“Kontor”, “we”, “us” and “our” means Kontor Real Estate Limited and we are committed to respecting your privacy.
We are registered in the UK and our registered address is at Unit 6, 37-42 Charlotte Road, London, EC2A 3PG and our company registration number is 09253897.
About this privacy notice
For the purposes of data protection law, we are a data controller in respect of your personal data. Kontor is responsible for ensuring that it uses your personal data in compliance with data protection law. “Personal data” can be described as any information that can be used to identify you or that we can link to you and which we have in our possession or control.
This privacy notice applies if you are an existing, current or future client of Kontor, an employee or prospective employee, third parties including, but not limited to, its customers, partners, associates and affiliates, outsource partners, real estate brokers / service firms, landlords, serviced office operators and/or within the wider Kontor network. The privacy notice sets out the basis on which any personal data about you that you provide to us, that we create, or that we obtain about you from other sources, will be processed by us. Please take the time to read and understand this privacy notice in full.
Personal data that we collect about you
We will collect and process the following personal data about you:
Information that you provide to us or one of our affiliates. This includes information about you that you give us by filling in forms or by communicating with us, whether face-to-face, by phone, e-mail or otherwise. This information may include (without limitation):
- Full name, email address (company and personal), telephone number (mobile and landline), company address, company website, company social media accounts and company details.
Information we collect or generate or otherwise collect about you. This includes:
- CRM information such as email tracking and monitoring, analytics regarding website usage, and financial information surrounding the company at which you work that is publicly available.
Information we obtain from other sources.
- Information obtained from third parties includes company financial information through our CRM, website usage and analytics through Google Analytics.
Uses of your personal data
Your personal data may be stored and processed by Kontor in the following ways and for the following purposes:
- To ensure that the Company can facilitate efficient transactions with, and perform its obligations and exercise its rights under contracts with, third parties including, but not limited to, its customers, partners, associates and affiliates;
- To efficiently manage its contractors, agents and consultants;
- To meet all relevant obligations imposed by law;
- For the purposes of our legitimate business interests such as managing our business, creating business development and lead generation;
- Where you have applied for a position with us, to effectively manage recruitment an process your job application.
We are entitled to use your personal data in these ways because:
- we have legal and regulatory obligations that we have to discharge;
- we may need to in order to establish, exercise or defend our legal rights or for the purpose of legal proceedings; or
the use of your personal data as described is necessary for our legitimate business interests (or the legitimate interests of one or more of our affiliates), such as:
- Processing activities in respect of the job / role for which we have been contracted / instructed and for which consent has been obtained.
- Obtaining market information, such as office availability, from landlords and serviced office operators.
- Human resources for prospective employees.
Disclosure of your information to third parties
We may disclose your personal data to our affiliates in the circumstances described below:
- In order to ensure that the Company can facilitate efficient transactions with, and perform its obligations and exercise its rights under contracts with, third parties including, but not limited to, its customers, partners, associates and affiliates; personal data may be shared with third parties including but not limited to; landlords, serviced office operators, real estate brokers / service firms, business rates surveyors, building surveyors, project management, design and fit-out contractors. Personal data shared may include name, email address, telephone number, company name, website and address. Some of these third parties will process your data in accordance with our express instructions and others will themselves be responsible for their use of your personal data. These third parties may be permitted to further disclose the personal data to other parties.
We will take steps to ensure that the personal data is accessed only by employees of such affiliates that have a need to do so for the purposes described in this privacy notice.
We may also share your personal data outside of Kontor and our affiliates:
- if we sell any of our business or assets, in which case we may disclose your personal data to the prospective buyer for due diligence purposes;
- if we are acquired by a third party, in which case personal data held by us about you will be disclosed to the third party buyer;
- to third party agents or contractors (for example, the providers of our electronic data storage services) for the purposes of providing services to us. These third parties will be subject to confidentiality requirements and they will only use your personal data as described in this privacy notice; and
- to the extent required by law, for example if we are under a duty to disclose your personal data in order to comply with any legal obligation, establish, exercise or defend our legal rights.
Transfers of personal data outside the European Economic Area
The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside of the EEA who work for our affiliates or for one of our suppliers.
Where we transfer your personal data outside the EEA, we will ensure that it is protected in a manner that is consistent with how your personal data will be protected by us in the EEA. This can be done in a number of ways, for instance:
- the country that we send the data to might be approved by the European Commission;
- the recipient might have signed up to a contract based on “model contractual clauses” approved by the European Commission, obliging them to protect your personal data; or
- where the recipient is located in the US, it might be a certified member of the EU-US Privacy Shield scheme.
In other circumstances the law may permit us to otherwise transfer your personal data outside the EEA. In all cases, however, we will ensure that any transfer of your personal data benefits from an adequate level of legal protection and is compliant with data protection law.
You can obtain more details of the protection given to your personal data when it is transferred outside the EEA (including a copy of the standard data protection clauses which we have entered into with recipients of your personal data) by contacting us in accordance with the “Contacting us” section below.
Retention of personal data
How long we hold your personal data for will vary. The retention period will be determined by various criteria including:
- the purpose for which we are using it – we will need to keep the data for as long as is necessary for that purpose; and
- legal obligations – laws or regulation may set a minimum period for which we have to keep your personal data.
You have a number of legal rights in relation to the personal data that we hold about you. These rights include:
- the right to obtain information regarding the processing of your personal data and access to the personal data which we hold about you;
- the right to withdraw your consent to our processing of your personal data at any time. Please note, however, that we may still be entitled to process your personal data if we have another legitimate reason (other than consent) for doing so;
- in some circumstances, the right to receive some personal data in a structured, commonly used and machine-readable format and/or request that we transmit those data to a third party where this is technically feasible. Please note that this right only applies to personal data which you have provided to us;
- the right to request that we rectify your personal data if it is inaccurate or incomplete;
- the right to request that we erase your personal data in certain circumstances. Please note that there may be circumstances where you ask us to erase your personal data but we are legally entitled to retain it;
- the right to object to, and the right to request that we restrict, our processing of your personal data in certain circumstances. Again, there may be circumstances where you object to, or ask us to restrict, our processing of your personal data but we are legally entitled to continue processing your personal data and / or to refuse that request; and
- the right to lodge a complaint with the data protection regulator (details of which are provided below) if you think that any of your rights have been infringed by us.
You can exercise your rights by contacting us using the details set out in the “Contacting us” section below.
You can find out more information about your rights under UK data protection law by contacting the Information Commissioner’s Office, or by searching their website at https://ico.org.uk/. Where you do not live inside the UK, you retain the right to contact data protection regulators in other jurisdictions.
If you would like further information on the collection, use, disclosure, transfer or processing of your personal data or the exercise of any of the rights listed above, please address questions, comments and requests to firstname.lastname@example.org.
Our registered address is at Unit 6, 37-42 Charlotte Road, London, EC2A 3PG.