We may revise this policy periodically by updating this page, so we encourage you to periodically review it to ensure your continued satisfaction. This policy has been in effect since May 25, 2018.
Your Personal Data – What Is It?
Personal data pertains to an individual currently living, and such data can lead to the identification of that individual. This identification can occur either through the data itself or in combination with other information held by the data controller or anticipated to be obtained by the data controller. The handling and management of personal data are subject to the regulations set forth in the General Data Protection Regulation (GDPR).
Who Are We?
Your Space Cambridge Ltd, operating under the trade name ‘Your Space Apartments’ and registered with Company Number 6799740, serves as the data controller (contact details provided below). As the data controller, we determine the methods and objectives for the processing of your personal data.
How Do We Process Your Personal Data?
At Your Space Apartments, we diligently adhere to our responsibilities as outlined in the GDPR. This includes the continual upkeep of personal data, secure storage and appropriate disposal methods, the avoidance of collecting or retaining excessive data, safeguarding personal data against loss, misuse, unauthorized access, and disclosure, and implementing suitable technical measures to ensure data protection.
We utilize your personal data for the following purposes:
- Facilitating the provision of temporary accommodation services
- Managing our workforce
- Maintaining our internal accounts and records
- Keeping you informed about news and special offers from Your Space Apartments
What Is the Legal Basis for Processing Your Personal Data?
Guests, Bookers & Enquirers
By providing us with your data, you grant us permission to utilise it for the purposes of Legitimate Interests and in the fulfilment of our accommodation service Contract. This encompasses activities such as responding to your inquiries for temporary accommodation, confirming bookings and issuing invoices, providing arrival details, keeping you informed about any developments during your stay, and seeking your feedback on your experience after your departure.
Furthermore, we will explicitly request your Consent for the secondary objective of keeping you apprised of events in Cambridge, as well as sharing news and special offers related to our services. It’s important to note that granting consent for this secondary purpose is not a prerequisite for accessing our primary accommodation service.
Processing of data is deemed necessary for fulfilling Contractual and Legal Obligations in order to execute employment duties, adhere to social security regulations, and comply with social protection laws.
Data processing is essential to meet Contractual and Legal Obligations, particularly in the context of disbursing payments and delivering required documentation to government authorities.
Additionally, we maintain data pertaining to individuals holding positions within companies we believe may have an interest in our services, grounded in Legitimate Interests. This data processing is warranted under Legitimate Interest.
Sharing Your Personal Data
Rest assured that your personal data will be treated with the utmost confidentiality and will only be disclosed to members of the Your Space team as necessary for the delivery of our service, which pertains to temporary accommodation. Your personal data will not be disseminated to any external entities except when it directly supports the provision of our service. This may include instances such as offering the e-concierge tablet in your apartment or soliciting post-stay feedback. It’s important to note that all third parties involved are also in compliance with GDPR, and upon your request, we would be pleased to furnish you with their contact information.
In situations where you exercise any of your rights as granted by GDPR (please see ‘Your Rights’ below), we will promptly relay your requests to the pertinent third parties and mandate them to undertake the requisite actions.
How Long Do We Keep Your Personal Data?
We maintain data as follows:
(a) Accommodation inquiries are retained until the departure date associated with the inquiry.
(b) Accommodation bookings are retained for a period of three years subsequent to the departure date.
(c) Mailing lists are retained until consent is revoked or email communication permanently ceases.
(d) Employee data is retained for three months following the date of termination, except when compelled by government regulations to retain it for a longer duration.
(e) Records of local suppliers of goods and services are retained for seven years, or as dictated by government requirements.
(f) Information about employees in key positions within Cambridgeshire companies is retained until we are informed of their cessation from that role.
Your Rights & Your Personal Data
With regard to your personal data, you possess the following rights, unless any exceptions under the GDPR apply:
- The right to request that Your Space Apartments rectify any inaccuracies or outdated information within your personal data.
- The right to request the erasure of your personal data when it is no longer required by Your Space Apartments.
- The right to withdraw your consent for data processing at any time.
- The right to request that the data controller provide your personal data, and, if possible, transfer it directly to another data controller (referred to as the right to data portability, where applicable).
- The right to request a restriction on further processing in instances of disputes over the accuracy or handling of your personal data.
- The right to object to the processing of your personal data, where applicable.
- The right to lodge a complaint with the Information Commissioner’s Office.
To exercise these rights, please make contact with Your Space Apartments using the provided contact details below.
In the event that we intend to employ your personal data for a new purpose, one that isn’t encompassed by this Data Protection Notice, we will furnish you with a fresh notice detailing this new utilisation prior to initiating the processing. This notice will outline the pertinent objectives and processing criteria. Whenever and wherever necessary, we will request your prior consent for the new processing.
To exercise your relevant rights, address queries, or file complaints, please initiate contact with:
Data Controller: Paul Perkins
Company: Your Space Apartments
Address: 1 Signet Court, Swanns Road, Cambridge, CB5 8LA
Telephone: +44 (0)1223 313 383
If needed, you may reach out to the Information Commissioner’s Office at 0303 123 1113, via email at https://ico.org.uk/global/contact-us/email, or by mailing them at the following address:
Information Commissioner’s Office:
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
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