PRIVACY POLICY

Introduction

Last updated 2nd July 2018

Meeting rooms takes your right to privacy very seriously; the following Privacy and Cookie policy ("Privacy Policy"), aims to give you information on how Meeting Rooms collects and processes your personal data when you use www.meetingrooms.com ("Website").

The Website is not intended for children (those aged 13 and under) and we do not knowingly collect data relating to children.

It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements the other notices and is not intended to override them.

When you register or use the Website you will be asked to "opt in" to our Privacy Policy i.e. to confirm that you agree to our use of any personal data that we may collect from you as a user of the Website as set out in this Privacy Policy. If you do not give your consent, you will not be able to use the Website as we will be unable to provide our services and facilities to you. You can withdraw your consent to our use of your personal data at any time by cancelling your membership.


What information do we collect?

What is personal data?

Where this Privacy Policy refers to 'personal data' it is referring to data about you (or other living people) from which you could be identified - such as your name, your contact details and even your IP address.

By law all organisations in the UK are obliged to process your personal data in certain ways and to ensure that you are given an appropriate amount of information about how they use it. You also have various rights to seek information from those organisations about how they are using your data, and to prevent them from processing it unlawfully. For more information about these rights, please see the 'Your Rights' section of this Privacy Policy.

Data we collect from you

  • Identity Data: Name, title
  • Company Data: Name and location
  • Contact Data: E-mail address, postal address, telephone number; and mobile number
  • Technical Data: includes IP address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Website.
  • Usage Data: includes information about how you use our Website, products and services.
  • Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

Updating your information

If you want to update the information you have previously given to us (e.g. if you have recently moved office or changed your email address), you can contact Meeting Rooms at: privacy@meetingrooms.com or telephone on 0208 909 5222 from the UK or toll free on 888 989 0007 from USA & Canada.


How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, e-mail, chatbot or otherwise. This includes personal data you provide when you:
    • submit a form to book a meeting room;
    • provide details to create a meetings room account;
    • provide your details to receive offers and updates and other marketing material from us;
    • give us feedback.
  • Automated technologies or interaction. As you interact with our Website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see the section on cookies for further details.
  • Third parties. We may receive personal data about you from various third parties as set out below:
    • Technical Data from analytical providers, such as Google based outside the EU.
    • Identity and Contact Data from our business partners (e.g. Rightmove).

How and why do we use/share your information?

Collecting your information

Where we collect your personal data we may use that information to:

  • Operate the service and send you information you request on the Website
  • Generate aggregated statistics about our Website visitors and users of the service
  • Collect broad demographic information for aggregated use
  • Improve the content of our web pages
  • Administer this Website
  • Customise the service we provide to you
  • Handle enquiries submitted to us by you
  • Send you our newsletter and information about products and services that may interest you, if you have agreed to us doing so. This may be by email. If at any time you do not wish to continue to receive these details then contact us using these details: privacy@meetingrooms.com

Why is Meeting Rooms allowed to use your information in this way?

Meeting Rooms will only use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.
  • Where we have your consent as a legal basis for processing to send you any direct marketing from us or third parties via e-mail. You have the right to withdraw consent to marketing at any time by contacting us at privacy@meetingrooms.com

Sharing your information

Depending on how and why you provide us with your personal data. We may share it in the following ways:

  • We may analyse and disclose aggregated statistics about our Website visitors and users of our service in order to describe our services to prospective partners and other reputable third parties and for other lawful purposes, but these statistics will include no personally identifying information.
  • We may disclose personal data if required to do so by law or if we believe that such action is necessary to protect and defend the rights, property or personal safety of the Website or its visitors.
  • We may share data which you submit or generate in the course of using the online meeting room search tool with our partners and with other users of our website more generally, if we have first obtained your prior consent to do so.
  • If we have first obtained your consent to do so, Meeting Rooms may share your information with our trusted partners so that they can provide information to you about the meeting room that may interest you. This may be by email, telephone or direct mail. If at any time you do not wish us to share your information in this way, then you can opt out any time by contacting Meeting Rooms at privacy@meetingrooms.com

Service Providers

We will use third party service providers to undertake processing operations on our behalf, and this may require us to share your personal data with them. These service providers provide us with a variety of administrative, statistical, and technical services. We will only provide service providers with the minimum amount of personal data they need to fulfil the services we request, and we stipulate that they protect this information and do not use it for any other purpose. We take these relationships seriously and oblige all of our data processors to sign contracts with us that clearly set out their commitment to respecting individual rights, and their commitments to assisting us to help you exercise your rights as a data subject.

Please note that some of our service providers are based outside of the European Economic Area (the "EEA"). Where we transfer your data to a service provider that is outside of the EEA we seek to ensure that appropriate safeguards are in place to make sure that your personal data is held securely and that your rights as a data subject are upheld.

Links to third party sites

Please note that where we provide links to third party websites that are not affiliated with Meeting Rooms such sites are out of our control and are not covered by this Privacy Policy, regardless of whether they use our branding or logo on their websites. If you access third party sites using the links provided, the operators of these sites may collect information from you that could be used by them, in accordance with their own privacy policies. Please check these policies before you submit any personal data to these websites.


How long do we keep your information for?

Data retention

In accordance with our Data Retention Policy we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirement.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Data storage and security

Meeting Rooms takes the protection of your information very seriously. We use encryption (SSL) to protect your personal data when appropriate, and all the information provided to Meeting Rooms is stored securely once we receive it.

Meeting Rooms may store your personal data on secure servers either on our premises or in secure third party data centres.

Cookie Name Purpose More Information
APISID .google.com External Automatic
HSID .google.com External Automatic
NID .google.com External Automatic
OTZ apis.google.com External Automatic
PREF .google.com External Automatic
SAPISID .google.com External Automatic
SID .google.com External Automatic
SSID .google.com External Automatic
__cfduid .cloudflare.com External Automatic
__lc.visitor_id.5407911 .meetingrooms.com External Automatic
_gat .meetingrooms.com External Automatic
_ga .meetingrooms.com External Automatic
country www.meetingrooms.com External Automatic
fbm_1445767592385565 .meetingrooms.com External Automatic

Your Rights

As a data subject you have a number of rights in relation to your personal data. Below, we have described the various rights that you have, as well as how you can exercise them.

Right of Access

You may, at any time, request access to the personal data that we hold which relates to you (you may have heard of this right being described as a "subject access request").

Please note that this right entitles you to receive a copy of the personal data that we hold about you in order to enable you to check that it is correct and to ensure that we are processing that personal data lawfully. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data.

You can exercise this right at any time by writing to us using the contact details set out privacy@meetingrooms.com and telling us that you are making a subject access request. You do not have to fill in a specific form to make this kind of request.

Your Right to Rectification and Erasure

You may, at any time, request that we correct personal data that we hold about you which you believe is incorrect or inaccurate. You may also ask us to erase personal data if you do not believe that we need to continue retaining it (you may have heard of this right described as the “right to be forgotten”).

Please note that we may ask you to verify any new data that you provide to us and may take our own steps to check that the new data you have supplied us with is right. Further, we are not always obliged to erase personal data when asked to do so; if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request.

You can exercise this right at any time by writing to us at privacy@meetingrooms.com and telling us that you are making a request to have your personal data rectified or erased and on what basis you are making that request. If you want us to replace inaccurate data with new data, you should tell us what that new data is. You do not have to fill in a specific form to make this kind of request.

Your Right to Restrict Processing

Where we process your personal data on the basis of a legitimate interest (see the section of this Privacy Policy which explains why we use your personal data) you are entitled to ask us to stop processing it in that way if you feel that our continuing to do so impacts on your fundamental rights and freedoms or if you feel that those legitimate interests are not valid.

You may also ask us to stop processing your personal data: (a) if you dispute the accuracy of that personal data and want us verify that data's accuracy; (b) where it has been established that our use of the data is unlawful but you do not want us to erase it; (c) where we no longer need to process your personal data (and would otherwise dispose of it) but you wish for us to continue storing it in order to enable you to establish, exercise or defend legal claims.

Please note that if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to stop processing, we will tell you what that reason is, either at the time we first respond to your request or after we have had the opportunity to consider and investigate it.

You can exercise this right at any time by writing to us at privacy@meetingrooms.com and telling us that you are making a request to have us stop processing the relevant aspect of your personal data and describing which of the above conditions you believe is relevant to that request. You do not have to fill in a specific form to make this kind of request.

Your Right to Portability

Where you wish to transfer certain personal data that we hold about you, which is processed by automated means, to a third party you may write to us and ask us to provide it to you in a commonly used machine-readable format.

Because of the kind of work that we do and the systems that we use, we do not envisage this right being particularly relevant to the majority of individuals with whom we interact. However, if you wish to transfer your data from us to a third party we are happy to consider such requests.

Your Right to stop receiving communications

For details on your rights to ask us to stop sending you various kinds of communications, please contact us at privacy@meetingrooms.com.

Your Right to object to automated decision making and profiling

You have the right to be informed about the existence of any automated decision making and profiling of your personal data, and where appropriate, be provided with meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing that affects you.


Exercising your rights

When you write to us making a request to exercise your rights we are entitled to ask you to prove that you are who you say you are. We may ask you to provide copies of relevant ID documents to help us to verify your identity.

It will help us to process your request if you clearly state which right you wish to exercise and, where relevant, why it is that you are exercising it. The clearer and more specific you can be the faster and more efficiently we can deal with your request. If you do not provide us with sufficient information then we may delay actioning your request until you have provided us with additional information (and where this is the case we will tell you). For our contact details, please see here.


Contact details

Meeting Rooms (company number 02878016) with registered office address at Shelley Stock Hutter, 1st Floor, 7-10 Chandos Street, London, W1G 9DQ.

Contacting us from the UK and Worldwide

If you would like to contact us by post and you are based in the UK please use the following address:
Stanmore Business & Innovation Centre, Howard Road, Stanmore, Middlesex, HA7 1GB, United Kingdom

You can also email privacy@meetingrooms.com or telephone on 0208 909 5222.

Contacting us from the US

If you would like to contact us by post and you are based in the US please use the following address:
1500 Broadway, 5th Floor, Suite 505, New York, NY 10036, United States

You can also email privacy@meetingrooms.com or or telephone toll free on 888 989 0007 from US [& Canada.]