Privacy policy

Important Information and who we are

Bookify is a space utilisation management system that manages the hybrid workforce via four main types of bookings:

1. Day pass,
2. Visitor booking,
3. Meeting room booking and
4. Vehicle booking.

The Bookify service can be accessed using an on-line account via our website or via our App. This privacy policy applies to both, as well as to our business generally.

If you have a query in relation to how your data is handled, you can contact us by email
Email: info@Bookify.space

Because email communications are not always secure, please do not include bank account information or sensitive (special categories of Personal Data) information in your emails to us. For the purpose of applicable privacy legislation, the data controller is Bookify Tech Solutions Ltd of No.1 The Heights, Brooklands, Weybridge, KT13 0NY, England. Our company registration number is 13892531. We are registered with the Information Commissioner’s Office under registration number ZB361551.

You have the right to make a compliant at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

The ICO address is as follows:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone: 0303 123 1113

E-mail: casework@ico.org.uk.

What information we collect about you

Bookify collects the following information:

• Personal Data. “Personal Data” is information that, directly or indirectly, identifies you or another individual. Personal Data we collect: Name, company name, phone number, work email, vehicle registration, vehicle make and whether your vehicle is electric or not. If you upload a photo for use on your Bookify profile, we will also process that photo in order to provide the Bookify service to you. If you submit any Personal Data relating to other people to us or to our service providers, you confirm that you have the authority to do so and to permit us to use the information in accordance with this Privacy Notice. If you enable the Location Data services, we will also process your location data.
• Special categories of Personal Data (sensitive data, which includes, but is not limited to, data concerning health, sexual orientation, racial or ethnic origin etc.) are not collected from users of the Bookify website or service, but might be collected if you apply for one of our job vacancies or if you visit our office.
• Other Information. “Other Information” is any information that does not and cannot be used to reveal your identity or that of another individual, such as information which has been fully and permanently anonymised. We use this information for other purposes as described below.

How we collect the information

Bookify collects Personal Data and Other Information in a number of ways:

Purpose of collection

From you:

Bookify collects information such as your name, company name, work email, phone number, vehicle registration number and whether the vehicle is electric or not when you voluntarily provide this data to us. If you provide a photo for your Bookify profile or if you submit an application for one of our job vacancies, we will obtain that from you – typically that will be personal contact details such as name, title, addresses, telephone numbers and email addresses, recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process), personal information provided by you to us during the course of your application, for example, qualifications and professional accreditations, employment records (including job titles, work history, working hours and training records).

If you use the App: We also use GPS technology, Bluetooth technology and Wi-Fi technology to determine your current location. Some of our location-enabled Services require your Personal Data for the feature to work. If you wish to use the particular feature, you will be asked to consent to your data being used for this purpose. You can withdraw your consent at any time by disabling Location Data in your settings on your mobile device. Where consent is provided, we may also use Location Data marketing to provide you with marketing materials and information based on your location – for example offers which relate to local cafes or restaurants within your location at the time of using the App.

From our customers:

• If your employer subscribes to the Bookify service, they may provide us with personal information about you – principally your name, company name, work email, phone number, vehicle registration number.

From recruitment agencies:

• We may receive personal information about you from recruitment agencies who put you forward for one of our job vacancies. This information is likely to be personal contact details such as name, title, addresses, telephone numbers and email addresses, recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).

Suppliers and contractors:

• Personal details such as your name, address, bank account information, email address and telephone number.
• Personal information provided to us by the third-party service providers and other business contacts we work with.

 

Generally (uses applicable to all categories of person detailed above):

• If you visit our offices, images and video which are recorded by the CCTV system in operation on our premises.
• Information gathered when you visit our offices via our visitor sign-in process, including your name and vehicle registration information.
• Information gathered when you call us, which may include some of all of the following in addition to details of the telephone number you call us from: time of call, length of call, IP address of the device you call us from, and details of our website page that you call us from.
• Any personal information about you provided to us during our interactions with you, your employer or a third party.
• Any personal information you provide to us by telephone or via our website or social media accounts, for example, by using the “Contact Us” page on our website or by contacting us through LinkedIn, Facebook or Twitter.

 

Information gathered by cookies used on our website. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse and also allows us to improve the way our website works. For detailed information on the cookies we use and the purposes for which we use them please refer to our Cookies Policy (https://bookify.space/cookie-policy/).

How we use that information

We use Personal Data:

• In order to provide the Bookify service – for example to facilitate the booking of a day pass, to make a visitor booking or to book a meeting room, a desk or car parking space.
• Where you ask us to do so (for example when you select a service or an option when you are using the Bookify service – for example, to make a café booking), we will use your personal information to put you in touch with the relevant third party provider of the relevant goods or services (as appropriate).
• To send administrative information such as changes to our terms, conditions, and policies.
• To administer and protect our business and platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).
• For our business purposes, such as data analysis, audits, developing new products, enhancing, improving or modifying our services, identifying usage trends, determining the effectiveness of our operations and expanding our business activities.
• To process applications for our job vacancies.
• As we believe to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce our terms and conditions; (e) to protect our operations; (f) to protect our rights, privacy, safety or property, you or others; and (g) to allow us to pursue available remedies or limit the damages that we may sustain.

We have set out below, in a table format, a description of all the ways we plan to use your Personal Data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your Personal Data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you would like details about the specific legal grounds we are relying on to process your Personal Data where more than one ground has been set out in the table below.

 

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To provide the Bookify services – for example to make available on-line accounts via our website, to facilitate the booking of a day pass, to make a visitor booking or to book a meeting room or car parking space, and to store and retain such data in connection with the Bookify service.	Personal Data, which includes name, email address, telephone number, vehicle registration, address, geographical location including location data, IP address, username, password, data about users using desks, which meeting room you have booked, who you are meeting, what floor of the building you are on and where on the floor you are.	Where you have provided us with your consent for us to do so. Where processing is in the pursuit of our legitimate interests (or a third party) and your legal rights do not override those interests.
For users of the Bookify App: To install the App and register you as a new App user. To deliver the Bookify service. To manage our relationship with you including notifying you of changes to the App or the Bookify services To deliver content and advertisements to you To make recommendations to you about goods or services which may interest you To measure and analyse the effectiveness of the advertising we serve you To monitor trends so we can improve the App	Personal Data, including name, email address, date of birth, IP address, geographical location including location data, telephone number, username, password.	Consent Necessary for our legitimate interests (to develop our products/services and grow our business) Necessary to comply with legal obligations (to inform you of any changes to our terms and conditions) Performance of a contract with you
To send administrative information such as changes to our terms, conditions, and policies.	Personal Data, including name, email address, date of birth, username, password.	Where processing relates to the performance of a contract with your employer or where the processing is in the legitimate interests of your employer.
To administer and protect our business and platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data, engagement of third party suppliers (including, for example, IT service providers), transfers to insurance providers and professional advisors.	Personal Data, including CCTV images, access control logs (e.g. building entry and exit details), website, geographical location including location data, IP address, email address, username, password. Other Information	Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise). Necessary to comply with a legal obligation. To establish, exercise or defend legal claims.
For our business purposes, such as data analysis, audits, developing new products, enhancing, improving or modifying our platform and services, identifying usage trends, determining the effectiveness of our operations and expanding our business activities.	Personal Data, including CCTV images, access control logs (e.g. building entry and exit details), website, geographical location including location data, IP address, email address, username, password, App usage statistics. Other Information	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).
As we believe to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce our terms and conditions; (e) to protect our operations; (f) to protect our rights, privacy, safety or property, of you or others; and (g) to allow us to pursue available remedies or limit the damages that we may sustain.	Personal Data, including name, email address, date of birth, address, company name, position. Special categories of Personal Data (sensitive) data Other Information	To comply with legal obligations and in pursuit of our legitimate interests (or a third party) and your legal rights do not override those interests, and to establish, exercise or defend legal claims. Consent.
To process your application for one of our job vacancies including carrying our reference checks, right to work checks and, where applicable, DBS checks.	Personal Data, including name, email address, CV (including references or other information necessary as part of the application process, for example, qualifications and professional accreditations, employment records (including job titles, work history, working hours and training records). Special categories of Personal Data (sensitive) data. Other Information	To take steps to enter in to a contract with you, to comply with legal obligations and in pursuit of our legitimate interests (or a third party) and your legal rights do not override those interests. Consent.
To facilitate good working relationships with suppliers and service providers	Personal Data, including name, email address.	In pursuit of our legitimate interests (or a third party) and your legal rights do not override those interests.
Marketing purposes	Personal Data, including name, email address.	Consent – Bookify notes that we must only use Personal Data for the purposes of marketing on the conditions that you have provided their express consent. Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).
Anonymising your Personal Data for research or statistical purposes	Personal Data, including your name, email address, company name. Other Information	Necessary for our legitimate interests (to study how customers use our products/services to develop them and grow our business)

 

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Change of purpose

We will only use your Personal Data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your Personal Data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your Personal Data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we share information that we collect

We use and disclose Other Information for any purpose, except where we are required to do otherwise under applicable law. If we are required to treat Other Information as Personal Data under applicable law, then we would use or disclose it in the same way that we use and disclose Personal Data. In some instances, we may combine Other Information with Personal Data (such as combining your name with the name of your organisation). If that combination permits you to be identified, we will treat the combined information as Personal Data for as long as it is combined.

Further details of how we might share your Personal Data and other data are set out in this privacy policy.

How we store and secure information that we collect

We have put in place the security measures described above to reduce the risk of your Personal Data being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We have implemented appropriate organisational, technical, and administrative measures to protect data within our organisation, including security controls to prevent unauthorised access to our systems. These include: Testing, vulnerability scanning, the use of multi-factor authentication and encryption where possible.

In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality and are required to comply with applicable data protection laws.

While we take reasonable steps to secure your data from loss, misuse, interference and unauthorised access, modification and disclosure, you should be aware no security procedures or protocols are ever guaranteed to be 100 percent secure from intrusion or hacking, and there is therefore always some risk assumed by sharing Personal Data online. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the Contact Us section above.

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

International transfers

We may transfer your Personal Data to (a) our group and affiliated entities based outside of the UK and to (a) our external third party service providers based outside of the UK. Where we do this their processing of your Personal Data will involve a transfer of data outside the UK.

Whenever we transfer your Personal Data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give Personal Data the same protection it has in the UK – for example., standard contractual clauses.

Please contact us if you would like further information on the specific mechanism used by us when transferring your Personal Data out of the UK.

Your rights as a data subject

At any point while we are in possession of or processing your Personal Data, you, the data subject, have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply, you have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – while you have the right not to be subject to the legal effects of automated processing or profiling, we do not use automated decision-making nor profiling in the processing or your Personal Data.
• Right to complain and judicial review: in the event that Bookify refuses your request under rights of access, we will provide you with a reason as to why.

Please note: the rights stated above are not available in all circumstances – we will it you know if for any reason we consider that any of the rights you are seeking to exercise are not available.

How you can access and control your information

If you would like to access, correct, amend, remove / erase, object or limit the use or disclosure of any Personal Data about you that has been collected and stored by Bookify, or have it transferred to another organisation, please notify us using the email provided in the Contact Us section above, so that we may consider and respond to your request in accordance with applicable law. Please note: the rights stated above are not available in all circumstances – we will let you know if for any reason we consider that any of the rights you are seeking to exercise are not available.

For your protection we need to verify your identity before implementing your request.

Bookify may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or exercise any of your other rights). This is a security measure to ensure your Personal Data is not disclosed to any person who has no right to receive it.

If this information is not received from you, we may be unable to fulfil your request, or our response may be delayed until you provide the requested information.

We may contact you to ask you for further information in relation to your request to speed up our response.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We will action your request within one month.

Please note that we need to retain certain information for recordkeeping purposes and/or to complete any transactions that you began prior to requesting such access, change or deletion.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us using the contact details set out at the beginning of this privacy policy.

Where we are providing you with marketing information, you can also change your marketing preferences via your online account (if you have one with us) or by using the unsubscribe button at the bottom of our marketing emails to you or by contacting us using the contact details set out at the beginning of this privacy policy.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so.

Other important details

How long Bookify will retain your Personal Data

We only retain your Personal Data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting and reporting requirements. We may retain your Personal Data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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 requirements.

For Bookify service users: Based on this information if a user has not logged into the App for 90 days, we classify this account as inactive and begin the processes of termination. Please note before termination is actioned, we will send an email to the user to confirm that the account is inactive, and the account will be terminated if the user does not log into the App within 14 days of receipt of email. Total days for full termination including option to activate period is 104 days. Alternatively, you can request via email to have your data removed, please contact: Email: info@Bookify.space

For other types of data subjects: Details of retention periods for different aspects of your Personal Data are available in our retention policy which you can request from us by contacting us.

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.

Third Party Sites

Some websites, social media and applications permit you to link to other websites on the Internet through direct links or through applications such as “share” or “like” buttons, and other websites likewise may contain links to our sites. The information practices or content of such other websites is governed by the privacy statements of those websites and not by this Privacy Notice. We encourage you to review the privacy notices found on such other websites, services and applications to understand how your information is collected and used by them.

Similarly, please note that we are not responsible for the collection, use and disclosure policies and practices (including the data security practices) of other organisations, such as Apple, Facebook, Google, LinkedIn, Microsoft, Twitter or any other app developer, app provider, social media platform provider, operating system provider, wireless service provider, or device manufacturer, including any Personal Data you disclose to other organisations through or in connection with the Apps or the Social Media Pages.

Glossary

Comply with a legal obligation means processing your Personal Data where it is necessary for compliance with a legal obligation that we are subject to.

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your Personal Data for our legitimate interests. We do not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Personal Data has the meaning set out in paragraph 2 above.

Special categories of personal data has the meaning set out in paragraph 2 above.

Changes to this Privacy Notice

Bookify may amend this Privacy Notice from time to time. The “date amended” appears at the bottom of this Privacy Notice and this date indicates when the Privacy Notice was last revised. Any changes we make to our privacy policy will be posted on this page and will, where we consider it appropriate to do so, be notified to you too.