
cookies and any periods for expiry specified above, all cookies will expire
after 18 months.
12. Changes to
Any changes we may make
to this Policy in the future, for example in relation to updates to our
processes and purposes, will be posted on this page and, where appropriate,
notified to you by e-mail.
13. Jurisdiction and
The English courts will have exclusive
jurisdiction over any claim arising from, or related to, a visit to our Site.
any dispute or claim arising out of or in connection with them or their subject
matter or formation (including non-contractual disputes or claims) shall be
governed by and construed in accordance with the law of England and Wales.
If you have any
questions regarding this Policy or to access or correct your information, you contact us using the
contact details at section 7.
Thank you for visiting our Site.
Last edited: November 2016