Privacy Policy

Our contact details are - DeskLodge Ltd, DeskLodge House, 2 Redcliffe Way, Bristol, BS1 6NL, 0117 325 8259
‍team@desklodge.com

This privacy notice was published in May 2018 and last updated in January 2025.

The type of personal information we collect:
Contact information (for example, full name, telephone number, email address and home/business address).
CCTV images (for example, images and video footage within the space).
Usage information (for example, how you use the workspace and the Wi-Fi).
Device and browser data (for example, your IP address, operating system, device type, browser type and UUID for mobile devices).
Log data (for example, originating IP addresses, internet service providers, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system versions, device type and timestamps).
Financial & billing information (for example full name, address, email address and financial information).

How we get the personal information and why we have it.
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Most of the personal information we process is provided to us directly by you for one of the following reasons:
We use the contact information to provide our services and support to you, respond to your enquiries, send you service related emails relating to your membership, send you information relating to news and events and gain your feedback on our services. We also use contact information to meet our legal obligations and perform anti money laundering checks.
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We use financial & billing information to bill you for the services we provide and facilitate you making credit/debit card payments.
We also receive personal information indirectly, from the following sources in the following scenarios.
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We capture CCTV images onsite to prevent and record any criminal activity and provide a safe working environment for everyone.
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We collect usage information about your WiFi usage so that we can monitor its speed and any abuse.
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We collect information about your workspace usage via access cards so that we can monitor activity and continually improve our services.
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We use device and browser data to troubleshoot problems with our service and to make improvements to it, or to customise the interface for that device. We also infer your geographic location based on your IP address for abuse purposes.
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We use log data for monitoring abuse and troubleshooting. Creating new services, features, content or making recommendations. Tracking behaviour at the aggregate/anonymous level to identify and understand trends in the various interactions with our services, help us track website conversion success metrics, log any errors and issues with and improve our website.

We may share this information with the following organisations and individuals, for the following reasons:
OfficeRND - in order to manage memberships and renewals.
Stripe for collecting payments.
HubSpot - to manage enquiries and member communications.
Meta, X, LinkedIn - for profiling to recruit new members.
Xero for accounting.
NavIP and KISI - for access control.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(A) Your consent. You are able to remove your consent at any time. You can do this by contacting team@desklodge.com.
‍(B) We have a contractual obligation.
(C) We have a legal obligation.
(D) We have a legitimate interest.

How we store your personal information:
Contact and financial & billing information is securely stored in password protected (includes 2FA) digital software. Access is restricted to team members on a need-to-know basis.

We keep contact and financial & billing information for as long as you are a member with us and 2 years subsequently, unless you request its immediate deletion and it is not required for legal or tax purposes. We will then permanently dispose of your information by deleting your account.

CCTV images are stored on the recording system for 30 days then automatically wiped.

Usage information is securely stored in Office RnD.

Your data protection rights. Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights.

If you make a request, we have one month to respond to you. Please contact us at DeskLodge Ltd, DeskLodge House, 2 Redcliffe Way, Bristol, BS1 6NL. 0117 325 8259, team@desklodge.com if you wish to make a request.

How to complain.
If you have any concerns about our use of your personal information, you can make a complaint to us at team@desklodge.com.You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline number: 0303 123 1113ICO website: https://www.ico.org.uk