Desks By The Day understands that your privacy is important to you and that you care about how your personal data is used. Werespect and value the privacy of all of ourcustomers 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

Desks By The Day

Address: 81 London Road, Coalville, Leicestershire, LE67 3JB

Data Protection Officer: Paul Crookes

Email address: hello@desksbytheday.com

Telephone number: 01530 452404

Postal address: 81 London Road, Coalville, Leicestershire, LE67 3JB

2 – What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3 – What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) 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.

The personal data that we use is set out in Part 5, below.

4 – What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

• a) The right to be informed about our collection and use of your personal data. This Privacy Notice 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 12.
• b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
• c) 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 12 to find out more.
• d) 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 hold. Please contact us using the details in Part 12 to find out more.
• e) The right to restrict (i.e. prevent) the processing of your personal data.
• f) The right to object to us using your personal data for a particular purpose or purposes.
• g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
• h) 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.
• i) 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 12.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

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. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 12.

5 – What Personal Data Do You Collect and How?

We may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. We do not collect any ‘special category’ or ‘sensitive’ personal data,personal data relating to children, or data relating to criminal convictions and/or offences.

Data Collected	How We Collect the Data
Information including Name, Title	Telephone, Email, Website
Contact information including Address, Email Address, Telephone Identity Number	Telephone, Email, Website
Business information including Business Name, Job Title, Profession	Telephone, Email, Website
Payment information including Bank Account Details	Telephone, Email, Website
Profile information including Purchase History	Telephone, Email, Website

6 – How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

What We Do	What Data We Use	Our Lawful Basis
Administering our business	Title, Name, Address, Email Address, Telephone Number, Business Name, Bank Account Details, Purchase History	Billing, Invoicing, Record Keeping
Supplying our products and services to you	Title, Name, Address, Email Address, Telephone Number, Business Name, Bank Account Details, Purchase History	Providing Support, Providing Services, Record Keeping
Managing payments for ourproducts and services	Title, Name, Address, Email Address, Telephone Number, Business Name, Bank Account Details, Purchase History	Billing, Invoicing, Record Keeping
Personalising and tailoring our products and services for you	Title, Name, Address, Email Address, Telephone Number, Business Name	Improving Support, Improving Service
Communicating with you	Title, Name, Address, Email Address, Telephone Number, Business Name, Job Title, Profession	Providing Support, Providing Services, Billing, Invoicing

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 or telephone 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 Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 12.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

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. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Type of Data	How Long We Keep It
Identity Information including Name, Title	We may retain your Personal Data as long as you are registered to use the Services. We may retain Personal Data as is permitted or required under applicable laws. Even if we delete your Personal Data it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons or for legitimate and lawful business purposes.
Contact information including Address, Email Address, Telephone Number	We may retain your Personal Data as long as you are registered to use the Services. We may retain Personal Data as is permitted or required under applicable laws. Even if we delete your Personal Data it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons or for legitimate and lawful business purposes.
Business information including Business Name, Job Title, Profession	We may retain your Personal Data as long as you are registered to use the Services. We may retain Personal Data as is permitted or required under applicable laws. Even if we delete your Personal Data it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons or for legitimate and lawful business purposes.
Payment information including Bank Account Details	While you remain a customer, and even if we delete your bank account details it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons or for legitimate and lawful business purposes.
Profile information including Purchase History	We may retain your Personal Data as long as you are registered to use the Services. We may retain Personal Data as is permitted or required under applicable laws. Even if we delete your Personal Data it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons or for legitimate and lawful business purposes.

8 – How and Where Do you Store or Transfer My Personal Data?

We willstore some of your personal data within the UK and European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

• limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
• procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;

9 – Do You Share My Personal Data?

We may sometimes contract with third parties to supply products or services.

If any of your personal data is shared with a third party, 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 8.

If any personal data is transferred outside of the UK, 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 Data Protection Legislation, as explained above in Part 8.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

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 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 12.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

Wewill respond to your subject access request within 30 days. 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 wereceive your request. You will be kept fully informed of our progress.

11 – Do You Use Cookies?

OurSite may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by usand are used only by us. Weuse Cookies to facilitate and improve your experience of OurSite and to provide and improve ourproductsandservices. Wehave carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

All Cookies used by and on OurSite are used in accordance with current Cookie Law.

Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of OurSite may not function fully or as intended.

OurSite uses analytics services provided by Google Analytics 4. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling usto better understand how OurSite is used. This, in turn, enables usto improve Our Site and the productsand services offered through it.

The analytics service used by OurSite use(s) Cookies to gather the required information. You do not have to allow us to use these Cookies, however whilst ouruse of them does not pose any risk to your privacy or your safe use of OurSite, it does enable usto continually improve OurSite, making it a better and more useful experience for you.

The analytics service(s) used by OurSite use(s) the following Cookies:

Name of Cookie	First / Third Party	Provider	Purpose
_ga	first	Google Analytics	This cookie is used to distinguish users on our website. It calculates visitor, session, and campaign data and keeps track of site usage for the site’s analytics report. It has a default expiration time of two years.
_ga_<container-id>	first	Google Analytics	Used to persist session state. 2 years
_gid	first	Google Analytics	This cookie is used to distinguish users on our website. It is used to store information on how visitors use our website and helps in creating an analytics report of how the website is doing. The data collected includes the number of visitors, their source, and the pages visited. It has a default expiration time of 24 hours.
_gat	first	Google Analytics	This cookie limits the user requests and expires in one minute.
AMP_TOKEN	first	Google Analytics	This cookie assigns a unique Client ID to each user visiting our website. Its expiration time is between 30 seconds to one year.
_gac_<property-id>	first	Google Analytics	This cookie collects information about ad campaigns if linked with Google Ads. It expires in 90 days

In addition to the controls that weprovide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently.

It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

12 – 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: hello@desksbytheday.com

Telephone number: 01530 452404

Postal Address: 81 London Road, Coalville, Leicestershire, LE67 3JB

13 – Changes To This Privacy Notice

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

Any changes will be made available. This Privacy Notice was last updated on 12^th June 2023.