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Privacy Policy

Last updated: 28/7/26

1. Who we are

The Hot Desk Hub Olney provides flexible hot-desk workspace and related booking services.

The data controller responsible for your personal information is:

LEO Commercial Property Ltd Trading as The Hot Desk Hub Olney
Company number: 16929289
Registered office: 25 Osier Way, Olney, MK45 5FP
Business address: 25 Osier Way, Olney, MK45 5FP

Email: bethany@leobs.co.uk
Telephone: 01234 247507

When this policy refers to “we”, “us” or “our”, it means the business identified above.

2. Information we collect

We may collect and process the following personal information:

  • your name;

  • email address;

  • telephone number;

  • billing address;

  • booking dates and details;

  • the type of pass or service purchased;

  • payment status and transaction information;

  • messages, enquiries and other communications;

  • details of any visitors included in your booking;

  • information supplied when you use our website or contact form;

  • technical information such as your IP address, browser type and website usage data;

  • cookie preferences; and

  • any information you choose to provide when contacting us.

We do not normally require special category information, such as medical or health information. Please only provide this where it is necessary, for example when asking about accessibility arrangements.

Payment card details are processed by our payment provider. We do not normally receive or retain your complete card number or security code.

3. How we collect information

We collect information:

  • directly from you when you make a booking;

  • when you purchase a pass;

  • when you complete a contact form;

  • when you telephone or email us;

  • when you visit or use the workspace;

  • automatically through cookies and similar website technologies; and

  • from Wix and any payment provider used to process your booking.

4. How we use your information

We use personal information to:

  • process and manage bookings;

  • take and record payments;

  • issue booking confirmations, receipts and arrival information;

  • contact you about changes to your booking;

  • manage cancellations, refunds and booking queries;

  • administer day, weekly and four-week passes;

  • respond to enquiries and complaints;

  • provide access to and operate the workspace;

  • maintain the security and proper use of the premises;

  • keep accounting, VAT and tax records;

  • prevent misuse, fraud or unlawful activity;

  • improve our website, booking process and services;

  • maintain and protect our IT systems; and

  • comply with our legal and regulatory obligations.

5. Our lawful basis

We only use personal information where we have an appropriate lawful basis.

Contract

We use your information where it is necessary to:

  • take steps at your request before you make a booking;

  • process your booking or pass purchase;

  • provide the workspace you have purchased;

  • take payment;

  • send confirmations and access information; and

  • administer changes, cancellations and refunds.

Legal obligation

We may use and retain information where necessary to comply with legal requirements, including accounting, VAT, taxation, consumer protection and fraud prevention obligations.

Legitimate interests

We may use information where necessary for our legitimate business interests, provided those interests are not overridden by your rights. These interests include:

  • operating and improving the workspace;

  • providing customer service;

  • protecting our premises, systems and customers;

  • recovering money owed to us;

  • preventing fraud and misuse;

  • maintaining appropriate business records; and

  • establishing, exercising or defending legal claims.

Consent

We rely on consent where required, including for certain non-essential cookies and optional email marketing.

You may withdraw your consent at any time. Withdrawing consent does not affect processing that took place before it was withdrawn.

6. Marketing

We will not automatically add you to a marketing list merely because you make a booking.

Where you actively agree to receive marketing, we may send you information about availability, passes, offers and workspace news.

You can unsubscribe at any time by:

Booking confirmations, payment information and essential service messages are not marketing communications.

7. Who we share information with

We may share personal information with trusted service providers where necessary, including:

  • Wix, which hosts the website and provides the booking platform;

  • payment processors and banking providers;

  • email and communications providers;

  • IT support and website service providers;

  • accountants, bookkeepers and professional advisers;

  • insurers;

  • fraud prevention and security providers;

  • public authorities, HM Revenue & Customs, regulators or law-enforcement agencies where legally required; and

  • another organisation where the business or relevant assets are sold or transferred.

These organisations may act as processors acting on our instructions or as separate controllers responsible for their own use of your information.

Wix processes information in connection with its website, booking and related services under its own privacy arrangements.

We do not sell your personal information.

8. International transfers

Some of our service providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal safeguard is used. This may include:

  • transferring information to a country recognised as providing adequate protection;

  • using approved contractual safeguards; or

  • relying on another lawful transfer mechanism.

Further information about relevant safeguards can be requested using the contact details above.

9. How long we retain information

We keep personal information only for as long as reasonably necessary.

Our normal retention periods are:

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Contact-form enquiries that do not become bookings - Up to 12 months

Booking, payment and customer records - Up to 6 years after the end of the relevant financial year

Accounting, VAT and tax records. As required by applicable tax and accounting laws

Complaints and disputes - Up to 6 years after resolution

Marketing preferences - Until consent is withdrawn, plus a limited suppression record

Technical and website records - According to the relevant system or cookie retention period

We may retain information for longer where necessary because of a dispute, legal claim, investigation or legal requirement.

Information that is no longer required will be securely deleted, anonymised or destroyed.

10. Cookies

Our website uses cookies and similar technologies.

Some cookies are strictly necessary for the website, security, booking system and checkout process to operate. Other cookies may be used for analytics, functionality or marketing.

Where consent is legally required, non-essential cookies will not be placed unless you accept them through the website’s cookie

11. Keeping your information secure

We take reasonable organisational and technical measures to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • misuse;

  • alteration;

  • disclosure; and

  • destruction.

Access to personal information is restricted to people and service providers who need it for legitimate business purposes.

No website or online transmission can be guaranteed to be completely secure. You are responsible for protecting passwords and account details associated with your booking.

12. Your data protection rights

Depending on the circumstances, you may have the right to:

  • ask for a copy of the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information;

  • ask us to restrict how your information is used;

  • object to processing based on legitimate interests;

  • receive certain information in a portable format;

  • withdraw consent where processing is based on consent; and

  • complain about how we use your information.

Some rights are subject to legal conditions and exemptions. For example, we may need to retain booking and payment information to comply with accounting and tax obligations.

To exercise a right, contact us at bethany@leobs.co.uk. We may need to verify your identity before responding.

13. Complaints

Please contact us first if you have concerns about how we use your personal information:

Email: bethany@leobs.co.uk
Address: 25 Osier Way, Olney, MK46 5FP

You also have the right to complain to the Information Commissioner’s Office, the UK regulator responsible for data protection. Current complaint and contact information is available through the ICO.

14. Third-party links

Our website may contain links to other websites.

We are not responsible for the privacy practices of third-party websites. You should read their privacy policies before providing personal information to them.

15. Children

Our services are intended for adults and business users.

People under 18 should not make a booking without the involvement and consent of a parent or legal guardian.

16. Changes to this policy

We may update this policy to reflect changes to our services, systems or legal obligations.

The latest version will be published on this page with the date it was last updated.

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