Workspace Offices Limited Privacy Policy

Workspace Offices Limited (“Workspace”, “we”, “us”, “our”) is the operator and copyright holder of the websiteWorkspace-Africa.com. Workspace-Africa.com is a provider of property data on the Prime Office market in Africa and other emerging markets.
1.How and when we collect your personal information
Match your detailed requirements to our comprehensive database of over 70 data points per building
1.1 This privacy policy (Privacy Policy) tells you what personal information we collect about you, how we collect it, and what we will do with it. We may collect personal information when you:

Visit our website
Register to use our website
Update your profile and other account details
‘Follow’, ‘like’, post to, or interact with our social media accounts, including Facebook, LinkedIn, Twitter, and YouTube
Submit correspondence to us, make an enquiry, provide feedback or make a complaint by post, over the phone, by email or on our website

1.2 This Privacy Policy also explains what rights you have to access or change your personal information.
1.3 Our website is not intended for children. We do not knowingly collect or maintain the personal information of children under the age of 18. If you are under the age of 18, please do not access our website at any time or in any manner. We will take appropriate steps to delete the personal information of persons under the age of 18.
2. About us

We are Workspace Offices Limited, a company registered in England under company number 15848020, with our registered address as set out below.

You can contact us as follows:

FAO: Chief Data Officer (CDO)
Address: Workspace Offices Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H9JQ, United Kingdom
Email: CDO@workspace-africa.com

3.Personalisation, website usage and Third-Party Analytics

3.1 We may collect certain information about how you use and access our website even where you have not created a Workspace account or logged in. We may also collect certain information about how you interact with our email communications. This might include:

Information about your device, operating system, and IP address
Your login information
Your browser type and version
Information about your visit, including URL, clickstream (i.e.: your journey to, through and from our site), length of visits to certain pages, and page interaction information

3.2 We collect this information by, for example, using cookies and other similar technologies, and we sometimes use third party services such as Google Analytics to analyse website user activity on our behalf. You can see what cookies we are using for personalisation at any time by reading our cookie policy.

4. Your Workspaceaccount and profile

4.1 To use our services we will ask you to create a Workspace account (your profile). To do this we ask you to provide us with your email address (where possible this should be your work email address), a password, your name, job title/position and company you work for. We ask that you provide accurate information: we may use publicly available information on the Internet to verify that your email address is valid, along with other information you provide at the time of registration. This information is stored in our secure databases and is used to create, maintain, and/or add to your user profile.
4.2 When you create an account, we may classify you within our database based on the type of role you play in the Commercial Real Estate sector, and add this to your profile.
4.3 We may also create a profile of you based on publicly available information. We may then use this information to infer certain information about your interests and content relevant and share this with our partners/client to deliver more relevant content to you and for their own internal purposes.

5.How we use your profile

When you visit our website, we use a cookie to assign you a randomly generated unique identifier. We log your activity on our websites against this identifier in our databases. Once in our databases, this information will be added to your user profile and we use this data to provide you with access to our websites in a manner convenient and optimal to you, deliver you content and advertisements that are relevant to you and improve your user experience.

6. Sharing your profile

We share your personal information (and your profile) with service providers in our Trusted Partner Network (TPN) and other third parties we may work with to deliver our services to you. Allowing companies to advertise on our website and through our services helps us offer certain content for free. Additionally, we may use an aggregated and anonymised version of this information in reports, presentations and other products for internal and external uses.

7. Social media interactions

We will use your personal information to interact with you on social media platforms including Facebook, LinkedIn, Twitter, and Instagram, for example, to respond to comments and messages, post, ‘retweet’ and ‘like’ posts. When you interact with us on social media platforms, we may collect information you share with us on such platforms and also keep records of our interactions.

8. User and customer support

8.1 We will use your personal information to provide customer service and support, deal with enquiries or complaints about our website and services, and to manage our relationship with you, which will include notifying you about changes to our website terms and conditions or this Privacy Policy. We may also share your information with our third-party service providers as necessary to provide such customer support.
8.2 If you contact us with a complaint or query, we may keep a record of any phone number/email address used to call/email our customer service team as well as the correspondence and the period of time it took for us to deal with a query or any request you had. We may also record your levels of satisfaction with the services we have provided. We will also collect any information contained in any other correspondence between us.

9. Compliance with Policies, Procedures, and Laws

We may collect and use your personal information to protect, investigate, and deter against fraudulent, unauthorised, or illegal activity, including identity fraud as well as to enable us to comply with our policies and procedures and enforce our legal rights, or to protect the rights, property or safety of our employees.

10. Legal basis for using your personal information

We will only use and otherwise process your personal information where we have a legal basis to do so. The legal basis will depend on the purposes for which we collect and use your personal information. In almost every case the legal basis will be one of the following:

Consent: for example, where you have provided your consent to receive certain marketing from us. You can withdraw your consent at any time, including by clicking on the “unsubscribe” link at the bottom of any marketing email we send you
Our legitimate business interests: where it is necessary for us to understand our clients, promote our services, and operate a safe and lawful business, provided in each case that this is done in a legitimate way which does not unduly affect your privacy and other rights.
Performance of a contract with you (or in order to take steps prior to entering into a contract with you): for example, where you have asked us to provide one of our services to you and we need to use your contact details and financial information in order to deliver this service.
Compliance with law: where we are subject to a legal obligation and need to use your personal information in order to comply with that obligation.

11.Sharing and disclosing your information

As mentioned in section 6 above, we may share your profile (and personal information) in certain instances.
Where you have provided your business contact details, we may send you email communications on our partners’ behalf. We may then share these business contact details and information about how you interacted with these email communications (including whether you opened the email communication), with these partners.
In connection with the purposes described in this privacy policy, we may also share your personal information when relevant with third parties such as:

Our suppliers, business partners and service providers we work with to deliver our services to you and to market and advertise our services.
For the purposes of research, evaluation, and analysis.
Any selected third parties and sponsors that you consent to our sharing your information with, including members of our Trusted Partner Network (TPN).
Regulators and governmental bodies and other authorities who require reporting of processing activities in certain circumstances.
Prospective sellers and buyers of our business or assets, only if we decide to sell or buy any business or assets.
Other third parties, including but not limited to legal or other advisors, regulatory authorities, licensing bodies, courts, law enforcement agencies and government agencies (this includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction), where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.

12. Data transfers

12.1 As members of our Trusted Partner Network (TPN) and other external third parties are largely based outside the UK and/or European Economic Area (EEA), their processing of your personal information will involve a transfer of data outside the UK and/or EEA, including to countries which have less strict, or no data protection laws, when compared to those in the UK and/or European Union.
12.2 Whenever we transfer your information as described in the paragraph above, we will take steps which are reasonably necessary to ensure that adequate safeguards are in place to protect your personal information and to make sure it is treated securely and in accordance with this Privacy Policy. In these cases, we rely on approved data transfer mechanisms (such as the EU or UK “Standard Contractual Clauses”) to ensure your information is subject to adequate safeguards in the recipient country. Please contact us using the contact details at the top of this Privacy Policy if you want further information on the specific mechanism used by us when transferring your personal data out of the UK and/or EEA.

13. Our security and retention of your information

13.1 We want our users and members to feel confident using our services and are committed to protecting the information that we collect by using appropriate technological and operational security measures. For example, information transmitted to us over the internet is secured using Secure Socket Layer (SSL) technology and industry standard firewalls. We also ensure information once received is stored securely and only accessible with the correct authorisation.
13.2 You must keep your password and any other authentication information for our website confidential. If you know or suspect that anyone other than you knows your password or any other authentication information, you must promptly notify us using the contact details below.
13.3 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted during your use of our website.
13.4 We retain your information only for as long as is necessary to provide you with the services that you have requested from us, for as long as we reasonably require to retain the information for our lawful business purposes, or where we are legally permitted to do so. We operate a data retention policy and look to find ways to reduce the amount of information we hold about you and the length of time that we need to keep it.

14. Chief Data Officer

Workspace’s ChiefData Officer’s details and credentials are below:
Chief Data Officer

Workspace Offices Limited
71-75 Shelton Street
London
WC2H9JQ
United Kingdom
+44 7926932258
cdo@workspace-africa.com

15. Your rights to your personal data
15.1 You have certain rights in respect of the information that we hold about you, including:

15.1.1 The right to be informed of the ways in which we use your information, as we seek to do in this Privacy Policy.
15.1.2 The right to ask us not to process your personal data for marketing purposes.
15.1.3 The right to request access to the information that we hold about you.
15.1.4 The right to request that we correct or rectify any information that we hold about you which is out of date or incorrect.
15.1.5 The right to withdraw your consent for our use of your information in reliance of your consent, which you can do by contacting us using any of the details at the top of this Privacy Policy.
15.1.6 The right to object to our using your information on the basis of our legitimate interests 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.
15.1.7 The right to receive a copy of any information we hold about you (or request that we transfer this to another service provider) in a structured, commonly used, machine readable format, in certain circumstances.
15.1.8 In certain circumstances, the right to ask us to limit or cease processing or erase information we hold about you.
15.1.9 The right to lodge a complaint about us to the UK Information Commissioner’s Office (https://ico.org.uk/) as well as a right to lodge a complaint with the relevant authority in your country of work or residence. If you have any concerns about the way we have processed your personal information, we request that you initially contact us (using the contact details above) so that we can investigate, and hopefully resolve, your concerns.

15.2 Please note that we may need to retain certain information for our own record-keeping and research purposes. We may also need to send you service-related communications relating to your website user account even when you have requested not to receive marketing communications.

16. How to exercise your rights

16.1 If you wish to exercise your ‘Right to Access’, ‘Right to be Forgotten’, or any other right under the UK and/or EU General Data Protection Regulation, then please get in touch with us at cdo@workspace-africa.comor call +44 7926932258. You can also write to us:

Chief Data Officer
Workspace Offices Limited
71-75 Shelton Street
London
WC2H9JQ
United Kingdom

16.2 We will comply with your requests unless we have a lawful reason not to do so.

17.What we need from you to process your requests

17.1 We may need to request specific information from you to help us confirm your identity and to enable you to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information 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.
17.2 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. 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.

18. Third-party links and websites

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 privacy notice of every website you visit.

19. Changes to this Privacy Policy and your duty to inform us of changes

19.1 We may make changes to this Privacy Policy from time to time. We will post any changes to our site or notify you of any material changes by e-mail or by a notification on our website.
19.2 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 by updating your profile account information or contacting us via the contact details at the top of this Privacy Policy.
This Privacy Policy was last reviewed and updated in August 2024.