Wallacespace Privacy Policy.

 

At Wallacespace we are serious about protecting your privacy and personal data by default and design, meaning that we have put in place tough systems and processes to protect your data across all touch points. We aim to comply with all relevant privacy laws across policy, process, training and documentation.

This privacy policy will inform you as to how we look after your personal data when you visit our website or use our services; and tells you about your privacy rights and how the law protects you.

 

Who are we?

Wallacespace Limited is a limited company incorporated in England and Wales and is a “controller” and responsible for your personal data, and is referred to as “we”, “us”, or “our” in this privacy policy.

We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this privacy policy.  If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact our DPO using the details set out below.

Contact Details:

Our full details are:

Full name of legal entity: Wallacespace Limited

Name and title of DPO: Emma Coates, Associate Director for Marketing

Email Address: emma.coates@wallacespace.com

Postal address: wallacespace, 22 Dukes Rd, London, WC1H 9PN

Telephone number: 020 7395 1264

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data processing issues (www.ico.org.uk).  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

 

What data we collect from you:

We will only collect basic information from you that is relevant to the matter that we are dealing with.  In particular we may collect the following information from you which is defined as ‘personal data’:

  • Personal details (name, address, email, phone number);
  • Financial details;
  • Technical details (internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website); and
  • Business activities of the person whose details we are processing.

We also record details of any bookings or enquiries you make with us.

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.

Aggregated Data:  We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your technical details 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 identifies you, we treat the combined data as personal data which will be used in accordance with this privacy policy.  The main types of aggregated data that we collect are set out below:

Data Usage for Analytical Purposes: In our commitment to continuously improve our services and your experience we employ certain third-party analytical tools, including but not limited to Google Analytics, Google Tag Manager and Microsoft Clarity, to help us understand how our services are used. These tools collect technical information sent by your browser or mobile device, including the pages you visit, your use of our services, and other information that assists us in improving our offerings. The data collected through these analytical tools is primarily used to evaluate your use of our website, compiling reports on website activity, and providing other services relating to website activity and internet usage. This process may involve the use of cookies that collect anonymous data about your interaction with our website. Please be assured that this data is used solely for analytical purposes to enhance the quality and usability of our services and is anonymised and not used to identify any individual user. Please follow this link for more information about how Google uses the information they gather from our website about you. If you do not wish for your data to be used in this way, you may opt out by configuring your browser settings to refuse the use of the relevant analytical cookies or by utilising any opt-out services provided by us or the analytical service providers. Please note that Google LLC use certain third party sub-processors to run their service, and to whom your personal data may be shared with.  You can find a list of these sub-processors here.  Please be assured that we have entered into a suitable data processing agreement with Google LLC and they are fully responsible for the acts and omissions of their sub-processors and will ensure your data is kept safe and secure whilst we utilise their data analytical service.

We improve our products and advertising by using Microsoft Clarity to see how you use our website. By using our site, you agree that we and Microsoft can collect and use this data.

Use of Personal Data for Google Targeting and Remarketing: We are committed to delivering a tailored and meaningful online experience to our users. To support this commitment, we utilise Google’s Optimised Targeting and Remarketing features within our digital marketing efforts. These tools allow us to reach a broader audience with content and services relevant to your interests and needs, as well as allowing us to display ads to users who have previously visited our website or to audiences identified by Google as likely to be interested in our services. This includes using cookies that track your activity on our website and across the internet to show personalised advertisements.  We may collect and use personal data, including cookies and other identifiers, to display our ads to you after you visit our website and navigate elsewhere on the web. This data, including your personal details (name, address, email, phone number), financial details, and information related to your business activities, will be processed and analysed by Google’s tools to identify patterns and preferences within our audience base. We may share anonymised or pseudonymised data with Google to enhance these targeting efforts. Google may use this data to match your interests with relevant ads displayed on its platforms and partner sites.  This process helps us in targeting our ads more effectively, ensuring that the content you see is aligned with your interests. Participation in Google Optimised Targeting and Remarketing is voluntary. If you wish to withdraw your consent for us to use your personal data for these purposes, please contact us, or follow the opt-out instructions provided in our privacy policy, and we will cease using your data for these purposes immediately.

Opt-Out:

You can manage your ad preferences or opt out of personalised advertising by visiting the Google Ads Settings page or by visiting the European Interactive Digital Advertising Alliance (EDAA) website at YourOnlineChoices.eu – For more information on Google’s use of cookies and data, please see their Privacy Policy.

If you use our website chat services we may receive personal data about you from Tawk.to Inc who provide the chat services on our website.  Please note that Tawk.to Inc use certain third party sub-processors to run their service, and to whom your personal data may be shared with.  You can find a list of these sub-processors here.  Please be assured that we have entered into a suitable data processing agreement with Tawk.to Inc and they are fully responsible for the acts and omissions of their sub-processors and will ensure your data is kept safe and secure whilst using their website chat service.It is important that the personal data we hold about you is accurate and current.  Please keep us informed if your personal data changes during your relationship with us.

 

How we use your data:

We use your data to process and manage your bookings and enquiries, necessary for the performance of the contract between us.

With your permission, we will email you our newsletter approximately every six weeks. We may also check in by phone from time to time. Occasionally we may even send a good, old fashioned letter. We only email business email addresses and will only contact you if:

  • You have asked us to; or
  • We genuinely believe you have a legitimate need for our services and we deem this to represent a legitimate interest in line with the ICO’s guidance.

If at any point you decide you would prefer us not to contact you, let us know and we won’t.

 

We may also use your personal data for:

  • Administering any accounts;
  • Processing your bank/credit card details in order to obtain payment;
  • Market research;
  • To improve our website, services, marketing, customer relationships and experiences;
  • Our own internal marketing; and
  • Credit reference checks (where appropriate).

We will only use your data where we’re allowed to by law, e.g. carrying out an agreement we have with you, fulfilling a legal obligation, because we have a legitimate business interest, including to help define types of customers for our  services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy, or where you agree to it.

We do not use your data for automated decision making or profiling.

Who we share your data with:

We may have to share your personal data with certain third parties (see the list below for examples).  Where your data is shared, 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.

  • Service providers, acting as processors, who provide IT and system administration services,
  • Professional advisers, acting as processors or joint controllers, including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services,
  • HM & Customs, regulators and other authorities, acting as processors or joint controllers, who require reporting or processing activities in certain circumstances.
  • Google and Microsoft for data analytical purposes.
  • Tawk.to for website chat services.

 

We never share your data with third parties for their marketing purposes.

International Transfers

We may transfer your data outside the United Kingdom and European Economic Area (EEA).

Many of our external third parties (such as Google and Tawk) are based outside the United Kingdom and the EEA so their processing of your personal data will involve a transfer of data outside the United Kingdom and the EEA.

Whenever we transfer your personal data out of the United Kingdom and the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom

Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the United Kingdom and the EEA.

 

How we keep your data secure:

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.

 

How long we keep your data:

If we have invoiced you for our services, we are required to keep your data for six years, in case we are asked to provide data in the event of an audit. After six years, if there has been no further booking or interaction, we will securely delete your data. If you make an enquiry but not a booking in between your booking and the six year deletion date, your data will be deleted at the six year deletion date, or after three years, whichever is the longer time frame.

If you have a made an enquiry but not booked with us, we will securely hold your data for a period of three years following our last interaction. After three years we will securely delete your data.

An interaction might include, but not be limited to, a conversation, an email enquiry or a request for information via our website.

If you have not been invoiced for services provided, you may at any point ask us to delete your data.

 

How we use Cookies:

We use cookies to improve your experience when you visit our website. A cookie is a small file of letters and numbers that we put on your computer if you agree.  These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

We don’t save any personal data after you finish your session, although we do store anonymised data so that we can keep an eye on how people use our website and keep improving in order to deliver a better experience.

You can configure your browser not to accept cookies. Disabling cookies in your browser will not prevent you from accessing the site, however, it may limit your access for certain features. The information collected by cookies is non-personal and allows us to statistically monitor how people are using our website.

You can find more information about the individual cookies we use and the purposes for which we use them on in our Cookie Policy found here.

 

Your rights:

Under certain circumstances, you have rights under data protection laws in relation to your personal data.  You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

  • If you want us to establish the data’s accuracy.
  • Where our use of the data is unlawful but you do not want us to erase it.
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

We aim to comply with all data requests within 14 days.  Occasionally it may take us longer 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.

We may 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 further information in relation to your request to speed up our response.

 

This version was last updated December 2024 (when we updated added google remarketing to our digital marketing activities).