Our customers are very important to us; every month we help thousands of businesses find their perfect workspace.
Our role and engagement with you as a workspace specialist goes so much more than a traditional broker. Not only do we advise on office suitability at the outset of your search, once we have found you a suitable workspace and you have moved in, we will:
And it goes without saying that all the above services are completely free.
For those customers who want a more bespoke workspace solution, we can tailor the right package for you. Just get in touch using the “contact us” page on our website. We’re happy to chat anytime about flexible office solutions.
Finally, we strive to provide excellent customer service at all times. We go that extra mile for our customers. If you are not satisfied with our service at any time, please reach out to your account manager directly. Alternatively, you can find our complaints policy.
Welcome to our privacy and cookies policy for online brokerage services provided through our websites www.instantoffices.com, www.targetoffices.com and our group website www.theinstantgroup,com . We are 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.
It is important that you read this policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This policy supplements the other notices and is not intended to override them.
This website is not intended for children and we do not knowingly collect data relating to children. If you are concerned that your child may have provided information through our website please contact us at [email protected]
Instant Offices Limited of 1st Floor, Blue Fin Building, 110 Southwark Street, London SE1 0TA ("Instant ", "we", "us", and "our") is the data controller and responsible for your personal data. 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).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this policy. If you have any questions about this policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the opportunity to deal with your concerns before you approach the ICO so please contact us in the first instance.
Our websites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the policy of every website you visit.
2. DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
In order to provide our Services to you we may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this policy. Please see section 8 for further information.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
From you. You may give us your Identity, Contact, Transaction, Profile, and Communication Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data and Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please refer to section 8 below for further detail.
From third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to marketing, communications and sending third party communications to you via email or text message. You have the right to withdraw consent at any time by using the unsubscribe feature on communications to change your contact preferences.
4. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out in the table below, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. If you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below, please contact us at [email protected]
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us at [email protected]
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the lawful basis set out in the table above, where this is required or permitted by law.
5. DISCLOSURE OF YOUR INFORMATION
We may have to share your personal data with the parties set out below for the purposes set out in the table in section 4 above.
Internal Third Parties:
External Third Parties
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. INTERNATIONAL TRANSFERS
We share your personal data within the Instant Group. This will involve transferring your data outside the European Economic Area (EEA).
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 to ensure that your data is treated securely and in accordance with this Policy.
Many of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by
We strive to provide you with choices regarding certain personal data uses, particularly around marketing. We will get your express opt-in consent before we share your personal data with any company outside the Instant group of companies for marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time by using the unsubscribe feature on communications to update your contact preferences
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of [a product/service purchase, warranty registration, product/service experience or other transactions.
A cookie is a small piece of data (text file) that a website, when visited by a user, asks your browser to store on your device in order to remember information about you, such as your language preferences or login information as an example. Those cookies are set by us and called first party cookies. We also use third party cookies, these cookies are from a domain different than the domain of the website you are visiting, used to understanding usage, improving site features or personalised advertising as an example. You can find out more information about cookies here: http://www.allaboutcookies.org/
We use the following types of cookies on our websites:
We have set out below a detailed list of the cookies we use on our websites. Our websites are checked regularly to ensure this list is as accurate as possible. We classify cookies in the following categories:
You can opt-out of each cookie category (except strictly necessary cookies) by clicking/selecting “cookie preferences” on the site. If you have any queries or require more information on this please email [email protected]
References in this section to Instant Offices are for the website www.instantoffices.com
STRICTLY NECESSARY COOKIES
THIRD PARTY A/B TESTING COOKIES
9. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, 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.
All the 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 website. Once we have received your information, we use strict procedures and security features to try to prevent unauthorised access to, or loss, misuse, disclosure or modification of the personal information that you provide to us.
10. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, for the purposes of satisfying any legal, accounting, or reporting requirements(where by law or good industry practice we have to keep certain information (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes.
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 requirements.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
11. YOUR LEGAL RIGHTS
You have the right to:
If you wish to exercise any of the rights set out above, please contact us at [email protected]
No Fee Usually Required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What We May Need From You
We will need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time Limit To Respond
Subject to the provision of the requisite information, we will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
12. CHANGES TO OUR POLICY
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 APPLICABLE LAW
Terms and any dispute or claim arising out of or in connection with this policy (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England in respect of Services globally (save for Services in North America where the governing law shall be the law of the State of New York).
The parties agree that the courts of England shall have exclusive jurisdiction except where New York law is the governing law in which case the courts of New York shall have exclusive jurisdiction.
14. CONTACTING US
If you have any questions regarding this Policy or to access or correct your information, please contact us by:
Thank you for visiting our website.
Last edited: May 2018