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Privacy & Cookies Policy

This policy was last updated in September 2019.

Please read this cookie notice carefully as it contains important information on how we use cookies our website. This policy should be read together with our Fair Processing Notices which set out how and why we collect, store, use and share personal information generally, as well as your rights in relation to your personal information and details of how to contact us and supervisory authorities if you have a complaint.

Our website

This cookie notice relates to your use of our website, beoffices.com

Cookies

A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us to collect information about how visitors use our site, provide a shopping cart function and to access secure parts of the website.

For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of your internet service provider. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.

For further information on our use of cookies, including a detailed list of your information which we and others may collect through cookies, please see below.

For further information on cookies generally, including how to control and manage them, visit the guidance on cookies published by the UK Information Commissioner’s Office, www.aboutcookies.org or www.allaboutcookies.org.

Consent to use cookies and changing settings

We will ask for your permission (Consent) to place cookies or other similar technologies on your device, except where they are essential for us to provide you with a service that you have requested (eg. to enable you to move around the website and access secure areas.

You can withdraw any consent to the use of cookies or manage any other cookie preferences by using our Cookie Tool.

Our use of cookies

The table below provides more information about the cookies we use and why:

The cookies we use
Duration
Purpose
Whether cookie is essential for us to provide you with a service that you have requested and whether we will seek your consent before we place the cookie
Google Analytics (& Bing Analytics)2 yearsGoogle sets these performance cookies, which These cookies are used to collect information about how visitors use our site. Google stores the information collected on servers in the United States. Google may transfer this information to third parties where required to do so by law, or where third parties process the information on Google’s behalf. Google state that they will not associate your IP address with any other data held by them. 

Non-essential cookie

Content Management System cookie / WordPress48 hoursThis cookie is set by our content management system. It tracks when the user is logged in and enables a profile. This cookie is essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. 

Essential cookie

Online Shopping Cart / Paypal2 yearsSome sections of the site may have a shopping cart functionality. During the selection process through to Checkout the user is tracked by profile to enable a complete booking to be placed in our CRM system. This is an automated process. 

Essential cookie

Web Chat Software / Tawk.to2 yearsThis cookie is a functionality cookie which tracks the page and visitor trail through the site, and the IP location to enable rapid response. This cookie remembers your choices in order to improve your experience. No personal detail is taken without request. 

Non-essential cookie

Facebook remarketing cookie2 yearsThis cookie allows us to reach visitors to our website with an advert to our services when those visitors use Facebook. 

Non-essential cookie

Twitter remarketing cookie2 yearsThis cookie allows us to reach visitors to our website with an advert to our services when those visitors browse their Titter timeline.Non-essential cookie
Cursor tracking / Hotjar1 yearWe use Hotjar to anonymously track and record sessions. These sessions are not associated with any specific user. Hotjar cookies are stored in your browser and will expire automatically after 365 days. If cookies are disabled, Hotjar does not track or record visits. 

Non-essential cookie

Third party access to the cookies

The cookies we use will only be accessed by us and those third parties named in the table above for the purposes referred to in this cookie policy. Those cookies will not be accessed by any other third party.

How to turn off all cookies and consequences of doing so

If you do not want to accept any cookies, you may change your settings using our Cookie Tool.

For further information about cookies, please go to the guidance on cookies published by the UK Information Commissioner’s Office, www.aboutcookies.org or www.allaboutcookies.org.

How to contact us

Please contact us if you have any questions about this cookie notice or the information we hold about you.


Further Information

Who holds your information?

We will hold your information and for the purposes of the Data Protection Act 1998, we are the data controller. We are BE Offices Limited; a limited company registered in the UK with company number 07337363, registered office at 5-7 Cranwood Street, London EC1V 9EE (“BE Offices”).

Visitors to our websites
When someone visits our website, www.beoffices.com, we collect standard internet log information (including but not limited to location data, time zone setting, the internet protocol (IP) address used to connect your computer to the internet, browser type and version) and details of visitor behaviour patterns (including but not limited to the full Uniform Resource Locators (URL) click stream to, through and from our website, page response times, services you viewed or searched for and length of visits to certain pages). This does not include personal information related to a person but it includes user behaviour. We do this to find out things such as the number of visitors to the various parts of the website.

Uses made of the information
When you place an enquiry with BE Offices either directly or indirectly through an intermediary, such as an online broker, we store information that you have consented to be supplied including your contact information and business requirements. This information is stored in a secure CRM system. We use this information to store account history and contact you via email or phone during and after the sales process based on the requirements you have given us.  We also hold this information for a maximum of seven years in our CRM for financial requirements and three years for marketing communications to continue to provide any services to you that you have requested and to carry out our obligations arising from any contracts entered into between you and us.

We may also contact you about services similar to those which were the subject of your original communications with us, but only where you have opted in to marketing communications when you submitted your contact details to us, or subsequently.

You can be suppressed from our CRM system by contacting enquiries@beoffices.com and all of our emarketing communications have a clear ‘unsubscribe’ mechanism where you do not wish to receive further marketing from us.

The “BE Offices Group” means our subsidiaries and our ultimate holding company from time to time, and any subsidiary from time to time of our ultimate holding company as defined in section 1159 of the UK Companies Act 2006.

People who call our helpline
When you call BE Offices’ sales/helpline we collect Calling Line Identification (CLI) information. We use this information to help improve efficiency and effectiveness by identifying the source and webpage the call has been generated to direct the call most efficiently the call receiver group.

However, there may be situations where you do not want us to collect CLI information. The simplest way to deal with this is to dial 141 before dialing our number. Always dial the 141 first, in front of any other numbers. However, if you are dialing from an extension on a business switchboard system, where you have to dial (typically) 9 for an outside line, you should dial 9 first, then 141 and then the outside number.

When you dial 141, this is described as ‘blocking your CLI’. As mentioned above, it stops us from knowing your number. You should note, however, that your phone company and their operators can always see your number should they need to.

Calls to our BE Offices sales/helpline may be monitored and/or recorded for authentication, security, quality or training purposes. Generally, a call will not be retrieved or monitored unless:

  • it is necessary to investigate a complaint made against us;
  • it is part of a spot check to ensure that customer service standards are being met;
  • it is used to train BE Offices’ staff; or
  • it is necessary to comply with any applicable law or regulation or the rules or requirements of any of the relevant regulatory authorities.

People who make a complaint to us
When we receive a complaint we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone personally.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure in a secure environment.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not identify any complainants unless the details have already been made public.

Job applicants
If you apply online to work for BE Offices or for the BE Offices Group, we will only use the information you supply to us to process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Disclosure and Barring Service we will not do so without informing you beforehand, unless the disclosure is required by law.
Your personal information, including a copy of your CV, will be held for a period no longer than six month, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Your right to access personal information we hold about you
We try to be as open as we can be in terms of giving people access to their personal information which may be stored by us. Individuals can find out if we hold any personal information subject to the exclusions set out in the Data Protection Act 1998, by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request for access to the personal information we may hold you need to put the request in writing addressing it to BE Offices, Corporate department, CentralPoint, 45 Beech Street, London EC2Y 8AD. Any access request will be subject to a fee of £10 to meet our costs in providing you with such information.

Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. We may also share your information with third parties:

  • in the event we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets.
  • if BE Offices or substantially all of its assets are acquired by a third party, in which case personal information held by it about its customers will be one of the transferred assets.
  • to assist us in the improvement and optimisation of the website we may share your information with analytics and search providers (data is anonymous)
  • to distribute publications and our e-marketing newsletter in accordance with the terms of this privacy and cookie policy and approved consent.
  • if we are under a duty to disclose or share your personal information in order to comply with any legal obligation, or in order to enforce or apply our Terms of Use and other agreements, or to protect the rights, property, or safety of BE Offices, our clients, or others.

If we refer any dispute between us to the ODR Platform <http://ec.europa.eu/consumers/odr>, and/or we agree to engage in any alternative dispute resolution (ADR) procedure with you through the Platform, then to the extent that your personal data is relevant to the dispute we may disclose it to the European Commission, as operator of the ODR Platform, and to any ADR provider appointed to deal with the dispute.

Links to other websites
This privacy and cookie policy does not cover the links within our website to third-party websites. We encourage you to read the privacy policies on the other third-party websites you visit. These websites will handle your information in accordance with their own privacy policies and not with this privacy and cookie policy. We do not accept any responsibility or liability for third-party websites or their policies.

How long we keep your personal information for

We aim to keep your personal information for a period no longer than we deem necessary. This period is up to a maximum retention period of  seven years for financial record purposes. For personal information relating to a complaint, this will be retained for two years from closure of the complaint. Please see ‘People who make a complaint to us’ above for further information about this. For marketing purposes our retention period is two years.

We may keep your personal information for as long as we have your consent and for as long as necessary for us to comply with the law and to respond to any disputes or queries that may arise during that period.

Interactive areas of our website
Information that you post via social networking sites linked to our website, including but not limited to Facebook, Twitter, Google+ and Linked In, is generally accessible to and may be collected by others. This may result in unwelcome communications. For your own safety and security, you should not provide any information on the aforementioned sites, that you would not want others to see.

If you do provide any information via social networking sites linked to our website, we do not accept any responsibility or liability for any breach of privacy, loss (whether in contract or tort, including negligence), damage, effect on your reputation or otherwise, directly or indirectly, relating to your use of social networking sites.

Where we store your personal information

The personal information that we collect from you is stored on the secure servers of our web services provider. We have in place a level of security appropriate to the nature of the information that we store and the potential harm that may arise from a breach of security.

We will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this privacy and cookie policy.

We are committed to safeguarding the security of your personal information. We have implemented technical and organisational measures that are appropriate to the nature of the personal information and the harm that may result from your personal information being accidentally or deliberately compromised.

Unfortunately, the transmission of information via the internet cannot be guaranteed as 100% secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. If we become aware that the security of your personal information has been compromised, we will contact you by email, SMS, by post or as otherwise required by law.

Contact
BE Offices tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

Questions, comments and requests regarding this privacy and cookie policy should be addressed to enquiries@beoffices.com.

 

FAIR PROCESSING NOTICES

Article 13 Fair Processing Notice for the following data subjects:

For other Fair Processing Notices please contact dpo@beoffices.com.

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