Privacy Policy

Privacy Policy

BACKGROUND:

A Space in the City Serviced Apartments Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits our website, www.aspaceinthecity.co.uk, makes a reservation, contacts us, purchases products from us or visits one of our properties and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1.Information About Us

Our Site is operated by A Space in the City Serviced Apartments Limited, registered in Wales under company number  10505524

Registered address: Boston Buildings, 70-72 James Street, Cardiff, CF10 5EZ

2. What Does This Policy Cover?

This Privacy Policy applies to the methods we use to collect information about you.

  • Through our website when you register, login, commence or complete an online transaction to use our products and service
  • When you contact our team via email, telephone or live chat to make a booking or set up a corporate rate agreement
  • Subscribe to any of our marketing communications
  • Provide feedback
  • Complete customer surveys and use our concierge app
  • To carry out our obligations arising from any contracts entered between you and us and to provide you with the information, products and services which you request from us

3.What is Personal Data

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

4.What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

  1. The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 14
  2. The right to access the personal data we hold about you. Part 12 and 14 will tell you how to do this.
  3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 14 to find out more.
  4. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 14 to find out more.
  5. The right to restrict (i.e. prevent) the processing of your personal data.
  6. The right to object to us using your personal data for a particular purpose or purposes.
  7. The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  8. Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 14.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

5.What Data Do We Collect?

Personal Information

When you visit our website, we collect information about your use of the website.  This includes both information we collect directly from you, and information we collect about your behaviour.  This information may constitute ‘personal data’ under GDPR  We use this information to provide you with offers, both on our website and via advertisements on other websites you visit.

When you book an apartment with us we need to collect personal information about you in order to process the booking.  This will include full or partial contact details including name and address, telephone and email address.  We collect payment card information from you should you choose to use this form of payment.  If you are overseas we may also collect your passport details.  We may collect additional information in connection with your participation in any promotions or competitions offered by us and information you provide when giving us feedback.

Analytical information

Analytical website software is also used to better understand the trends of our customers, this helps us improve the layout and relevance of the website for your benefit.

6.How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for the following purposes:

We will use your information to provide and personalise our services. We will also use your contact details to communicate with you. We may use your information to send you offers and news about A Space in the City and we may contact you by post, email, telephone (including SMS) for these purposes. Your data may also be used for the following purposes: credit or other payment card verification and screening, invoicing, administrative and accounting purposes, statistical and marketing analysis, systems testing, maintenance and development, customer surveys, customer relations and to help us in any future dealings with you, for example by identifying your requirements and preferences. We like to get your feedback to help us to improve our service so we may contact you by post, email, telephone or fax to ask your opinions. There may be instances where it may be necessary for us to communicate with you, for administrative or operational reasons relating, for example, to advise you of alterations to bookings. We may also use and analyse the information we collect to administer, support, improve and develop our business. The information you provide to us will be held in our systems, which are located on our premises or those of an appointed third party.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

We use the following automated systems for carrying out certain kinds of decision-making or profiling. If at any point you wish to query any action that we take on the basis of this or wish to request ‘human intervention’ (i.e. have someone review the action themselves, rather than relying only on the automated method), the GDPR gives you the right to do so. Please contact us to find out more using the details in Part 14

Site Tracking

We use tracking software to monitor customer traffic patterns and site use age to help us develop the design and layout of the site to better meet the needs of visitors to our website.  This software does not enable us to capture any personally identifying information.

In addition to the information which you may volunteer to us, some information is automatically collected when you visit our website via tracking technologies employed by us such as cookies, flash cookies, web bugs, javascript. These technologies collect technical information from your computer such as your Internet protocol (IP) address, your operating system and platform, browser type and version and referrer website whenever you visit our website.

Disclosure to third parties

A Space in the City will not use your personal information for any purpose other than in connection with our services in accordance with our privacy policy, or supply it to any third party unless required in order to complete your booking with us or to protect you or A Space in the City from fraud or theft.

If you give us feedback via one of our review partners such as Tripadvisor (full terms found here) you agree that both parties have the right to store, archive, copy, distribute, transmit make publicly available, broadcast for reception by any device of reception and displaying the review irrespective of the form of transmission (in particular via the internet, mobile digital services, telecommunications platforms and service, TV, print media etc.) This includes the right to export the review in whole or in part into social media platforms and other intercommunicative and/or user-driven online services and make it available to other third parties, including the right for such parties to also distribute the content themselves via the afore-mentioned platforms and services.

If A Space in the City passes personal data, which includes information about your method of payment and booking, to the credit or debit card company that issued the card with which you made your booking. We may also disclose personal information to any of our group companies.

For your convenience and information, the A Space in the City website and app provide links to other websites. These sites may have different security and privacy policies and that we have no control over and take no responsibility for any information contained in these sites.

Such third-party websites may contain privacy policies that differ from that of A Space in the City and we encourage you to review and understand their privacy policies before providing them with information.

7.How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. This may be up to 4 years, unless a longer retention period is required or permitted by law.

Should you choose to unsubscribe from our mailing list, please note that your personal data may still be retained on our database to the extent permitted by law.

When you make a booking or enter personally identifying information your payment details are transmitted across the internet securely using high-grade encryption (128 bit). In addition, as required by GDPR, we follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access. Our security procedures mean that we may

request proof of identity before we are able to disclose sensitive information to you. We will retain your information for a reasonable period or as long as the law requires. To help us keep our databases up to date, please let us know as soon as your contact details change or if you notice any inaccuracies in them.

8.How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.  We are fully committed to ensure full compliance with GDPR.  The steps we have taken include keeping personal data up to date, by storing and destroying it securely, by not collecting or retaining excessive amounts of data, by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in please to protect personal data.

9.Do You Share My Personal Data?

We may allow access to your personal information by third parties who act for us for the purposes set out in this policy or for other purposes approved by you. Please see “disclosure to third parties” above for more information.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 6

If any personal data is transferred outside of the European Economic Area, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 9.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

10.How Can I Control My Personal Data?

10.1 In addition to your rights under the GDPR, set out in Part 4 when you submit personal data via our site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and mailers at the point of providing your details and by managing your Account.

10.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

11.Can I Withhold Information?

You may access certain areas of our Site without providing any personal data at all. However, to use all features and functions available on our site you may be required to submit or allow for the collection of certain data.

You may restrict our use of Cookies. For more information, please refer to our cookie policy.

12.How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 14

We will respond to your subject access request within 14 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

13.How Do You Use Cookies?

Cookies are small pieces of information that are stored by your browser on your computer’s hard drive, and enable A Space in the City to provide features such as remembering your search preferences. Cookies can be deleted from your hard drive if you wish. Most web browsers automatically accept cookies, but you can change your browser settings to prevent that. Even without a cookie you can use most of the features on the website. Our cookies do not contain any personally identifying information.

Cookies are also used in email messages you have agreed to receive and on our website to help us measure the effectiveness of our advertising and how visitors use our site. If you do not want to help us learn how to improve our offers and marketing strategy, you can opt out of this email cookie.

If you click on a link in the email, we may set a cookie on your browser. If you visit A Space in the City’s website as a result of clicking on a link, we are able to understand how you interact with the pages of our website through the combination of the cookie and pixels set on the pages of our website. This enables us to understand what interested you in our emails and what did not, and what interests you about our website and what does not. We can then try to send you more interesting information in the future. Please note that this information is for our use only – we do not disclose or share this information with any third parties. If you do not wish this to happen, you can change the cookie settings in your browser.

In addition we use Google Analytics, a web analytics service provided by Google Inc (Google). Google Analytics uses cookies, to help analyse how visitors use our site. The information generated by the cookie about the use of our website (including your IP address) will be transmitted to and stored by Google on servers in the USA. Google uses this information to evaluate your use of our website, compiling reports on website activity for us and providing other services relating to website activity and Internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your web browser, however please note that if you do this you may not be able to make full use of our website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

If you want to know more about our use of cookies, read our cookie policy.

14.How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details;

Email address: info@aspaceinthecity.co.uk

Telephone number: 029 200 99889

Postal Address: A Space in the City Serviced Apartments Limited,

Boston Buildings, 70-72 James Street, Cardiff, CF10 5EZ

A Space in the City Website Terms and Conditions

15.Disclaimer

Information on this site is posted in good faith and updated regularly, but A Space in City cannot guarantee its completeness and accuracy. A Space in the City does not accept any liability to you or any third party for any error or omission on this site. A Space in the City may change, update or delete the terms and conditions or any information on this site without prior notice. A Space in the City does not warrant that this site will be uninterrupted, error free or that any information or other material accessible from this site is free of viruses or other harmful components. A Space in the City is not liable for any direct or indirect loss resulting from your use of the information on this site, except we shall be liable for death and personal injury resulting from our negligence.

16.Intellectual Property

The A Space in the City name, logo and all related product and service names, design marks and slogans are the trademarks or service marks of A Space in the City. All other names, logos and all related product and service names, design marks and slogans used on this site are the trademarks or service marks of their owners. All rights are acknowledged. The copyright in all apartment details, slides, photographs, images, maps, travel information and other material on this site rests with A Space in the City or its suppliers. Your access to the material and products or services available through this website does not give you a license to modify, display, license, transfer, sell, reproduce, distribute or otherwise use any material (including data), apart from making limited copies of your booking details for your personal use only. You may link to the home page of this site, but may not:

* deep-link or use frames to limit the complete and full intended use of this site;

* bypass or circumvent any measures employed by A Space in the City to limit such deep linking or use of frames;

* impose, in A Space in the City’s opinion, an unreasonable or disproportionately large load on this website;

* use any robot, spider, scraper or other automated means or manual process to access, monitor or copy any material on this website; or

* you may not use in any way these rights or other intellectual property rights in material relating to this website without the prior written consent of A Space in the City.

17. Promotions

Promotional or discounted offers on this site are provided at the discretion of A Space in the City. All offers are subject to availability and may be withdrawn at any time.

18.Your Responsibility

You must keep secure any means of identification which A Space in the City supplies to you in order to use any services on this site.  You acknowledge that you will be financially responsible for all use of this website including the use of your account by others.  You must supply accurate and not misleading information when using any services on this site.

You confirm to A Space in the City that you are at least 18 years of age and possess the legal authority to enter into this agreement and to use this website in accordance with all the terms and conditions contained within.

19.Applicable Law and Jurisdiction

These site terms shall be governed by English law. Any disputes involving this site shall be subject to the jurisdiction of the English courts.

No unlawful or prohibited use

As a condition of your use of this site you warrant to A Space in the City Serviced Apartments Limited that you will not use this site for any purpose that is unlawful or prohibited by these terms, conditions and notices.

Links to third-party site

This site may contain hyperlinks to sites operated by parties other than A Space in the City Serviced Apartments Limited. These hyperlinks are provided for reference only. A Space in the City Serviced Apartments Limited does not control them and is not responsible for their contents or your use of them. A Space in the City’s inclusion of hyperlinks to such sites does not imply any endorsement of the material on such sites or any association with their operators.

A Space in the City Serviced Apartments Limited

All rights reserved. No part of this website or the data contained within it may be reproduced in any material form (including storing it in any medium by electronic means and whether or not transiently or incidentally to some other use of this website) without permission of the copyright owner.

Warning: the doing of an unauthorised act in relation to a copyright work may result in both a civil claim for damages and criminal prosecution.

20.Changes to this Privacy Policy

We may change this Privacy policy from time to time. This may be necessary, for example, if the law changes, or if change our business in a way that affects personal data protection.

Any changes will be immediately posted on our site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our site following the alterations. We recommend that you check this page regularly to keep up-to-date.

Should we have any new uses of personal data we will bring this to your attention before using it.