General Data Protection Regulations
Destination Space Limited believes it is important to protect your Personal Data and acts within the General Data Protection Regulations (GDPR). This covers the right to be informed about the way in which we use, share and store your personal information. It explains how we collect your data, what information we collect, and the security measures we have in place to protect it.
i) Employees (current and previous)
ii) Companies and individuals for whom we provide a service who use services (landlords, managing agents, promoters, retailers and agencies)
iii) Visitors or users of our websites and social media channels
iv) People making enquiries into our services
v) Those who request information from us e.g. quotations or enquiries
What information do we collect?
1) When you agree to use our services or enter into an agreement, or become and employee
We collect basic company and personal information which includes:
• Your name
• Company address
• Telephone numbers
• Email addresses
• Bank account (employees or companies providing a service to us)
• Photographic ID
2) Our Website
You will not receive any marketing material from us by visiting our website unless you submit a request on our enquiry form on the Contact Us page. At this point we will hold your details for a period of 6 months or until you enter into a contract with us for one of the centres we represent.
Our website doesn’t include third party advertising links.
3) Social Media
We do not use third party agencies to manage our social media interactions. If you contact us via direct or private message, we will store your message for three months but will not share it with any other organisations.
4) Phone Calls
We do not monitor our phone calls or gather any information from calls on our systems unless we ask you for permission to collect your contact details to assist with answering your enquiry.
We use Microsoft Office 365 for our email services. Emails that you receive from us are encrypted and protected by Transport Layer Security (TLS).
Please remember that communications over the Internet, such as emails and webmails are not secure unless they have been encrypted. If the email service you use does not support TLS, please be aware that any emails we send to you or receive from you may not be protected in transit.
Your communications may go through a number of countries before they are delivered. We cannot accept responsibility for any unauthorised access or loss of Personal Data that is beyond our control.
We monitor all emails sent to us, including file attachments, for viruses and malicious software. Please be aware that any email you send to us is within the bounds of the law.
How we use your data
We may check your details with fraud prevention agencies. If you provide false or inaccurate information and we suspect fraud, we will record this.
We may use your information to perform credit checks with licensed credit reference agencies where we have or are about to enter into a contractual agreement which involves payment for our services.
How and when we contact you
When making an enquiry into our services, we will ask you for your preferred methods of communication. We will contact you via these communication channels until such time that-
i) you notify us that you no longer require our services
ii) we have had no return communication from you after a period of no more than 3 months
Upon entering a contract with us, we will contact you via the preferred communication channels to discuss your account and services relating to this contract such as renewals.
We only keep data for as long as required for the service that you have requested, however company information including address, contact name and details will be held on our secure accounts database, FreeAgent, for HMRC accounting and auditing purposes.
You may contact us at anytime to change your communication preferences and it is important to ensure that the information is correct and kept up to date.
When do we share your data?
We do not share your data with any third party, unless we have been legitimately asked to provide information for legal or regulatory purposes as part of legal proceedings by Government Agencies or Bodies.
As we do not accept credit or debit card payments, we do not hold sensitive personal financial information such as bank card numbers or CVC.
FreeAgent, our secure accounting software, does hold basic account information including sort code and account number on companies and individuals to whom payments are made (employees, Managing Agents, Property Owners, Agencies)
All of our records are maintained on a secure database which monitors staff access. Our software is kept up to date to prevent technical vulnerabilities.
We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Access to accounts information is restricted to authorised employees only.
Under the Data Protection Act 1998 you have rights as an individual to be informed, have access, rectify, erase and restrict the information we hold about you. This is covered on the website https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
We try to maintain the highest standards when collecting and using personal information. We therefore take any complaints we receive about this very seriously. We encourage our customers and clients to bring to our attention any concerns they have about our collection or use of information. We are happy to provide any additional information or explanation regarding our procedures and policies. Requests regarding this should be sent to our Data Protection Officer at email@example.com.
Access to your personal information
Individuals can find out what personal information we hold about them by making a ‘subject access request’ under the Data Protection Act 1998. If we hold information about them we will;
• Give a description of it
• Inform them as to why we are holding it
• Tell them who it could be disclosed to
• Let them have a copy of the information
Data Protection Officer
35 Chester Street
With your consent, we can then reply to your request informally by providing you with the above information over the telephone. You can at this point ask us to amend or update any of the details we hold on you.
If you do make a complaint about the way we store your information, we would need to share your details with the organisation concerned and with other relevant bodies. We will notify you as to the information that we would need to disclose should this be required.