Privacy Policy

Last Updated: 14th February 2025

Introduction

At Shire House, we are committed to protecting and respecting your privacy. This Privacy Policy explains when and why we collect personal information about members, future members, previous members, visitors, and those connected with them, how this information is used, the conditions under which it may be disclosed, and how we keep it secure.

This policy may change from time to time, so we recommend checking this page periodically to ensure you remain informed and satisfied with any updates.

Who We Are

Shire House is a trading name of, and operated by Access Bookings Ltd (registered company number 04758650). In this policy, “we,” “our,” or “us” refers to Access Bookings Ltd, which is the data controller of your personal information.

As the data controller, we determine the purposes and methods for processing your personal data. If you have any questions about this policy or your data, please contact us at by email at hello@shirehouse.uk or by telephone, 01543 273517. Our data privacy manager is Adam Hall who can be contacted at privacy@shirehouse.uk.

How We Collect Your Personal Information

We collect information about you in several ways, including when you:

  • Visit our website (https://shirehouse.uk)
  • Use our booking portal, including the help desk (https://shirehouse.spaces.nexudus.com)
  • View or follow our channels on social media platforms
  • Contact us via phone, email, or other communication channels
  • Attend an event hosted or sponsored by us
  • Make a booking in person, by phone, or by any other means

This includes information provided when registering interest in our workspace, making an enquiry about memberships or private offices, subscribing to our services, or participating in customer surveys or research.

The information collected may include (but not limited to) your name, address, email address, phone number(s), company details, and the nature of your enquiry.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if any of the details you provide to us should change, during the course of your relationship with us.

Personal Information We Store

The types of personal data we process include:

  • Personal Identifiers: Name, contact details, date of birth
  • Device Information: IP address, MAC Address, browser type, usage data
  • Website Usage Data: How you browse and interact with our websites
  • Booking & Transaction Data: Details of products or services purchased
  • Financial Information: Payment details (debit/credit card numbers, bank account information)
  • Photography & Videography: CCTV footage for security, event photography/videography (where applicable)
  • Health and Accessibility Data: If provided, we may store medical conditions, allergies, or accessibility needs to ensure safety and assist in emergencies

How We Use Your Personal Information

Under data protection legislation, we must explain why and how we process your personal data. We rely on different legal bases depending on the purpose of processing.

1. Where it is contractually required

We process personal data when it is necessary for the fulfilment of a booking, licence or contract, including:

  • Managing memberships, bookings, and payments
  • Providing workspace, services, and amenities
  • Facilitating access to premises and security
  • Administering services provided through third-party partners

2. Where we have evaluated there is a legitimate interest

We may process your personal data when it is necessary for our legitimate business interests, provided it does not override your rights and freedoms. This includes:

  • General Communication: Sharing company news, updates, and service-related information
  • Marketing & Events: Sending invitations and promotional content
  • Customer Experience Improvements: Analysing service usage and feedback to enhance offerings
  • Security & Fraud Prevention: Protecting our network, preventing unauthorised access, and reducing fraud risks
  • Call & Complaint Management: Recording calls to monitor service quality and address complaints
  • Legal & Compliance Purposes: Protecting our legal rights, responding to claims, and enforcing policies

3. Where you have provided consent

With your consent, we may use your personal data for:

  • Sending marketing emails or SMS messages about our coworking services
  • Sharing information with certain Group companies for marketing similar products/services
  • Taking event photos/videos for promotional use We do not sell or share your data with third parties for commercial gain without your explicit consent. You can withdraw your consent at any time (see Withdrawing Your Consent section below).

How We Share Your Information

We do not sell personal data. However, we may share your information in the following cases:

  • Service Providers: Third-party vendors who support our operations (e.g., IT services, payment processors, security providers)
  • Legal & Regulatory Compliance: If required by law, court order, or regulatory authority
  • Business Transfers: In the event of a merger, acquisition, or business restructuring

Data Retention

We only retain personal data for as long as necessary to fulfil the purposes outlined in this policy or to comply with legal obligations.

  • CCTV footage is stored for a limited period unless required for security investigations
  • Booking records and financial transactions are retained per financial and tax regulations Once data is no longer needed, we securely delete or anonymise it.

Data Security Measures

We implement appropriate technical and organisational measures to safeguard personal data, including:

  • Encryption of sensitive data
  • Secure access controls to restrict data access
  • Regular cybersecurity audits to prevent unauthorised breaches
  • Secure storage of physical and electronic records

Despite these efforts, no system is entirely secure. Users should take precautions when sharing personal data online.

Your Rights Under UK Data Protection Law

Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, you have the following rights:

  • Right to Access: Request a copy of your personal data
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Erasure: Request deletion of your data (subject to legal limitations)
  • Right to Restriction: Request to limit how we process your data
  • Right to Object: Object to data processing for direct marketing or legitimate interests
  • Right to Data Portability: Request a transfer of your data to another service provider
  • Right to Withdraw Consent: If processing is based on consent, you can withdraw it at any time To exercise your rights, please contact hello@shirehouse.uk.

Cookies & Tracking Technologies

Our website and Wi-Fi services may use cookies or similar technologies for:

  • Analytics: Understanding website usage and improving performance
  • Security: Preventing unauthorised access
  • Personalisation: Enhancing user experience

You can manage cookie settings through your browser.

Third Party Links

Our website and emails may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies before providing any personal data.

Updates to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on our website, and where necessary, we will notify you via email.

Contact Us

If you have any questions about this Privacy Policy or your data rights, please contact us by Email: hello@shirehouse.uk