This privacy policy outlines how Joy Property Management (“we,” “us,” or “our”) collects, uses, and discloses personal information in accordance with both the General Data Protection Regulation (GDPR) of the European Union and US privacy laws.

We collect personal information for various purposes, including:

In alignment with our commitment to transparency and safeguarding your privacy, we have updated our privacy policy to provide clarity on how we collect, use, protect, and handle your Personally Identifiable Information (PII) in accordance with our website practices. This addendum outlines additional details specific to our Co-working spaces, serviced offices, and virtual offices.

What Personal Information Do We Collect?

In addition to the general information outlined in our privacy policy,
for individuals engaging with our Co-working spaces, serviced offices, and virtual offices, we may collect the following additional details:

• Gaming types and interests for tailored experiences
• Health declaration for accessibility needs
• Banking details for membership payments (please note: we do not store bank or credit card details on our web servers)
• Usage records and visit duration at our facilities

What are the lawful bases for processing personal data?

Under Data Protection Legislation, there must be a ‘lawful basis’ for the use of personal data. The lawful bases are :

• your consent
• Performance of a contract
• Compliance with a legal obligation
• Protection of your, or anothers’ vital interests
• Public interest/official authority’; and
• Our legitimate interests

• Membership Accounts and Incubator Space Enrollment: Name, date of birth, gender, email address, postal address, phone number, gaming preferences, interests, banking details (with your consent), health declaration for disability access or special needs.
• Website Usage: Usage records and duration of visits on our website, venues, and events.
• Contact Information: Records of calls, emails, and other communications with us.
• Membership Information: Payment details, service usage data, and other account-related information.
• Preferences: Information about your product, service, and interest preferences.

What are our ‘legitimate interests’?

Legitimate interests provide a versatile foundation under which the law allows the handling of personal data. To assess if we have a legitimate interest in processing your data, we weigh the advantages and necessities for us against the potential risks and benefits for you. This assessment is conducted as impartially as possible by our Data Protection Lead. You have the right to object to our processing, and we will evaluate how this impacts our legitimate interest.

How do we use your information?

We use your personal information to:

• Provide and improve our services, products, and website experiences.
• Administer your membership account.
• Process payments and charges.
• Send you important information about our services, including operational updates and reminders.
• Detect and prevent fraud and other crimes.
• Allow you to monitor your membership usage.
• Conduct research and analysis to improve our services.
• Provide relevant services based on your interests.
• Share event photos on social media with your permission.
• Send promotional communications (with your consent; you can opt-out).
• Respond to your inquiries and concerns.
  

We maintain this personal data for:

• Associates and recipients
• Business partners, fellow professional bodies, advisors
• Commercial connections
• Consultants, advisors, and other industry specialists
• Customers
• Employers and staff of external entities
• Entrepreneurs, clientele
• Grievances and inquiries
• Patrons
• Providers and vendors
• Shareholders

• Analytics | Technical Data, Usage Data | To comprehend how you use our website, how you found us, and the duration of your website visits, to analyse our performance and enhance our service. This processing is conducted lawfully based on ‘our legitimate interests’. | Directly obtained or indirectly obtained through a client’s website (notice given at the point of collection).
  
  
• Fraud Prevention | Identity Data, Transaction Data | To combat fraud, we share information of clients who instruct the payment issuer to cancel payments to us without prior communication, with credit reference agencies. This processing is conducted lawfully based on ‘protection of your, or another’s vital interests’. | Directly obtained or indirectly obtained through a client’s website (notice given at the point of collection).
  
  
• Contact Submission | Identity Data, Contact Data | When you provide us information about you by posting on a forum or blog, we store this information to make it available for viewing on the website. Your consent is obtained at the time of posting and via reference to this notice. This processing is conducted lawfully based on ‘your consent’. | Directly obtained or indirectly obtained through a client’s website (notice given at the point of collection).
  
  
• Phone Calls | Identity Data, Contact Data | We may record calls for training and auditing purposes. We also collect Calling Line Identification information to enhance the efficiency and accountability of our customer services. This processing is conducted lawfully based on ‘our legitimate interests’. | Directly obtained.
  
  
• Email and Web Contact | Identity Data, Contact Data | If you contact us through our website or by email, we will utilize the information you provide to respond to your enquiry or complaint, and to enhance our service overall. This processing is conducted lawfully based on ‘our legitimate interests’. | Directly obtained or indirectly obtained through our website (notice given at the point of collection).
  
  
• Consumer Marketing | Identity Data, Contact Data, Transaction Data, Marketing and Communications Data | If you make a purchase with us, we will include your contact information in our marketing list and send you relevant information. This processing is conducted lawfully based on ‘our legitimate interests’. | Directly obtained.

How do we protect your information?

We take various security measures to protect your personal information, including:

• Regular security scans for vulnerabilities.
• Malware scanning.
• Secure storage on protected networks.
• Encryption of sensitive information (SSL).
  
• Secure Environments.

Does your data leave the EU?

Lennox House [Joy Property management
uses overseas web and IT providers. Details of what data is sent where, and the safeguards in place, are included in the section
‘Third Party Disclosure & Third part Interests’ below.

THE COUNTRIES WHERE DATA WILL BE STORED, PROCESSED AND TRANSFERRED

Your personal data collected by Lennox House [Joy Propery Management] may be stored and processed in the United Kingdom or outside the United Kingdom in which third parties maintain facilities. Should Lennox House [Joy Propery Management] need to transfer your personal data, Lennox House [Joy Propery Management] will take all reasonable measures to safeguard the transfer of your personal data to third parties in a manner that complies with the GDPR.

Will we disclose your information to outside parties?

We may share your information with:

Third-Party Disclosure

In addition to the disclosures mentioned in our general privacy policy, we may share information about Co-working, serviced office, and virtual office users with:

• Agents and intermediaries
• Business partners, fellow professional bodies, advisers
• Clients, recipients, assignees, payees
• Complainants, enquirers
• Courts and tribunals
• Credit agencies, debt recovery and tracing agencies
• Current, former and prospective employers
• Clients
• Educational and examination bodies
• Employment and recruitment agencies
• Family, associates and representatives of the individual whose personal data we are processing
• Financial institutions for payment processing
• Financial institutions and advisers
• Healthcare professionals, social and welfare organisations
• Law enforcement and prosecuting authorities
• Other companies within the same group
• Organisations and businesses providing services engaged with by our users
• Partner Companies
• Pension schemes
• Police force and other Law enforcement Agencies if requested
• Public authorities as required by law
• Legal advisers
• Share registrars
• Suppliers and service providers
• Survey and research organisations

About our processing of your data

Personal data, or personal information, refers to any information relating to an individual from which that person can be identified. This does not encompass data where the identity has been removed (anonymous data).

We may gather, employ, retain, and transfer various types of personal data concerning you, which we have categorised as follows:

• Identity Data: This encompasses first name, maiden name, last name, username or similar identifiers, marital status, title, date of birth, and gender.
• Contact Data: This includes billing address, delivery address, email address, and telephone numbers.
• Financial Data: This incorporates bank account and payment card details.
• Transaction Data: This consists of details concerning payments to and from you, as well as other particulars of products and services you have acquired from us.
• Technical Data: This entails internet protocol (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 utilised on the devices you employ to access this website.
• Profile Data: This encompasses your username and password, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
• Usage Data: This includes information about how you utilise our website, products, and services.
• Marketing and Communications Data: This involves your preferences regarding receiving marketing communications from us and our third parties, as well as your communication preferences.

Additionally, we collect, utilise, and share Aggregated Data, such as statistical or demographic data, for various purposes. Aggregated Data may derive from your personal data, but it is not considered personal data in law, as this data does not directly or indirectly disclose your identity. For instance, we may aggregate your Usage Data to ascertain the percentage of users accessing a specific website feature. However, should we amalgamate or correlate Aggregated Data with your personal data in a manner that can directly or indirectly identify you, we treat the combined data as personal data, which will be handled in accordance with this privacy notice

If applicable – who is their representative within the EU?

HMRC,

The regulatory authorities or other authorities

We are joint Controller with these authorities who require reporting of processing in some situations

Postal/Courier Providers

Where these providers act as Data Controller, we are joint Controller with them for the purposes of sending you physical documents.

We use cookies to:

• Remember your shopping cart items and preferences.
• Track site traffic and user behavior.
• Improve your website experience.

You can choose to disable cookies through your browser settings.

Third-Party Disclosure and Links

We do not sell or trade your personal information. We may share non-personally identifiable information for marketing or advertising purposes. We are not responsible for the privacy practices of linked websites.

Google Advertising

We use Google AdSense Advertising and adhere to Google’s Advertising Principles. You can opt out of personalized advertising through Google Ad Settings or the Network Advertising Initiative Opt-Out page.

Fair Information Practices

In the event of a data breach, we will notify you and relevant authorities within 7 business days. You have the right to take legal action against us if we fail to comply with data protection laws.

General Data Protection Regulation (GDPR)

We comply with GDPR to protect the personal information of EU citizens.

CAN-SPAM Act

We comply with the CAN-SPAM Act for email marketing. You can unsubscribe from our marketing emails by following the instructions at the bottom of each email.

In our commitment to ensuring the robust operation and security of our services, members, customers, and data infrastructure, we employ a range of monitoring tools and systems.

These include but are not limited to tracking information, software, hardware, CCTV surveillance, AI Tracking, malware scanning, antivirus programs, and digital forensics technologies.

Through these comprehensive measures, we continuously monitor the usage of our site, detect potential threats, and protect against security breaches. By analysing network traffic and system activities alongside CCTV surveillance and digital forensics, we can swiftly identify any anomalies or suspicious behaviour.

This proactive approach enables us to take immediate action to mitigate risks and uphold the confidentiality, availability, and integrity of our data infrastructure. However all users who use digital devices on the networks are advised to make use of any and all available Malware and Antivurus software, as we cannot be held liable for such data loss. 

What happens if I refuse to give Lennox House [Joy Property Management] my personal data?

The information about you that we have collected for the performance of our contracts is required in order for us to successfully fulfil our obligations to you. If you choose not to provide the personal data requested, we will not be able to enter into a contract with you to provide the benefits we offer. If we are already processing your personal information under a contract, you must end our contractual relationship (as/where permitted) in order to exercise some of your rights.

We process some personal information as part of a contractual relationship with a Data Controller. Any requests to restrict this type of processing should be forwarded to the Data Controller; they will be responsible for discussing your concerns and making any decisions.

How long will your personal data be kept?

Lennox House [Joy Propery Management] holds different categories of personal data for different periods of time. Wherever possible, we will endeavour to minimise the amount of personal data that we hold and the length of time for which it is held.

If ‘consent’ is the basis for our lawful processing of your data, we will retain your data so long as both the purpose for which it was collected, and your consent, are still valid. We review the status of your consent every twelve (12) months and treat non-response to our requests for renewal of consent as if they were your request to withdraw consent. Occasionally, we might identify a legitimate interest in retaining some of your personal data that has been obtained by consent. If we do, we will inform you that we intend to retain it under these conditions and identify the interest specifically.

Identity, Contact and Transaction Data are held indefinitely (subject to object by the individual, or individuals having left our clients’ business) in order to provide a superior service to returning customers.

If we process your data on the basis of ‘legitimate interests’, we will retain your data for so long as the purpose for which it is processed remains active. We review the status of our legitimate interests every twelve (12) months and will update this notice whenever we determine that either a legitimate interest no longer exists or that a new one has been found.

All categories of personal data that are held by us because they are essential for the performance of a contract, will be held for a period of six years, as determined by reference to the Limitations Act 1980, for the purposes of exercising or defending legal claims.

Note:

Retention of specific records may be necessary for one of more of the following reasons:

• to fulfill statutory or other regulatory requirements.
• to evidence events/ agreements in case of disputes.
• to meet our operational needs.
• to meet our sales enquiries.
• to meet any historical purposes.

Contact Us:

For any inquiries or concerns regarding our privacy practices related to Co-working spaces, serviced offices, and virtual offices, please reach out to us using the contact information provided below. via our Data Controller.

Commitment to Data Protection:

Lennos House (Joy Property Management) is committed to protecting your privacy. We adhere to relevant data protection regulations and strive to be transparent about our use of cookies.

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This website is owned and operated by Lennos House under (Joy Property Management.)

Or using our website contact form;

by telephone, on the contact number published on our website from time to time; or by email, using the email address published on our website from time to time.

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you may contact us using the information below.

Lennox House

https://www.http://www.website.co.uk/ and Joy Property Management, are registered Copyright and Trademarks of the Same organisation. Joy Property management

We are registered in England and Wales, and our registered office is at

Lennox House,

Lennox St

Nottingham

NG1 1EX

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Data Collecting

We do not gather any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Furthermore, we do not collect any information regarding criminal convictions and offences.

If you believe that we have failed in our compliance with data protection legislation, complaints to this authority can be made by visiting  ico.org.uk.