Capital Business Centre Limited (“Capital Business Centre”) is committed to complying with the General Data Protection Regulations and the Data Protection Act. We want to assure you your personal data is kept securely and safely and that it is well looked after. We only use your data for legitimate business purposes. This notice demonstrates how we use your data and helps you to understand:
- what your rights are
- how and why Capital Business Centre collect information from you
- who we share your information with, why and on what basis
We will sometimes refer to ourselves in this notice as “we” or “us”. Capital Business Centre will have a “Data Controller” – this will usually be the Centre Manager. This person will determine the purposes and methods by which your personal data is processed.
What information do we collect when you join Capital Business Centre and why?
When you use the services of Capital Business Centre, we offer a service to you and your company. We have a legitimate business interest in maintaining records, to enable us to carry out this role. In order to set you up as a client on our system, we will ask you to provide;
- full name
- company email address
- company mobile phone number (or personal mobile number where used for business purposes/emergency contact details)
Additional details will be required from business owners/managers and 25% + shareholders, to enable us to comply with Money Laundering Regulations. This is because we provide you with a registered office address. These details include;
- home address
- passport/driving licence
- two forms of proof of address
- bank reference
- date of birth
- home/personal contact numbers
- when your account is set up, we will retrieve information about you from a credit reference agency; see “Who we share your information with and why” for more information
When you walk around our building at Capital Business Centre, we use CCTV for security monitoring purposes – this information is only shared with the police on request.
How do we use your information?
Data Protection only enables us to use and share your personal data when there is a legitimate reason. These reasons include:
- Contract – your personal data is processed in order to fulfil a contractual arrangement
- Consent – where you agree to us using your information in this way
- Legitimate Interests – where we require your personal data to facilitate the provision of our facilities and services and manage the business centre
- Legal Obligation – where there is a legal or statutory requirement to share your data
This list presents the ways in which we may use your personal data and our reasons for doing so. Where we list legitimate interests as a reason, we also describe below what we believe these legitimate reasons are.
|What your personal information is used for||Legal basis and reasoning for using your data||Our Explanation Of Capital Business Centre’s Legitimate Interests|
|To respond to your enquiry for office space/virtual offices/ meeting room hire.||• Legitimate interests||To provide details on our services and facilities at your request and to keep you up to date with our availability.|
|To set up your Licence Agreement||• Fulfilling a contract||N/A|
|To contact in an emergency||• Consent||N/A|
|To maintain the security of the building||• Legitimate interests||To monitor key allocation and ensure that the building is secure.|
|To comply with Money Laundering Regulations||• Legal obligation||N/A|
|To ensure proper and legal use of our internet||• Legitimate interests||Maintaining network and data security.|
|To manage the car park||• Legitimate interests||To monitor client use of the car park|
|To detect and report financial crime (e.g. Fraud)||• Legal Obligation||Compliance with any legal obligation placed on us by regulators (e.g. Money Laundering Regulations).|
|Marketing communications e.g. special offers, new services or facilities.||• Legitimate interests||Improving our provisions to customers in order to attract and retain clients.|
|Keeping you informed as to any important information concerning the building, the business centre.||• Legitimate interests||Ensuring that our clients are aware of any changes or developments to our building (e.g. building maintenance works which may restrict access).|
|Customer satisfaction surveys.||• Legitimate interests||For the purposes of market research and to improve and develop our service offering to attract and retain customers.|
Who we share your information with and why
Capital Business Centre works with a number of trusted suppliers and businesses. This is done in order to provide the best possible service to our clients. These third parties include:
We provide services such as burglar alarm monitoring and security, security fob access, cleaners & taxis. Some partners must have access to our data but they are given minimal personal information in order to provide products and services on our behalf.
Capital Business Centre works with a number of delivery partners in order for you to send and receive mail/parcels. They are only provided with minimal personal details in order to enable us to monitor the delivery of your items and charge accordingly.
Capital Business Centre works with business who support our telecoms, IT, Internet, financial systems, website and other business systems. They will be provided with minimal information in order to carry out their operations on our behalf.
Credit Reference Agencies
Fraud prevention services
We have a legitimate interest in processing the personal data of directors, managers and 25% + shareholders in order to protect our business and prevent money laundering and fraud. We will allow law enforcement agencies access to your personal data to detect, investigate and prevent crime
Consequences of Processing
We reserve the right to terminate our Licence Agreement with your company, should we, or a fraud prevention agency determine that you pose a risk in terms of fraud or money laundering. Your services and facilities will cease immediately and your access to the business centre will be restricted or revoked where necessary.
Transfers to third countries
None of the information you provide to us is transferred outside the European Economic Area. The data is held on site and with a select few third party suppliers based in the UK.
Keeping in touch with you
We want to keep you informed as to any important information concerning the Business Centre, the building and any developments to our services and facilities. We will use your work email address in order to do so, unless you have provided us with and/or have a preference for us using your personal email address. When we set your company up on our system, we will ask you if you are happy for us to hand out your details to telephone callers/visitors to reception/other clients in the building.
Capital Business Centre will not share your personal information with any outside companies for marketing purposes.
Should you decide that you would like to be removed from our enquiry database for office space/virtual offices or meeting facilities, you can request that we stop by writing to the Data Controller at email@example.com, by calling the Business Centre on 0131 221 1234. We will attempt to remove you from the database as quickly as possible.
How long we keep your information
Should you provide us with your personal information, we will keep it for only as long as necessary in order to provide you with the information, services or facilities you have requested from us. The duration will depend of the purpose for which the information is intended and our legal obligations.
Of course, you can request that your data is deleted at any time and we will action this request unless we are required to hold on to data for legal reasons.
What are your rights
We are registered with the ICO and adhere to their guidelines regarding requests for personal data as follows:
- Right to be informed – you have a right to be informed about the collection and use of your personal data
- Right of access – you have a right to request access to your personal data and further details on how it is processed
- Right to rectification –to have your personal information corrected if it is inaccurate or incomplete
- Right to erasure (also known as the Right to be Forgotten) – to have your personal information erased.
- Right to restriction of processing – to restrict processing by enabling the storage but restricting or preventing the use of your personal information
- Right to data portability – to move, copy or transfer data electronically between systems in a standard format
- Right to object – to object to processing of your personal data
- Rights with regards to automated individual decision making, including profiling
All requests must be made to the Data Controller – please contact 0131 221 1234. Your request will be responded to within one month.
Should you wish to make a complaint regarding the handling of your personal data by Capital Business Centre, you may contact the ICO (Information Commissioner’s Office) www.ico.co.uk. However, we would ask that you contact us prior to this to enable us to address and resolve any issues that you may have.
We use Google Analytics to track how our website is used and to collect statistics. The information is obtained using cookies (text files /IP addresses) which sit on your computer. This data will be stored by Google on their United States based servers. You can choose not to accept cookies by selecting this setting in your browser. For further information on cookies, please visit: www.aboutcookies.org
Should you need to contact us please write to:
Data Controller, Capital Business Centre, CBC House, 24 Canning Street, Edinburgh, EH3 8EG
This privacy notice was last updated on 11th May 2018. Should any changes be made to this notice, a public notice will be made on our website.