Privacy Policy

At OfficeinLondon.com we take the privacy of our users very seriously. To find out what information we collect from you, what we do with it and why we do this, please read our privacy policy below.

About us

OfficeinLondon.com is owned and operated by Staircase 51 Limited (Company registration number: 08865467). Registered address: Carlyle House, Carlyle Road, Cambridge, CB4 3DN.

Privacy policy

We have broken down our privacy policy into sections relating to the various ways in which you can interact with OfficeinLondon.com.

1. Users: What we do with your data
1.1: Enquiring on a broker-advertised property
1.2: Requesting a report
1.3: Calling our helpline
2. Other ways we use your data
3. Where we transfer your information
4. Our legitimate interests
5. How we keep your information safe
6. Changes to our privacy policy
7. Contact us or make a complaint

1. Users: What we do with your data

Please see below for detailed information about the data we collect from you and how we process it:

1.1 Enquiring on a broker-advertised property

What we do with your data and why

Many of our properties are advertised on behalf of our partners, Office Broker. When you enquire on one of these properties, your information is sent to them via a XML feed. The information we send is: name, company name, email address, telephone number and any other information you choose to add in the optional message field.

As detailed at the point of enquiry, Office Broker may also share your information with relevant office space providers in order to make your search as productive as possible. We do all of this to make your search as effective as possible.

How we store your data and why

We store data for 30 days in our database. This data is also accessible to our staff via our own password-protected content management system and secure reporting system. We do this so we have a record of your enquiry and can assist you within a short period of you enquiring with us.

Your data will also be stored, securely, with Office Broker in its Salesforce database and also with any relevant office space providers in their own respective systems. If you would like Office Broker to remove your information from their system please email them at [email protected]. See Office Broker’s privacy policy at: officebroker.com/terms/privacy-policy.

Office Broker will also send (via email) a record of your enquiry for us to store in our own database and aforementioned reporting systems, with an anonymous lead ID. This report will also contain your company name. This will be stored for 12 months, the period in which we feel an enquiry could convert into a deal (i.e. an office has been rented). All enquiries that have converted into a deal will have their company name stored indefinitely. This is for accountancy reconciliation and adminitrative purposes and as such we believe it is within our legitimate business interests.

1.2 Requesting a report

What we do with your data and why

We work with Office Broker to provide to-the-minute accurate information on office rental markets across London. You can request such information using our ‘free report’ facility. When you submit a report request your information is sent to Office Broker via an XML feed. The information we send is: name, email address, telephone number and any other information you choose to add in the optional message field.

As detailed at the point of enquiry, Office Broker may also share your information with relevant office space providers. We do all this to make your search as effective as possible.

How we store your data and why

Your data will also be stored, securely, with Office Broker in its Salesforce database and also with relevant office space providers in their own respective systems. If you would like Office Broker to remove your information from their system please email them at [email protected]. See Office Broker’s privacy policy at: officebroker.com/terms/privacy-policy.

1.3 Calling our helpline

What we do with your data and why

Across the site, specifically in the header and on property listings, you will see our helpline number.

Upon ringing this number, you will be put through to our partners Office Broker. They may ask for personal information such as: name, company name, email address, telephone number and other relevant information about your requirement. Office Broker may also share your information with relevant office space providers. We do all this to make your search as effective as possible.

How we store your data and why

Your data will be stored, securely, with Office Broker in its Salesforce database and also with relevant office space providers in their own respective systems. If you would like Office Broker to remove your information from their system please email them at [email protected]. See Office Broker’s privacy policy at: officebroker.com/terms/privacy-policy.

2. Other ways we use your data

We also may use your data in the following ways:

Cookies: Our website uses cookies to ensure you have the best experience possible. We make every user aware of this through clear cookie messaging. By continuing to use OfficeinLondon.com you consent to the use of these cookies. You can read more, alter cookie settings and opt out of cookies here.
Conducting research: We want to provide users with the best experience possible on OfficeinLondon.com and as such we may get in touch to ask relevant questions about the site. In exchange you may be compensated for your time. We will check with you before conducting any research.
Google: We use tools such as Google Analytics and Google AdWords to analyse and report on site performance. While these do not store personal information such as your name or email address, they may record an IP address and provide us with demographic information about you as a user (specifically age, gender, location, language, interests). To the best of our knowledge this cannot be tracked back to any personal identifiers. We keep this information indefinitely to help us assess performance over time.

Server: Our website is hosted by Amazon Web Servers (AWS). Information we collect when you visit our website will be shared with Amazon. AWS is recognised as a world-leader in secure cloud computing services and provides hosting services for many websites. It is based in the US but information is only processed in the EU. Your information will not be shared with other parties.
Advertising: We may use your behaviour on OfficeinLondon.com to show you relevant advertising in the future through remarketing on the Google and/or Bing ad network. We may also use the personal information you have shared with Google in your Google account to display relevant advertising. You can read more about this in our cookie policy.

3. Where we transfer your information

Most of the information you share with OfficeinLondon.com will be transferred and stored within locations in the EU. We may occasionally share this information with services based in the US. When we do so will endeavour to have contracts in place to ensure the security of this data. We also generally take steps to ensure such data will be treated securely. When you submit information to us you agree to it being stored and transferred in this manner.

4. Our legitimate interests

When we collect information about our users, we must do so under a clear legal basis. Many of the times we gather information from our users will be in order to fulfil a contract, specifically regarding renting an office space. When we do so we will always outline how we intend to use your information. There are also occasions when we will ask for your consent to process personal information.

On all other occasions, our legal basis for collecting information is that it is in our legitimate business interests. This means the interests of our company in order to provide you with the best experience on OfficeinLondon.com. When we process your information in this manner we balance the impact on you (whether that be positive or negative) with your rights under data protection law. We understand our legitimate business interests cannot override your own interests.

You have a right to object to this, and you can find details on how to do so later in this policy.

To help you find an office space: As mentioned both in this privacy policy and at the point of enquiry, we may share your personal information with our partners Office Broker. It may also share this information with office space providers. We do so in order to find you the best office as quickly as possible. Having worked with numerous office space brokers, we are confident this process gives you the best chance to find a fantastic office.
To help with an enquiry: We store your data for a limited period, so we can quickly and easily locate you within our system and assist with any issues you may have. The amount of time data is stored for can vary (please refer to section 1 to find out which applies to you).
To report on revenue: We may use personal information such as your email to connect your enquiry with revenue from commission we are paid as a result of rentals taken out through Office Broker. We may also use this information to assess the performance of the site according to certain metrics associated with your session (e.g. traffic source). In doing so we aim to provide a better experience for others using OfficeinLondon.com.
To improve our site: Similar to the above, we may record information about your visit in order to improve the OfficeinLondon.com website for all users. Analysis of user behaviours allows us to ensure we are running the site correctly and at a high level of performance.

5. How we keep your information safe

The security of our users’ data is a key concern at OfficeinLondon.com. We have in place several procedures to keep your information safe, which include but are not limited to:

https protocols: We use https on OfficeinLondon.com to encrypt user data between the device and our website.
Password protection: Our content management systems are secured via passwords. We use LastPass to further secure our passwords within the company.
Google authentication: Our reporting, email, Google Drive, content management systems, Analytics and AdWords are all secured via Google Authentication which is backed up by two-step verification logins.
Data deletion: We delete all non-essential data after a short, relevant period (outlined above). This includes an overwhelming majority of the personal data we gather from enquiries on OfficeinLondon.com.
Access: Within our own company, access to personal data is limited to a small number of relevant individuals.
Firewalls and antivirus: We ensure staff use password protected devices with up-to-date firewalls and antivirus software.

6. Changes to our privacy policy

This privacy policy may be subject to occasional change. Any changes to our privacy policy in the future will be posted to the website and, where appropriate, through email notification.

7. Contact us or make a complaint

If you would like to find out what information we hold on you; change, correct, remove this information; request we stop using it; or make a complaint, please email us at [email protected] or send a letter to:

OfficeinLondon.com, Carlyle House, Carlyle Road, Cambridge, CB4 3DN

If you do wish to make a complaint, or are concerned about the way in which we are handling your data, you can raise this concern with a relevant regulatory authority within your country of residence. In the UK this is the Information Commissioner’s Office.