Introduction
Our customers are very important to us; every month we help thousands of businesses find their perfect workspace.
Our role and engagement with you as a workspace specialist goes so much more than a traditional broker. Not only do we advise on office suitability at the outset of your search, once we have found you a suitable workspace and you have moved in, we will:
And it goes without saying that all the above services are completely free.
For those customers who want a more bespoke workspace solution, we can tailor the right package for you. Just get in touch using the “contact us“ page on our website. We're happy to chat anytime about flexible office solutions.
Finally, we strive to provide excellent customer service at all times. We go that extra mile for our customers. If you are not satisfied with our service at any time, please reach out to your account manager directly. Alternatively, you can contact us via [email protected].
1. GENERAL
Purpose
Welcome to our privacy and cookies policy for services provided through our websites www.instantoffices.com, www.easyoffices.com, coworkintel.com, incendiumconsulting.com, coworker.com, capstanadvisors.com and our group website www.theinstantgroup.com . We are committed to protecting and respecting your privacy in the delivery of our flexible office brokerage services (“Services”). We have developed this policy because we want you to feel confident about the privacy and security of your personal information in connection with our Services and also to outline some of your rights.
This Policy (together with our Terms of Use and any other documents referred to on it) will:
By providing your personal data to us (whether via one of our websites, by email, or otherwise), you will be acknowledging that you have read this notice.
It is important that you read this policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This policy supplements the other notices and is not intended to override them.
This website is not intended for children and we do not knowingly collect data relating to children. If you are concerned that your child may have provided information through our website please contact us at [email protected]
Data Controller
Depending upon which website you are using, the data controller which is registered with the Information Commissioner's Office (the "ICO") and responsible for your personal data, will vary as set out in the table below
| Website | Data Controller ("Instant ", "we", "us", and "our") | ICO registration number |
|---|---|---|
| instantoffices.com | Instant Offices Limited of 11th Floor, Blue Fin Building, 110 Southwark Street, London SE1 0TA registered in England and Wales (Company number: 3769141) | Z1540517 |
| easyoffices.com | Nuclei Limited of 11th Floor, Blue Fin Building, 110 Southwark Street, London SE1 0TA registered in England and Wales (Company number: 03885236) | ZA770986 |
| coworkintel.com | Worka IQ GmbH of Dammstrasse 19, 6300, Zug registered in Switzerland (Company number: 447.730.148). | N/A |
| incendiumconsulting.com | Incendium Consulting Limited of 11th Floor, Blue Fin Building, 110 Southwark Street, London SE1 0TA registered in England and Wales (Company number 08216440 | ZA191114 |
| Coworker.com | Global Platform Services LLC of 251 Little Falls Drive, Wilmington, DE 19808 registered in Delaware (Company number: 5017752) | N/A |
| Capstanadvisors.com | Incendium Consulting Limited of 11th Floor, Blue Fin Building, 110 Southwark Street, London SE1 0TA registered in England and Wales (Company number 08216440 | N/A |
| theinstantgroup.com | Instant Offices Limited of 11th Floor, Blue Fin Building, 110 Southwark Street, London SE1 0TA registered in England and Wales (Company number: 3769141) | Z1540517 |
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this policy. If you have any questions about this policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
FAO: Instant Group Data Privacy Manager
You have the right to make a complaint at any time to the ICO,. We would, however, appreciate the opportunity to deal with your concerns before you approach the ICO so please contact us in the first instance.
Third-Party Links
Our websites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the policy of every website you visit.
2. DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about a living individual from which that person can be identified, either on its own or when it's combined with other information held by us. It does not include data whereby the personal data has been stripped of sufficient elements that means the individual can no longer be identified (anonymous data).
In order to provide our Services to you we may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
| Identity data | includes first name, last name, email, phone number, username or similar identifier |
| Contact Data | office address, email address and telephone numbers |
| Financial Data | credit rating using third party, bank account details and payment card details |
| Transaction Data | information that you provide) by submitting an enquiry. This includes information provided at the time of registering to use our website such as subscribing to our introductions and matching services, posting material, requesting further services from your Instant contact, or otherwise collected during viewings, appointments or telephone calls. Details of transactions you carry out through our website and the fulfilment of your orders, including the arrangements and deals entered with third party office service operators and providers with whom we match your requests |
| Technical, Profile and Usage Data | please see section 8 below |
| Communication Data | includes your preferences in receiving communication from us and our third parties and your communication preferences. |
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this policy. Please see section 8 for further information.
We do not ask you to provide to us any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Neither do we collect any information about criminal convictions and offences.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
From you. You may give us your Identity, Contact, Financial, Transaction, Profile, and Communication Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
Automated technologies or interactions. As you interact with our website, we may, where we are permitted to do so by applicable law, collect Technical Data and Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please refer to section 8 below for further detail.
From third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
| Technical Data | Please see Section 8 below |
| Transaction Data | Serviced office operators and partners based inside and outside the UK/EU |
| Financial Data | Credit rating agencies |
| AML/KYC Data | AML KYC service providers |
| Identify Data and Contact Data |
|
We will use your personal data to (amongst others):
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to marketing, (from us or from third parties) via email or text message, provided we have your consent to do so. You have the right to withdraw consent at any time by using the unsubscribe feature on email communications. or in some cases, via your online account by changing your contact preferences. Such communications may also be provided by third parties acting on our behalf – these communications will be clear that they are communications from us.
For further information please see sections 4 and 7 below.
4. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We will only process your personal data where we are permitted to do so by applicable law. Under UK data protection law, the use of personal data must be justified under one of a number of legal bases.
We have set out in the table below, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. If you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below, please contact us at [email protected].
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
| To register you as a new customer and complete anti-money laundering (KYC) checks that are legally required |
(a) Identity (b) Contact (c) Financial |
(a) Necessary for the performance of a contract with you (b) Necessary to comply with a legal obligation to which we are subject |
| To process your enquiry and refer flexible workspace solutions to you. We will continue to help you with your workspace search unless and until you tell us otherwise |
(a) Identity (b) Contact (c) Transaction (d) Communications |
|
| To organise office viewings with you by phone and/or email and submit reminders of those viewings to you by SMS |
(a) Identity (b) Contact |
|
To providing ongoing support during your occupation of the flexible workspace including, by phone or email:
|
(a) Identity (b) Contact |
|
|
To manage our relationship with you which will include, by email: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey |
(a) Identity (b) Contact (c) Profile (d) Communications |
(a) Necessary for the performance of a contract with you (b) Necessary to comply with a legal obligation to which we are subject (c) Necessary for our Legitimate Interests, so long as they do not outweigh your rights and freedoms (to keep our records updated and to improve products/services we offer) |
| To enable us to perform or administer a contract we have with you |
(a) Identity (b) Contact (c) Transaction (d) Financial (e) Communications |
(a) Necessary for the performance of a contract with you (b) Necessary to comply with a legal obligation to which we are subject |
| To enable you to partake in a prize draw, competition or complete a survey |
(a) Identity (b) Contact (c) Profile (d) Usage (e) Communications |
(a) Consent (you will have been presented with a consent form or facility in relation to any such use and may withdraw your consent through an unsubscribe or similar facility) |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
(a) Identity (b) Contact (c) Technical |
(a) Necessary for our Legitimate Interests, so long as they do not outweigh your rights and freedoms (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation to which we are subject |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you |
(a) Identity (b) Contact (c) Profile (d) Usage (e) Communications (f) Technical |
(a) Consent (you will have been presented with a consent form or facility in relation to any such use and may withdraw your consent through an unsubscribe or similar facility) (b) Necessary for our Legitimate Interests, so long as they do not outweigh your rights and freedoms (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences |
(a) Technical (b) Usage |
(a) Consent (you will have been presented with a consent form or facility in relation to any such use and may withdraw your consent through an unsubscribe or similar facility) (b) Necessary for our Legitimate Interests, so long as they do not outweigh your rights and freedoms (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
| To make suggestions and recommendations to you by email about services that may be of interest to you |
(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile |
(a) Consent (you will have been presented with a consent form or facility in relation to any such use and may withdraw your consent through an unsubscribe or similar facility) (b) Necessary for our legitimate interests, so long as they do not outweigh your rights and freedoms (to develop our products/services and grow our business) |
We will only use your personal data where we are permitted to do so by applicable law for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us at [email protected].
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the lawful basis set out in the table above, where this is required or permitted by law.
5. DISCLOSURE OF YOUR INFORMATION
We may have to share your personal data with the following external third parties set out below for the purposes set out in the table in section 4 above:-
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. After you submit a workspace enquiry to us, we may share your enquiry details (including contact details) with workspace providers and our commercial broker partners in order to provide office search support services to you. Those workspace providers and commercial broker partners may contact you to follow up on your enquiry.
6. INTERNATIONAL TRANSFERS
We share your personal data within the Instant Group. This may involve transferring your data outside the United Kingdom (UK). These countries may have in place data protection laws which may be of a lower standard than in the UK.
It may also be processed by staff operating outside the UK who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfillment of your order and any international requests that you make for serviced office solutions, the processing of your payment details and the provision of support services. By submitting your personal data, you acknowledge this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.
Many of our external third parties are based outside the UK so their processing of your personal data may involve a transfer of data outside the UK.
Whenever we transfer your personal data out of the UK, we will ensure a similar degree of protection is afforded to it by the transferee, such as through appropriate safeguards. Please contact us at [email protected] if you would like to see a copy of the specific safeguards applied to the export of your information.
7. MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around marketing. We will get your express opt-in consent before we provide you with direct marketing. We will also ask for your express opt-in consent before we share your personal data with any other company, including those within the Instant group of companies for marketing purposes.
You can ask us to stop sending you marketing messages at any time by using the unsubscribe feature on our email communications to update your contact preferences. If you wish to opt-out from receiving marketing materials from any of our third party partners, please contact the relevant business directly.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions, where we have a separate legal basis to use that personal data.
8. COOKIES
A cookie is a small piece of data (text file) that a website, when visited by a user, asks your browser to store on your device in order to remember information about you, such as your language preferences or login information as an example. Those cookies are set by us and called first party cookies. We also use third party cookies, these cookies are from a domain different than the domain of the website you are visiting, used to understand usage, improving site features or personalised advertising as an example. You can find out more information about cookies here: http://www.allaboutcookies.org/
More specifically, we use cookies and other tracking technologies for the following purposes:
We use the following types of cookies on our websites:
The remainder of the cookies below are optional, and we require your consent before placing them. The following are not strictly necessary for the operation of this website, but are needed to provide you with the best user experience.
We have set out below a detailed list of the cookies we use on our websites. Our websites are checked regularly to ensure this list is as accurate as possible. We classify cookies in the following categories:
STRICTLY NECESSARY COOKIES
| Instantoffices.com | __cfduid | This third-party cookie is strictly necessary for our security features and to speed up page load times. It does not contain any user identification information. For more details please read at https://support.cloudflare.com/hc/en-us/articles/200170156-What-does-the-Cloudflare-cfduid-cookie-do- |
| InstantOffices.ShortlistCookie | Allows Instant to assist you finding the right office by receiving the details of the offices you have selected. | |
| cf_ob_info | Used by CloudFlare content delivery network to display a notice in case the website is temporarily inaccessible. | |
| cf_use_ob | ||
| ASP.NET_SessionId | This is a cookie that our technology uses to store a unique identifier for your session. This cookie is triggered on a website visit. | |
| _ReferParameter_ | Passes information about the referrer of your enquiry to enable correct payment to our affiliates partners. | |
| _SearchParameter_ | Passes information to our CRM on your areas of interest to best meet your requirements. | |
| cookieConsent | Indicates the visitor has confirmed they know about using cookies on our website. | |
| instantoffices#lang | Used to define the language used on the website. | |
| X-Mapping-fjhppofk | Used by our hosting environment to ensure we balance the visitor sessions across our servers to deliver the best website speed. | |
| JSESSIONID | Third party session cookie used by New Relic to ensure our site is available and performing as expected. Further information can be found here: https://docs.newrelic.com/docs/browser/new-relic-browser/page-load-timing-resources/new-relic-cookies-used-browser | |
| _ga | These cookies are used to collect information about how visitors use our website and WordPress blog. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited. | |
| _gid | ||
| _gat | ||
|
_gac_ |
||
| _ioNavigationSource |
This cookie helps us to identify how the user has navigated to our site |
|
| __ioNavigationCampaign__c |
||
| __ioNavigationMedium__c |
||
| __ioNavigationSource__c |
||
| __ioNavigationContent__c |
||
| __ioNavigationChannel__c |
||
| __ioNavigationgclid__c |
||
| __ioNavigationAdAccount__c |
PERFORMANCE COOKIES
| Instant Offices | _hjIncludedInSample | This cookie is associated with web analytics functionality and services from Hot Jar, a Malta based company. It uniquely identifies a visitor during a single browser session and indicates they are included in an audience sample. |
FUNCTIONAL COOKIES
| Instant Offices | mapState | Retains the information about currently viewed map position and zoom. Improving efficiency and ease of use for our visitors after page refreshing. |
| tp-anonymous-id | These Trustpilot cookies are used to display our reviews and ratings to users. | |
| TrustboxSplitTest | ||
| InstantOffices.RecentSearches | Contains information about a recent search requests performed by the visitor to make it easier to find the same information again. | |
| wordpress_test_cookie | Used on sites built with WordPress. Tests whether or not the browser has cookies enabled. | |
| wordpress_logged_in_(property-id) | These are functional cookies that allows users to remain logged into the site. | |
| wordpress_sec_(property-id) | ||
|
warning_bar_cookie |
This cookie closes the warning bar if you don't want to see it in your session. Live for only 24 hours. | |
|
MapVisitedOffices |
Retains the information about visited offices on the map. Improving efficiency and ease of use for our visitors after page refreshing. | |
| ComingSoonFilter |
Retains the information about ‘coming soon’ filter usage. Improving efficiency and ease of use for our visitors after page refreshing. |
TARGETING COOKIES
| Instant Offices | BizoID | Used for LinkedIn Ad analytics. |
| UserMatchHistory | ||
| lang | ||
| bcookie | ||
| lidc | ||
| IDE | Used by Google DoubleClick to register and report the website user's actions after viewing or clicking one of the advertiser's ads with the purpose of measuring the efficacy of an ad and to present targeted ads to the user. | |
| MUID | Used for targeting and advertising. This cookie is widely used by Microsoft as a unique user identifier, allowing user tracking. | |
| MUIDB | ||
| G_ENABLED_IDPS | Google Sign-In cookie | |
| _uetsid | Microsoft Bing Ads Universal Event Tracking (UET) tracking cookie | |
| fr | This cookie value contains Encrypted Facebook ID and Browser ID for advertisement | |
| NID | Google cookie registers a unique ID that identifies a returning user's device for targeted ads. | |
| io.narrative.guid.v2 | cookie from narrative.io service. Read in detail at http://narrative.io/ | |
| k1 | LiveRamp IdentityLink™ is an identity resolution service that links data back to real devices and makes it possible to onboard that data for real time marketing initiatives across digital channels. | |
| did | ||
| didts | ||
| nnls | ||
| pxrc | ||
| rlas3 | ||
| rtn1-z | ||
| anj | AppNexus is a digital advertising platform that enables real time selling and purchasing of digital adverts. These advertisements may be relevant to you as the user. | |
| icu | ||
| sd-session-id | ||
| sess | ||
| uuid2 | ||
| zync-uuid |
THIRD PARTY A/B TESTING COOKIES
| Instant Offices | optimizelyDomainTest | These cookies are used by our testing tool, Optimizely to help improve user experience on our site. |
| optimizelyBuckets | ||
| optimizelyEndUserId | ||
| optimizelyPendingLogEvents | ||
| optimizelySegments | ||
| __cid | ||
| _biz_ABTestA | ||
| _biz_flagsA | ||
| _biz_nA | ||
| _biz_pendingA | ||
| _biz_uid | ||
| optlyName | ||
| optlyAccountID | ||
| _hp2_id.411455962 | ||
| _hp2_props.411455962 | ||
| _mkto_trk | ||
| ajs_anonymous_id | ||
| ajs_group_id | ||
| ajs_user_id |
You can opt-out of each cookie category (except strictly necessary cookies) by clicking/selecting “cookie preferences” on the site. If you have any queries or require more information on this please email [email protected]
9. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
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 in order to avoid illegitimate intrusion into your privacy or your business transactions.
All the information you provide will be held in the strictest confidence and only used for the purposes described in this Policy. Due to the nature of the internet, the transmission of information online is not completely secure.
Although we will do our best to protect your personal data in accordance with industry practice, we cannot guarantee the security of your data transmitted to our website. Once we have received your information, we use strict procedures and security features to try to prevent unauthorised access to, or loss, misuse, disclosure or modification of the personal information that you provide to us.
10. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, for the purposes of satisfying any legal, accounting, or reporting requirements (where by law or good industry practice we have to keep certain information (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes.
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 unauthorised 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. If your personal data is used for two purposes we will retain it until the purpose with the latest period expires.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
11. YOUR LEGAL RIGHTS
You have the right to (subject to certain conditions in data protection laws and other relevant laws which may apply):
If you wish to exercise any of the rights set out above, please contact us at [email protected]
No Fee Usually RequiredYou will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is manifestly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What We May Need From YouWe may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time Limit To RespondSubject to the provision of the requisite information, we will try to respond to all legitimate requests within one calendar month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we can have up to three calendar months to respond, and if this is the case we will explain this to you within the first month.
Please be aware that your exercise of some of these rights is subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime), our interests (e.g. the maintenance of legal privilege) and some of these rights may be limited where we are required or permitted by law to continue processing your personal data to defend our legal rights or meet our legal and regulatory obligations.
12. CHANGES TO OUR POLICY
Any changes we may make to this Policy in the future, for example in relation to updates to our processes and purposes, will be posted on our website. Such changes will become effective upon your use of our website after such changes have been posted. If the changes are material, we may provide you additional notice, to your email address. We encourage you to periodically review this page for the latest information on our privacy practices.
13. JURISDICTION AND APPLICABLE LAW
Terms and any dispute or claim arising out of or in connection with this policy (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England in respect of Services globally (save for Services in North America where the governing law shall be the law of the State of New York).
The parties agree that the courts of England shall have exclusive jurisdiction except where New York law is the governing law in which case the courts of New York shall have exclusive jurisdiction.
14. CONTACTING US
If you have any questions regarding this Policy or to access or correct your information, please contact us by:
If you are unhappy with how we have handled your data, or you are not satisfied with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (please note we can't be responsible for the content of external websites)
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
Thank you for visiting our website.
Last edited: October 2023