Introduction

This privacy policy explains how Beflex ("we", "us", or "our") collects, uses, shares and protects your personal information. We are committed to protecting your privacy and ensuring your data is handled securely and responsibly.

This policy applies to information we collect when you use our website, services, or otherwise interact with us.

Information We Collect

We may collect the following types of information:

• Contact Information: Name, email address, telephone number, and postal address.
• Account Information: Username, password, and account preferences.
• Business Information: Company name, job title, and industry.
• Enquiry Information: Information about workspace requirements, preferences, and budget.
• Payment Information: Payment card details, billing address, and transaction history.
• Technical Information: IP address, browser type and version, time zone setting, operating system, platform, and device information.
• Usage Information: Information about how you use our website and services, including browsing patterns, page views, and search queries.

We collect this information when you:

• Create an account on our website
• Fill in forms on our website
• Contact us via phone, email, or our website forms
• Subscribe to our newsletters or marketing communications
• Request information about our services
• Participate in surveys or feedback forms
• Use our website and services

How We Use Your Information

We use your information for the following purposes:

• To provide our workspace finding and booking services to you
• To manage your account and relationship with us
• To process your requests and transactions
• To match you with suitable workspace options
• To communicate with you about our services, including sending updates, alerts, and support messages
• To send you marketing communications (where you have opted in)
• To improve our website, products, and services
• To analyze usage patterns and trends
• To protect the security and integrity of our website and business
• To comply with legal obligations

We process your personal data on the following legal bases:

• Where necessary for the performance of our contract with you
• Where necessary for our legitimate interests (or those of a third party)
• Where necessary to comply with a legal or regulatory obligation
• Where you have given your consent

Cookies and Similar Technologies

We use cookies and similar technologies to collect information about your browsing activities over time and across different websites. Cookies help us to provide you with a better experience by enabling us to:

• Recognize you when you return to our website
• Remember your preferences and settings
• Analyze how our website is used
• Customize our website according to your interests
• Measure the effectiveness of our marketing campaigns

You can manage your cookie preferences through your browser settings. However, if you block certain cookies, you may not be able to use all the features of our website.

Sharing Your Information

We may share your personal information with:

• Service Providers: Third parties who provide services on our behalf, such as website hosting, data analysis, payment processing, and customer service.
• Workspace Providers: We may share your information with workspace providers to facilitate your workspace booking or rental.
• Business Partners: With your consent, we may share your information with our business partners who offer complimentary services.
• Legal Authorities: We may disclose your information if required by law, regulation, or legal process.
• Business Transfers: In the event of a merger, acquisition, or sale of all or part of our business, your personal information may be transferred as part of the transaction.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.

Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• Access: You can request access to your personal data.
• Correction: You can request that we correct any inaccurate or incomplete personal data.
• Erasure: You can request that we delete your personal data in certain circumstances.
• Restriction: You can request that we restrict the processing of your personal data in certain circumstances.
• Data Portability: You can request to receive your personal data in a structured, commonly used, and machine-readable format.
• Objection: You can object to our processing of your personal data in certain circumstances.
• Withdrawal of Consent: Where we rely on your consent to process your personal data, you can withdraw your consent at any time.

To exercise these rights, please contact us using the details provided in the "Contact Us" section below.

International Transfers

We may transfer your personal data to countries outside the European Economic Area (EEA). When we do so, we ensure a similar degree of protection is afforded to your personal data by ensuring at least one of the following safeguards is implemented:

• Transferring to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
• Using specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
• Transferring to providers based in the US who are part of the Privacy Shield (or equivalent).

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the updated policy on our website or by other means.

Contact Us

If you have any questions about this privacy policy or how we handle your personal information, please contact us at:

Beflex
34 Artillery Lane
London E1 7LS
Email: [email protected]
Telephone: 020 7375 3444