In this policy, “personal information” or “personal data” means information about an identifiable individual that is subject to protection under the law in the jurisdiction in which you reside. In some jurisdictions, “personal information” or “personal data” will not include business contact information.
The Websites collect information through a variety of different ways and for different purposes as follows. If you choose to register with any of the Websites to receive updates from us, to manage your account, and/or use our self-service portal, then you will be requested to provide contact information (name, address, telephone number, email address, a unique login name, and password). We use this information pursuant to our legitimate business interests to provide our services and/or to contact you about the services on our site in which you have expressed interest.
The Websites automatically collect technical information about your visit (such as the browser type, internet service provider, platform type, Internet Protocol (IP) addresses, referring/exit pages, operating system, and date/time stamp). We aggregate this information for reporting about the Websites to analyze trends, diagnose problems with our server and administer the Websites, to track user movement and use, and to gather broad demographic information. See “Cookies and other digital markers” below for more information.
You also have the option to provide demographic information (such as type of business, size of business, locations, etc.). We use this demographic information to understand your needs and interests and to provide you a more personalized experience on our site. The information is used by the group to process your orders, enable participation in promotions (subject to your marketing preferences), and so that we can provide our services to you.
If we speak to you over the phone, you may provide us with personal data during the call. Such calls may be recorded for training and quality purposes. You will be informed at the outset of a call if it is to be recorded, giving you the opportunity to end the call if you are not comfortable with recording.
If you visit our centres in which we have installed CCTV, we may record footage of you on our CCTV system.
Through the Websites, you can order products or services, request information, or subscribe to marketing or support materials. In order to purchase a product or service from us, we will request certain information from you which will be used for contract performance purposes. You will need to provide contact information (such as your name, email, and shipping address) and financial information (such as a credit card number, billing address, and expiration date). Financial information collected from you is used only to bill you for the products and services that you have purchased.
If we collect credit card information from you, we only use this information for payment processing and fraud prevention. Credit card information and other similar sensitive personal data are not used for any other purpose by the group without your express consent. We do not retain your credit card information after processing a payment unless you grant us permission to retain your credit card information for future purchases.
We may be required to share information with third parties as a result of the applicable laws. For example, we may be required to disclose information as a result of a court order, subpoena, or warrant. In addition, we may, subject to the applicable laws, voluntarily provide information in order to assist in a law enforcement investigation or where the disclosure is necessary to protect our systems, our business, or the rights of others.
We may also use your contact information to send you information about other group products and services, such as meeting rooms, virtual offices, workplace recovery, offices, coworking and memberships subject to us having obtained your consent in accordance with the applicable laws. If you do not want to receive these promotional announcements on an ongoing basis, you can notify us to update your preferences (see “Your choices and Opting Out” below).
We will respond to your inquiries, provide services you request, and manage your account. We will communicate with you by email or telephone and will make every effort to honour your preference.
Subject to the marketing preferences which you give us, we will also send you information on new products, services, special savings, promotions and general information. If you do not want to receive this information, you can opt-out of receiving future mailings (see ‘Your choices and Opting-Out’ below).
If you ask to subscribe to our newsletters, we will use your name and email address to send the newsletter to you. You can sign up for these newsletters from us on our registration page. You may unsubscribe at any time (see “Your choices and Opting Out” below). When necessary, we will send you service-related announcements, which are not promotional in nature. If you do not wish to receive them, you may deactivate your account with the Website.
Please note that we do not provide your email address to our business partners. However, we may send you offers on behalf of our business partners – see “Types of information we collect and use” above for more details. You can opt out from receiving email offers from us as described below.
Digital markers & Cookies
We are committed to protecting the privacy needs of children, and we encourage parents and guardians to take an active role in their children’s online activities and interests. We do not knowingly collect information from children under the age of 13, and we do not target our websites to children under 13.
We give you the choice of receiving a variety of information that complements our products and services. You can subscribe to receive certain product-and service-specific information and group-wide marketing communications. Such communications may include new product information, special offers, or an invitation to participate in market research. If you no longer wish to receive our newsletters and/or promotional communications, you may opt out of receiving them by following the instructions included in each newsletter or communication, including by contacting us.
We do not guarantee or warrant the security of our servers, nor can we guarantee that information you supply through the Website will not be intercepted while being transmitted over the internet. We follow generally accepted industry technical standards to protect the personal data submitted to us, both during transmission and once we receive it. When you enter sensitive information (such as credit card information) on our registration or order forms, we encrypt that information using secured socket layer technology. Where we process personal information for marketing purposes or with your consent, we process the data until you ask us to stop and for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in the future. We keep recordings of telephone calls and CCTV recordings for relatively short periods of time, as determined in accordance with our internal compliance procedures implemented from time to time.