Chapel House Business Centre Privacy Policy

Introduction

Chapel House Business Centre (referred to as “we”, “us”, or “our”) is a serviced office provider based in Leeds, UK. We are committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Policy explains what personal data we collect, how we use and safeguard it, and your rights in relation to that data. We process personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

Personal Data We Collect

We only collect personal information that is relevant to our business relationship with you. This may include:

• Name – Your first and last name (for identification).
• Email Address – An email for contacting you.
• Phone Number – A telephone number for voice contact or messages.
• Payment Information – Billing details such as credit card information or bank details required for processing payments.

We do not collect sensitive personal data (such as race, religion, or health information) as part of our standard services.

How We Collect Your Data

We gather personal data in several ways, including:

• Website Contact Forms: When you fill out forms on our website (for example, to inquire about office availability or to make a booking), you provide us with your contact details and any other information you choose to include.
• Email Communication: If you contact us via email, we will collect your email address and any information contained in your message or signature (such as your name and phone number).
• Phone Calls: When you call us or leave a voicemail, we may record your name, phone number, and details of your inquiry or request.
• Direct Interactions: You might also provide personal information to us during in-person meetings, through business agreements, or by other communication methods.

In all cases, we only collect the information you voluntarily give to us, or that which is necessary to provide our services to you.

How We Use Your Data

Chapel House Business Centre uses the collected personal data for the following business purposes:

• Communication: To contact you regarding your inquiries, respond to questions, and provide information about our services or your ongoing bookings.
• Service Provision (Bookings): To arrange, confirm, and manage your bookings for office space or related facilities. This includes sending booking confirmations and necessary updates.
• Billing and Payments: To process payments for our services and send you invoices or receipts. Payment information (such as card or bank details) is used solely for transaction processing and billing records.
• Customer Support: To provide assistance and support, address any issues or complaints, and ensure that we continue to meet your needs as a client.
• Internal Record-Keeping: To maintain business records, such as contracts and transaction histories, in line with legal and accounting requirements.

We will only use your personal data for the purposes outlined above. If we ever need to use your data for a new purpose, we will inform you and, if necessary, seek your consent beforehand.

Legal Basis for Processing

Under the GDPR, we must have a lawful basis to process your personal information. Chapel House Business Centre relies on the following legal bases:

• Contract: Many of our data processing activities are necessary to perform a contract with you or to take steps at your request before entering into a contract. For example, when you book office space or other services with us, we need to use your contact and payment details to fulfill that agreement.
• Legitimate Interests: In some cases, we process personal data for our legitimate business interests, as long as those interests are not overridden by your rights and freedoms. This includes activities such as responding to unsolicited inquiries, improving our services and website experience, and ensuring the security of our systems. When we rely on legitimate interests, we carefully consider and balance any potential impact on your rights.
• Legal Obligation: Occasionally, we may need to process or retain certain data to comply with a legal or regulatory obligation. For instance, financial regulations might require us to keep billing records for a certain period.
• Consent: Where we are not operating under one of the above bases, we will ask for your consent before processing your personal data. For example, if in the future we send out a newsletter or marketing emails, we would do so based on your explicit consent. You have the right to withdraw consent at any time. (Please note: We currently do not send promotional communications unless you have specifically opted in.)

Cookies and Analytics

Our website uses cookies and similar tracking technologies to enhance your browsing experience and to collect data about website traffic:

• Cookies: Cookies are small text files placed on your device when you visit our site. Some cookies are essential for the site to function (e.g., to remember your preferences), while others are used for analytics. You will be informed about our use of non-essential cookies (like analytics cookies) and, where required by law, we will obtain your consent before using them. You can adjust your browser settings to refuse or delete cookies; however, note that doing so may affect certain functionalities of our website.
• Google Analytics: We use Google Analytics (a web analytics service provided by Google) to understand how visitors interact with our website. Google Analytics uses cookies to collect information such as your IP address, browser type, pages visited, and the time spent on our site. This information is transmitted to Google and aggregated to help us analyze web traffic and improve our site’s content and layout. The data collected via Google Analytics does not directly identify you as an individual. Google operates as a data processor for us, and we do not receive personal identifiers like your name or email through analytics—only statistical information. You can opt out of Google Analytics by using a browser add-on if you prefer not to be included in this analysis.

By using our website, you acknowledge our use of cookies and analytics as described above. For more details, please see our Cookies Policy (if available) or the cookie notice on our website.

Data Sharing and Disclosure

We respect your privacy and do not share your personal data with third parties for their own marketing or other independent purposes. In other words, we will never sell, rent, or trade your personal information to outside parties. We will share your data only in the following limited circumstances:

• Service Providers: We may share necessary information with trusted third-party service providers who perform functions on our behalf and under our instructions. Examples include payment processing companies (to handle billing transactions) or IT service providers (to host our email or website). In all cases, these parties are bound by confidentiality and data protection obligations, and they are not permitted to use your data for any purpose other than providing the requested service to us.
• Legal Requirements: We may disclose personal data if required to do so by law or in response to valid requests by public authorities (e.g., to comply with a court order, law enforcement inquiry, or other legal process).
• Protecting Rights and Safety: If necessary, we might share information to enforce our contracts or policies, or to protect the rights, property, or safety of Chapel House Business Centre, our clients, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction, where permitted by law.

Aside from the cases above, your information stays with Chapel House Business Centre. If in the future we consider it beneficial to share data in other ways, we will only do so with your knowledge and, if required, your consent.

Data Retention and Security

Retention: We only keep your personal data for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. For example, we may retain records of payments and invoices for a number of years to comply with tax and accounting regulations. When your personal data is no longer needed, we will securely delete or anonymize it so that you can no longer be identified from the information.

Security: We take the security of your personal information seriously. Chapel House Business Centre implements appropriate technical and organizational measures to prevent unauthorized access, loss, or misuse of your data. These measures include access controls to our systems, encryption of sensitive information (such as payment details), and regular review of our data handling practices. While we strive to protect your information, please note that no method of transmission over the internet or electronic storage is 100% secure. However, we follow industry best practices to protect your data and will notify you and relevant authorities of any significant data breach as required by law.

Your Data Protection Rights

Under GDPR and other applicable data protection laws, you have several rights regarding the personal data we hold about you. You may exercise these rights at any time by contacting us (see the Contact Us section below). Your principal rights include:

• Right of Access: You have the right to request confirmation of whether we are processing your personal data, and if so, to obtain a copy of the data we hold about you. We will provide you with a copy of your information, along with details on what we use it for, who we share it with, and how long we plan to keep it.
• Right to Rectification: If any of your personal information is inaccurate or incomplete, you have the right to ask us to correct or update it. We will promptly make the necessary corrections upon your request.
• Right to Erasure: You can request that we delete your personal data if it is no longer needed for the purposes for which it was collected, or if you have withdrawn your consent (where applicable), or if you object to our processing (and we have no overriding legitimate grounds to continue), or if we are required to erase it to comply with a legal obligation. This is sometimes referred to as the “right to be forgotten.” Please note that this right is not absolute – for example, we might need to retain certain information to comply with legal obligations or to establish or defend legal claims.
• Right to Data Portability: You have the right to obtain the personal data you provided to us in a structured, commonly used, machine-readable format, and to have that data transmitted to another data controller where technically feasible. This right applies when the processing is based on your consent or on a contract and is carried out by automated means.
• Right to Object: You have the right to object to our processing of your personal data when we are relying on legitimate interests as our legal basis. If you object, we will reconsider the processing of your data unless we have a compelling legitimate reason that overrides your objection or if the data is needed for legal claims. You can also object at any time to any direct marketing communications (though, as noted, we currently do not carry out unsolicited marketing).
• Right to Restrict Processing: You can ask us to restrict (pause) the processing of your personal data under certain circumstances – for example, if you contest the accuracy of the data or have objected to our processing, we will restrict use while we address your concerns.
• Right to Withdraw Consent: If we are processing any of your personal data based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing based on consent before its withdrawal. For example, if you consented to analytics cookies, you can change your preference to disable those cookies.

We will respond to any legitimate requests to exercise these rights as soon as possible, and in any case within the timeframe required by law (generally one month). There is usually no fee for exercising your rights, unless a request is unfounded or excessive, in which case a reasonable charge may apply.

Contact Us

Chapel House Business Centre is the data controller for the personal data collected as described in this policy. If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

Address: Chapel House Business Centre, 378 Meanwood Road, Leeds, LS7 2JF, United Kingdom.
Email: [Please insert contact email address]
Phone: [Please insert contact phone number, if applicable]

You may also reach out to us via the contact form on our website or by any other contact methods we have provided. We take all privacy inquiries seriously and will respond promptly.

Additionally, if you believe we have not addressed your concerns adequately, you have the right to lodge a complaint with the relevant supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO).

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we make changes, we will post the updated policy on our website and update the “Last Updated” date below. We encourage you to review this page periodically to stay informed about how we are protecting your information.