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 or a MultiQuote, 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

Thank you Flexioffices
I was pointed to Flexioffices by a former colleague of mine and I am very glad I messaged Amy to find us an office. We discussed our requirements over the phone, she understood what I wanted and th...
Jonathan K
Fantastic service!
Jake made the process so easy from day one. He listened to our brief, narrowed down the market to a few relevant places to see, and organised viewings straight away. He gave us great insight in to ...
Chloe Bishop
I have worked with Conor Butcher on…
I have worked with Conor Butcher on numerous occasions with various clients he has successfully placed within our centres. He has always been on top of all the referrals he sends across as well as ...
Ainsley Sutherland
Louise was super helpful and found me…
Louise was super helpful and found me available options within the hour.
Anna
Louise was awesome from start to finish…
Louise was awesome from start to finish - really took the time to understand what we were looking for. Highly recommended.
Mark (KAND London)
Very helpful from start to finish
Very helpful from start to finish
I always find them to be honest and…
I always find them to be honest and helpful. I always feel comfortable when dealing with Stephen Hickey, I trust him and know that as a company, they always try their best.
Kevin N
What can I say about Natalie McGrath
What can I say about Natalie McGrath - always so helpful, a joy to deal with and a real credit to the Flexi-Offices team!
Chris Pound
Highly recommended.
Highly recommended. Excellent knowledgeable service provided.
CB
Asha has been fantastic in supporting…
Asha has been fantastic in supporting me with finding clients serviced office space. I would highly recommend her.
Nick Haycox