PRIVACY POLICY

CoSpace Group Limited Privacy Policy

This Privacy Policy describes the policies and procedures of ‘Cospace Group Limited’ and its associated companies, also known as ‘Co-Space’ or ‘Co-Space Group’ (“We”, “Our” or “Us”) on the collection, use and disclosure of your information on this Website and the services, features, content, applications, and products we offer.

Please read this Privacy Policy carefully to understand Our views and practices regarding how we manage and treat your personal data. By visiting www.co-space.co.uk, you acknowledge that we will process personal data as described in this Privacy Policy. Where we rely on your consent, we will ask for it separately and you can withdraw it at any time. For the purpose of the General Data Protection Regulation, CoSpace Group Limited is the data controller.

1. DEFINITIONS AND INTERPRETATIONS

1.1 In this Privacy Policy, the following definitions are used:

• A small text file placed on your computer by this Website when you visit certain parts of this Website and/or when you use certain features of this Website. Details of the Cookies used by this Website are set out in clause 16 below.
• Data Subject. Any individual that provides their Personal Data to CoSpace Group Limited and is not either (a) employed by Us and acting in the course of their employment or (b) engaged as a consultant or otherwise providing services to Us.
• CoSpace Group Limited or We or Our or US. Refers to the owner of this Website, whose registered office is 25 Town Square, Stevenage, SG1 1BP.
• Refers to the user or the viewer of this Website.
• The Website that you are currently using, www.co-space.co.uk, and any sub-domains of this Website unless expressly excluded by their own terms and conditions.

2. SCOPE

2.1 This Privacy Policy applies only to the actions of CoSpace Group Limited and the Data Subject with respect to any personal data provided to Us. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

2.2 This Privacy Policy covers the treatment of personally identifiable information (“Personal Data”) collected when you are using our services. Among the types of Personal Data that this Website collects, by itself or through third parties, there are: Cookies, Usage Data and Email.

3. TYPES OF DATA COLLECTED

3.1 We will collect and process the following data about you:

3.1.1 Information you give us. This is information about you that you give Us in written or electronic format or by correspondence with Us by phone, e-mail or otherwise. The information you give Us may include your name, address, e-mail address and phone number and financial information.

3.1.2 Information We collect about you. With regard to each of your visits to this Website, we will automatically collect the following information:

• technical information, including the Internet protocol address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
• Information about your visit, including the full Uniform Resource Locators, clickstream to, through and from this Website, services you viewed or searched for, page response times, download errors, your activity on this Website, the site you exit to, length of visits to certain pages, page interaction information, and methods used to browse away from the page.

3.2 Other Personal Data collected may be described in other sections of this Privacy Policy or by dedicated explanation text contextually with the Personal Data collection.

3.3 The Personal Data may be freely provided by the User, or collected automatically when using this Website. Any use of Cookies, or of other tracking tools, by Us, this Website or by the owners of third party services used by Us, unless stated otherwise, serves to identify Users and remember their preferences, for the sole purpose of providing the service required by the User. Failure to provide certain Personal Data may make it impossible for Us to provide our services.

3.4 The User assumes all responsibility for the Personal Data of third parties published or shared through this Website and declares to have the right to communicate or broadcast them, thus relieving the Data Controller of all responsibility.

4. OUR USE OF DATA

4.1 We use information held about you in the following ways:

4.1.1 Information you give to Us. We will use this information:

• to carry out Our obligations arising from any contracts entered into between you and Us and to provide you with the information and services that you request from Us;
• To respond to your enquiries submitted via this Website or by email/telephone where you have contacted Us about this Website;
• to provide you with information about other services we offer that are similar to those that you already purchased or enquired about;
• to notify you about changes to Our service;
• to ensure that content from this Website is presented in the most effective manner for you and your computer;
• to fulfil legal or regulatory requirements.

4.1.2 Information We collect about you. We will use this information:

• to administer this Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• to improve this Website to ensure that content is presented in the most effective manner for you and your computer;
• as part of Our efforts to keep this Website safe and secure;
• to fulfil legal or regulatory requirements.

4.2 We will process and store Personal Data for as long as required for the purpose for which it has been collected. As a guide, we retain website enquiry correspondence for up to 24 months after the last contact, unless a longer retention period is required by law or to deal with a complaint. Technical logs relating to Website access and security are retained for up to 6 months, and analytics data is retained in line with our analytics setting, currently up to 24 months.

4.3 Unless We are obliged or permitted to do so by law and subject to any third party disclosures specifically set out in this policy, We will not disclose your Data to third parties.

4.4 All Personal Data is stored securely in accordance with the principles of the GDPR and will be:

• Used lawfully, fairly and in a transparent manner.
• Collected only for valid purposes that We have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Kept up to date.
• Kept only as long as necessary for the purposes We have told you about.
• Kept securely.

4.5 For more details on security see clause 12 below.

4.6 We will only use your Personal Data in the manner in which the law allows. The lawful basis for processing your Data will be:

• where We need to process that Data in order to process a contract that you are about to enter into or have entered with Us, this will include information such as your name, address, other contact details and payment information;
• where the processing of that Data is necessary for legitimate interests, provided that your fundamental rights do not override those interests, this includes administering and improving this Website, and keeping it safe and secure;
• where We need to comply with a legal obligation.

5. METHODS AND PLACE OF PROCESSING

5.1 The Data Controller processes the Personal Data of Users in a proper manner and shall take appropriate security measures to prevent unauthorised access, disclosure, modification, or unauthorised destruction of the Personal Data.

5.2 The Data processing is carried out using computers and/or IT-enabled tools, following organisational procedures and modes strictly related to the purposes indicated in this Privacy Policy,

6. RIGHTS

6.1 As per the GDPR Data subjects have the following rights:

• Right to be informed about the processing of their personal data.
• Right to rectification if their personal data is inaccurate or incomplete.
• Right of access to their personal data and supplementary information, and the right to confirmation that their personal data is being processed.
• Right to be forgotten by having their personal data deleted or removed on request where there is no compelling reason for an organisation to continue to process it.
• Right to restrict processing of their personal data, for example, if they consider that processing is unlawful or the data is inaccurate.
• Right to data portability of their personal data for their own purposes.
• Right to object to the processing of their personal data for direct marketing, research or statistical purposes.
• We do not use automated decision-making or profiling that produces legal or similarly significant effects.

6.2 You agree that we have the right to share your personal information with:

• Any member of Our Group, which also means Our subsidiaries.
• Selected third parties including:
• Business partners, suppliers and sub-contractors for the performance of any contract We enter into with them or you;
• analytics and search engine providers that assist US in the improvement and optimisation of this Website;
• We will disclose your personal information to third parties if We are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply Our terms and conditions and other agreements; or to protect the rights, property, or safety of CoSpace Group Limited, Our members, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

7. THIRD PARTY SERVICES

7.1 CoSpace Group Limited may, from time to time, employ the services of other parties for dealing with certain processes necessary for the operation of this Website and/or the provision of services through it.

7.2 Any Data used by such parties is used only to the extent required by them to perform the services that We request. Any use for other purposes is strictly prohibited. Any Data that is processed by third parties will be processed within the terms of this Privacy Policy and in accordance with the GDPR.

8. FUNCTIONALITY OF THIS WEBSITE

8.1 To use all features and functions available on this Website, you may be required to submit certain Data.

8.2 You may restrict your internet browser’s use of Cookies. For more information see clause 16 below.

9. GOOGLE ANALYTICS

9.1 Google Analytics is a web analytics service provided by Google Inc. (“Google”). Google utilises the Personal Data collected to track and examine the use of this Website, to prepare reports on its activities and share them with other Google services.

9.2 Google may use the Personal Data collected to contextualise and personalise the ads of its own advertising network.

9.3 Personal Data collected: Cookie and Usage Data.

9.4 Place of processing: USA. Privacy Policy – Opt Out. Where Personal Data is transferred outside the UK, We use appropriate safeguards designed to protect it, such as the UK International Data Transfer Agreement and/or the UK Addendum to the EU Standard Contractual Clauses, as applicable.

10. LEGAL ACTION

10.1 The User’s Personal Data may be used for legal purposes by the Data Controller, in Court or in the stages leading to possible legal action arising from improper use of this Website or the related services. The User is aware of the fact that the Data Controller may be required to reveal Personal Data upon request of public authorities.

11. WHERE WE STORE YOUR DATA

11.1 We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

11.2 All information you provide to Us is stored on our secure servers or in the Cloud. Some of Our service providers, for example website hosting, email systems and analytics providers, may process Personal Data on Our behalf outside the UK. Where Personal Data is transferred outside the UK, We use appropriate safeguards designed to protect it. Any payment transactions will be encrypted using SSL technology. Where we have given you, or where you have chosen, a password which enables you to access certain parts of this Website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

12. SECURITY

12.1 Data security is of great importance to CoSpace Group Limited and to protect your Data We have put in place suitable physical, electronic and managerial procedures to safeguard and secure Personal Data provided to Us.

12.2 We will regularly evaluate and test the effectiveness of these measures to ensure security of its processing of Personal Data.

12.3 We endeavour to do Our best to protect your Personal Data. However transmission of information over the internet is not entirely secure and is done at your own risk. We cannot ensure the security of your Data transmitted to this Website.

13. ACCESSING YOUR DATA

13.1 You have the right to ask Us not to process your Personal Data. We will usually inform you, before collecting your Data, if We intend to process the data or if We intend to disclose your information to any third party. You can exercise your right to prevent such processing by checking certain boxes on the forms We use to collect your Data. You can also exercise the right at any time by contacting Us at hello@co-space.co.uk.

13.2 You have the right to ask for a copy of any information held about you. Your right of access can be exercised in accordance with the GDPR.

13.3 If at any point you believe the information We process on you is incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how We have handled your Personal Data, you can contact Our Data Protection Officer who will investigate this matter.

13.4 Our Data Protection Officer can be contacted via hello@co-space.co.uk. The response time for subject access requests, once received, is one month.

13.5 Some browsers offer a ‘Do Not Track’ feature. To determine where any of the third party services it uses honour the “Do Not Track” requests, please read their privacy policies. You can manage cookies through our cookie settings and your browser controls.

13.6 If you are not satisfied with Our response or believe we are processing your Personal Data not in accordance with the law you can complain to the Information Commissioner’s Office at www.ico.org.uk.

14. ELECTRONIC COMMUNICATION

14.1 Upon completing your registration We commit to promptly responding to your inquiries and fulfilling requested services. Our communication channels will primarily be through e-mail or telephone, and We will strive to respect your communication preferences.

14.2 If you subscribe to Our newsletter, We will use your name and email address to send you that newsletter and related updates. We will only send you marketing emails where you have given consent, or where the law permits. You can unsubscribe at any time using the link in Our emails or by contacting Us at hello@co-space.co.uk.

14.3 Should you express interest in subscribing to Our newsletter, your name and e-mail address will be utilised for the purpose of newsletter delivery. Newsletter subscriptions can be initiated on this Website, and you retain the freedom to unsubscribe at any time, refer to clause 15 below.

15. OPTING-OUT

15.1 You have the opportunity to subscribe to receive newsletters and marketing information about Our services. These communications may encompass details about new products and services, exclusive offers, or invitations to participate in market research.

15.2 If you decide that you no longer want to receive Our newsletters or promotional communications, you can opt out by following the instructions provided in each newsletter or communication, or by contacting Us at hello@co-space.co.uk.

16. COOKIES

16.1 This Website may place and access certain Cookies on your computer to distinguish you from other uses of this Website. This helps Us to provide you with a good experience when you browse this Website and also allows us to improve this Website. We have carefully chosen these Cookies and have taken steps to ensure that your privacy is protected and respected at all times.

16.2 All Cookies used by this Website are used in accordance with current UK and EU Cookie Laws.

16.3 We use strictly necessary cookies which are required for the operation of this Website. We will only place non-essential cookies, including analytics/performance cookies, if you have given your consent via our cookie banner or cookie settings. You can withdraw consent at any time or change your cookie consent at any time using our cookie settings.

16.4 This Website may place the following Cookies:

• Strictly necessary cookies. These are cookies that are required for the operation of this Website. They include, for example, cookies that enable you to log into secure areas of this Website or make use of e-billing services.
• Analytical/performance cookies. They allow Us to recognise and count the number of visitors and to see how visitors move around this Website when they are using it. This helps Us to improve the way this Website works, for example, by ensuring that users are finding what they are looking for easily.

16.5 You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept cookies but this can be changed. For further details, please consult the help menu in your internet browser.

16.6 You can choose to delete Cookies at any time; however you may lose any information that enables you to access this Website more quickly and efficiently including, but not limited to, personalisation settings.

16.7 It is recommended that you ensure that your internet browser is up to date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

17. DATA BREACHES

17.1 We have in place procedures to deal with any suspected Personal Data breach and will notify you and the regulator of the breach where we are legally required to do so.

18. CHANGES TO THIS PRIVACY POLICY

18.1 CoSpace Group Limited reserves the right to make changes to this Privacy Policy at any time giving notice to its Users on this page. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom. If a User objects to any of the changes to this Privacy Policy, the User must cease using Our services and can request that We erase the Personal Data.

18.2 Unless stated otherwise, the then-current Privacy Policy applies to all Personal Data that We have about Users.

19. TERMS OF USE

19.1 If you continue to browse and use this Website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with Our Privacy Policy govern Our relationship with you in relation to this Website. If you disagree with any part of these terms and conditions, please do not use this Website.

19.2 The term ‘Co-Space’ or ‘CoSpace Group Limited’ or ‘Us’ or ‘We’ or ‘Our’ refers to the owner of the Website, whose registered office is 25 Town Square, Stevenage, SG1 1BP. The term ‘you’ refers to the user or viewer of this Website.

The use of this website is subject to the following terms of use:

• The content of pages of this website is for your general information and use only. It is subject to change without notice.
• Neither We nor any third parties provide any warrant or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this Website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and We expressly exclude liability for such information or errors to the fullest extent permissible by law.
• Your use of any information or materials on this Website is entirely at your own risk, for which We shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this Website meet your specific requirements.
• This website contains material which is owned by or licensed to Us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
• All trademarks represented in this Website, which are not the property of, or licensed to the operator, are acknowledged on this Website.
• Unauthorised use of this Website may give rise to a claim for damages and/or be a criminal offence.
• From time to time this Website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s).
• Your use of this Website and any dispute arising out of such use of this Website is subject to the laws of England and Wales.

19.3 We may vary these Terms from time to time with no prior notice.

20. DATA CONTROLLER AND OWNER

20.1 You may contact CoSpace Group Limited by e-mail at hello@co-space.co.uk.

Thanks for taking the time to read this Privacy Policy.

Copyright © 2018-2026 CoSpace Group Limited and its associated companies T/A Co-Space. All rights reserved.

Last Updated: January 2026.