Privacy Policy — LeedsOffices

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Last updated: 8 September 2026

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1. Who we are

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This website, www.leeds-offices.co.uk (“LeedsOffices”, “we”, “us”, “our”), is operated by Steven Gill, trading as LeedsOffices.

We are the data controller for the personal data described in this policy. If you have any questions about this policy or how we handle your data, contact us at enquiries@leeds-offices.co.uk.

 

2. What personal data we collect

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We collect personal data when you voluntarily submit it to us, principally through the enquiry forms on this site (both the pop-up “Start Your Workplace Search” form and the homepage enquiry form). The data collected includes:

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• Company name

• Contact name

• Email address

• Phone number

• The town or city you are interested in

• The approximate number of people you need workspace for

• Your intended move-in timeframe

• Any other requirements you tell us about (e.g. break-out space, gym access)

 

We do not knowingly collect any special category data (e.g. health, religion, ethnicity) through these forms, and ask that you do not include such information in the free-text fields.

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We also automatically collect limited technical data when you visit the site — see Section 5 (Cookies) below.

 

If you use the live chat feature on the site, the messages you send and basic technical data about your visit are processed by Wix's chat functionality in order to provide that feature.

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3. How we use your data

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We use the personal data you provide to:

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• Respond to your enquiry and provide information about serviced office availability

• Introduce you to the relevant serviced office operator(s), and/or act as your agent in negotiating terms, pricing, or availability with the operator(s) directly on your behalf — see Section 4 below for how our role varies depending on the operator

• Keep a record of enquiries and, where we are acting as your agent, of the negotiation and terms agreed on your behalf

• Send you marketing communications about new business centres, other office options, and updates from LeedsOffices — but only where you have actively opted in to receive these (for example, by ticking the relevant box on our enquiry form). You can withdraw this at any time by unsubscribing or contacting us — see Section 8 (Your rights) below.

• Improve this website and the service we offer

• Comply with our legal obligations

 

We do not use your data for automated decision-making or profiling.

 

4. Sharing your data with operators, and our role as agent

 

LeedsOffices operates as a serviced office brokerage. Depending on the operator and the nature of your enquiry, we act in one of two ways:

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• As an introducer: for some operators, we pass your enquiry details to the operator so that they can respond to you directly with availability, pricing, or to arrange a viewing.

• As your agent: in many cases, we act on your behalf as your agent, dealing and negotiating directly with the operator to secure terms, pricing, and availability on your behalf, rather than simply passing your details on for the operator to contact you.

 

We will make clear to you which capacity we are acting in for your particular enquiry. Where we act as your agent, we process your data as necessary to carry out that agency role, including communicating with the operator, negotiating on your behalf, and keeping you updated on progress.

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We choose which operator(s) to share your enquiry with, and how we act in relation to them, based on the location, size, and requirements you have told us. We do not sell your data, and we do not share it with operators unrelated to your specific enquiry.

Where we act purely as an introducer, the operator receiving your enquiry becomes a separate data controller for the data they receive, and their own privacy policy will apply to how they subsequently handle it. Where we act as your agent, we remain more directly involved in the handling of your data throughout the process. We recommend reviewing the relevant operator's privacy policy if you have concerns about how they will use your data.

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5. Cookies

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This website uses cookies — small text files stored on your device — to make the site work properly and, where you consent, to help us understand how visitors use the site.

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We use the following categories of cookies:

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• Strictly necessary cookies: required for the website and enquiry forms to function correctly. These cannot be switched off.

• Functional / site cookies: used by our website platform, Wix, to run the core content management system behind the site (essential to the site functioning at all).

• Chat functionality cookies: used to power the live chat feature available on the site.

 

We have scanned this site using our cookie consent tool and confirmed that, as of the date of this policy, we do not use any analytics or marketing cookies (e.g. Google Analytics, Meta Pixel) — only the essential/functional cookies listed above are currently active. If this changes in future, we will update this policy and our cookie banner accordingly, and will only activate any new non-essential cookies with your consent.

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You can control or delete cookies through your browser settings at any time. Blocking some cookies may affect how the site functions, including the enquiry form.

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See our cookie consent banner, shown when you first visit the site, for how to manage your preferences.

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6. Legal basis for processing

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We process your personal data on the following legal bases under UK GDPR:

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• Necessary for pre-contractual steps taken at your request — when you voluntarily submit an enquiry form, so that we can respond to it and provide the service you have asked for

• Consent — for marketing communications you have opted in to receive, and for any non-essential cookies

• Performance of a contract — where we act as your agent, to carry out the introduction or negotiation you have asked us to perform on your behalf

• Legitimate interests — for keeping records of enquiries and improving our service, in a way that does not override your rights and interests

• Legal obligation — where we are required to retain or disclose data by law

 

7. How long we keep your data

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We retain enquiry data for as long as reasonably necessary to fulfil the purpose it was collected for, and in line with our legal and accounting obligations. We currently retain enquiry records for 24 months from the date of your enquiry, after which it is deleted or anonymised, unless you ask us to delete it sooner or we are required to keep it for longer for legal reasons.

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Where you unsubscribe from marketing communications, or otherwise ask us not to contact you, we will keep a record of that request for longer than the period above, so that we do not inadvertently contact you again.

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8. Your rights

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Under UK data protection law, you have the right to:

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• Access the personal data we hold about you

• Ask us to correct inaccurate data

• Ask us to delete your data

• Ask us to restrict or object to our processing of your data

• Request that your data be provided to you or transferred to another organisation (data portability)

• Withdraw consent at any time, where we rely on consent, including unsubscribing from marketing emails using the link in any email we send, or by contacting us

 

To exercise any of these rights, contact us at enquiries@leeds-offices.co.uk. We will respond within one month.

If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

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9. Data security

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We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Our website is hosted on Wix, and our email is hosted by IONOS; both use industry-standard security measures. No method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

To the fullest extent permitted by law, we give no warranty or guarantee as to the security of data transmitted to, from, or via this site, and we accept no liability for unauthorised access, loss, or misuse of data that occurs despite the reasonable measures described above, save that nothing in this policy excludes or limits any liability which cannot lawfully be excluded or limited, including our core obligations as a data controller under UK GDPR.

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10. International transfers

 

Some of the third-party providers we use to run this website and email may store or process data outside the UK. Our website platform, Wix, stores data in data centres located in the United States and Ireland, and may use other group companies and processors worldwide; where this involves a transfer outside the UK/EU that does not otherwise ensure an adequate level of protection, Wix uses Standard Contractual Clauses and additional safeguards, as set out in Wix’s own Data Processing Agreement.

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Our email provider, IONOS, operates data centres in the UK (London and Worcester) and the EU/EEA (Frankfurt, Berlin, Paris, and Logroño, Spain). The UK recognises the EU/EEA as providing an adequate level of data protection, so no additional transfer safeguards are required for data processed there.

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11. Links to other websites

 

Our site may contain links to third-party websites, including serviced office operators' own sites. We are not responsible for the privacy practices of these third parties, and we encourage you to review their privacy policies.

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12. Changes to this policy

 

We may update this policy from time to time. The “Last updated” date at the top of this page shows when it was last revised. We encourage you to review this policy periodically.

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13. Contact us

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If you have any questions about this policy or how we handle your personal data, please contact us at:

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Steven Gill, trading as LeedsOffices

Email: enquiries@leeds-offices.co.uk

Website: www.leeds-offices.co.uk