Fair Processing Notice for Customers

At Flexioffices, we respect your personal data. This Fair Processing Notice explains how we will use your personal data when you

Your information will be filed securely on our computers and any paper copies will also be securely stored.

Our contact details

Flexioffices

2nd Floor, 11-15 Emerald Street

London

WC1N 3QL

020 7831 1753

Our ICO Registration Number is:Z5337994.

Our Data Protection Officer is Emma Butler who can be contacted on 020 7061 3620

What personal data do we collect about you? How will we use that personal data?

When you use our website, we will collect the following personal data about you:

When you download our Handbook, we will collect your name, email address and telephone number.

At the time you’ll also be asked if you would like us to keep you updated on market news, new offices and good value, and our unique reports offering insight into the flexible working industry. If you tick the box, we will keep your email address on our database so that we can send you these updates via email. You may of course unsubscribe at any time.

We will get in touch with you by phone (likely within 48 hours) to find out when the best future time will be to speak about helping you find office space.

When you ask for a Quick Quote, MultiQuote or register an enquiry through our Live Chat functionality , we will collect and process your name, company name, telephone number, email address, size of office needed and where you would like your serviced office to be based.

This is so that we can pass your details on to our office providers with relevant information about your needs, which will allow them to offer you the right office directly. They will contact you by phone and / or email.

At the time you’ll also be asked if you would like us to keep you updated on market news / newsletters, new offices and good value, and our unique reports offering insight into the flexible working industry. If you tick the box, we will keep your email address on our database so that we can send you these updates via email. You may of course unsubscribe at any time.

Once you have submitted your details, we will get in touch with you by phone and / or email to discuss your search criteria further. We will collect and process additional information to include your current office address, company name and type of business as well as reasons for your move, start date, budget and any key driving factors.

Based on your specific needs, the office providers we introduce you to may be different from those you selected whilst browsing our website.

During office hours we will contact you by phone and / or email to see how we can help you. If we have not been able to contact you straight away we will pass your details to office provider(s).

At weekends and between 5.30pm -9am, your details will be passed directly to the relevant office provider(s) for them to contact you.

We record our telephone calls for training and monitoring purposes. When you enquire with us by telephone, we will also use the recorded calls as a record of your consent to receiving marketing information from us in the future, which we will ask for during the call.

If you decide to rent one of the serviced offices you find on our website, we will keep in touch with you with further information including emails to make sure everything has gone to plan.

We want to ensure that the quality of service we offer you is the best that it can be through the personal information that you share with us. Ultimately, we want to offer you the best service by using your data to:

  1. Ensure that the content on our website is up-to-date, relevant, informative and functions adequately
  2. Make sure that you are the updated with the latest news and views on important industry developments
  3. Make you aware of the latest offices that would be suitable for you and your business
  4. Share our content that will help to provide useful information for our customers.

We will also use your data occasionally to produce industry insights into our industry. Check out this example we worked on previously, whereby we gathered data on what our customers were spending on their offices to work out the average cost of a desk in London:”This tube map shows how much it costs to rent office space in zone one” (Timeout London)

To make sure that we achieve the above objectives, we use cookies and collect your personal data in a number of ways which we have set out below:

What is our legal basis for processing your personal data? How long do we hold your personal data?

We need a legal basis in order to process your personal data.

You have the right to unsubscribe to marketing at any time. If you choose to unsubscribe, we will keep your name and email address on a suppression list so that we don’t email you again by accident.

Do we have a statutory or contractual requirement to process your personal data?

There is a contractual requirement for us to process your personal data if you are one of our customers as we need to fulfil our contractual responsibilities.

Do we use any automated decision making?

We don’t use any automated decision making, but we do make use of cookies, pixels and tags. More information about cookies and how you can opt out of retargeting can be found here.

Who do we share your personal data with?

Do we transfer your personal data outside of the EU or EEA?

We use Microsoft and DropBox which are based in the USA. However adequate safeguards are in place as these organisations are certified to the EU-US Privacy Shield Framework.

How long do we keep your personal data for?

You have rights in respect of our processing of your personal data which are:

If you want to exercise any of these rights, please contact us.

You also have the right to lodge a complaint about our processing the UK’s Information Commissioner’s Office

Testimonials

Flexi Offices Agent and Experience
In this situation the agent was unable to find me an office space to the specifications needed but this was not for want or trying, I found my interaction with Julian to be an open and enjoyable ex...
ibrahim a
Liam was very helpful
Liam was very helpful and arranged viewings within hours of my enquiry. I would definitely recommend flexioffices, what a great service.
Great co. to deal with
Anna has been very easy to deal with, understanding our needs and helping us to achieve what has been required within our very tight time schedule. Always attentive and followed up on all questions...
Stuart Campbell
Very good agency
Very good agency, friendly staff, very professional, highly recommended
Aggie
Excellent serviced office agent
We are very happy with the service Flexioffices provided. Our project was time pressured and the team were always at hand to intercede with the serviced office provider and give helpful advice.
Michael Dempsey
Very responsive
Very responsive - always answered phone and email immediately and had good follow up
Ann
Impressed
We recently used FlexiOffices to find a new serviced office space in the City of London. I only dealt with Amy who was excellent. Amy called me within 20 minutes of my original email, took my detai...
Richard
Less than 2 weeks from initial enquiry to signi...
When we decided to move to new serviced offices nearer public transport hubs, I filled in my requirements on a number of agents websites. Natalie from Flexioffices contacted me within hours, wherea...
Mike Edwards
Highly Recommended!!
I would highly recommend Flexioffices to anyone looking for commercial space in London and my agent Andy Hickling was wonderful and had plenty of time for us.
Jamie Belman
Very professional
Very professional, friendly and positive service. Amy fully understood our requirements and rapidly organised office viewings for us and generally facilitated the process. We would recommend Amy wi...
Perenna