Privacy Policy

CONTROLLER: Layton Workspaces Ltd (company no. 17209493), trading as Pershore Coworking, is the controller. ICO registration reference: ZC168676. Contact: hello@pershorecoworking.com; 11 Broad Street, Pershore, Worcestershire, WR10 1BB.

1. Who this notice covers

This notice covers both the pershorecoworking.com website and our account and booking service. It applies to website visitors, people making enquiries, prospective, current and former members, account holders, trial day, day pass and meeting room customers, Authorised Users, other visitors, business contacts, and people captured by the video-surveillance system or other security records.

It should be read alongside any specific notice provided when information is collected.

2. Information we collect

Identity and contact information, including name, business details where relevant, email, telephone number and authorised user information.

If you create an account, your login email and a securely hashed version of your password — we never store your actual password. If you sign in with Google instead, we receive basic profile information such as your name and email address and an account identifier from Google, rather than your Google password. We also keep a record of your most recent sign-ins (time and IP address) and use automated safeguards, such as temporarily locking an account after repeated failed sign-in attempts, to help protect your account from unauthorised access.

Booking information, including the trial day, day pass or meeting room you've booked, the date and time, and the price. Where you've booked online, we also keep a record of your acceptance of the relevant booking terms and our Terms of Service — including when you accepted them, which version applied, and, for bookings close to the time of booking, your confirmation that you'd like it to go ahead within the statutory 14-day cancellation period.

Membership, booking, access, correspondence, electronic-signing and payment records. We may receive transaction references from card or payment providers but do not need to retain full card details.

Communications, complaints, incident, accident, security and rule-enforcement records.

If you get in touch through our website enquiry form, your name, email address, what you're interested in and any message you send us.

Video images and associated event dates and times from cameras covering the entrance and any other notified communal areas. Audio streaming and recording are disabled, so routine surveillance recordings do not contain sound.

Accessibility or health information volunteered where needed to make reasonable adjustments or respond to an emergency.

3. How and why we use it

Account, booking & membership administration Create and manage your account; sign you in; process trial day, day pass and meeting room bookings; check availability; send booking confirmations and service messages; take steps at your request and manage membership, access, payments and communications; respond to enquiries. Contract; taking steps at your request before entering into a contract

Workspace safety and security Protect members, visitors, property and systems; investigate incidents and enforce reasonable rules. Legitimate interests; legal obligations where applicable

Accounts and compliance Maintain tax, accounting and business records and respond to lawful requests. Legal obligation; legitimate interests

Service improvement Troubleshoot, manage capacity, understand service use and improve the website, booking system and Workspace. Legitimate interests

Marketing Send news and offers where permitted. You can opt out at any time. Consent where required; otherwise legitimate interests subject to marketing law

Adjustments and emergencies Provide requested accessibility adjustments or protect vital interests in an emergency. Legal obligation, explicit consent, substantial public interest or vital interests as applicable

Some information — such as your name, email address and the relevant booking details — is needed to create an account, process a booking or provide a service you've requested. If you don't provide information we reasonably need for that purpose, we may not be able to create your account, accept your booking or provide the relevant service.

4. Where information comes from

Most information comes directly from the individual or the Member organisation. We may also receive information from Authorised Users, visitors, payment and electronic-signature providers, Google (if you choose to sign in with a Google account), public registers, the building owner or manager, insurers, professional advisers and law-enforcement or regulatory bodies.

5. Who we share it with

Where necessary and proportionate, we may share information with:

eSignatures.com — if you apply for or take out a membership, we use eSignatures.com to issue, send and execute your membership agreement. This can involve your name, email address, the agreement terms, your electronic signature, and signing/audit information such as the date, time and device used to sign. eSignatures.com stores the signed agreement and audit trail on our behalf, but — like most electronic-signing providers — also acts in its own right for matters such as running and securing its own platform.
Tide, our business bank — payment references and related booking or membership information may be entered into our Tide account to receive and reconcile payments. As a bank, Tide processes this mainly to provide our banking services, but may also act independently where it has its own regulatory, fraud-prevention or compliance obligations to meet.
Our accountants and any accounting or bookkeeping software or records we use to meet our financial and tax obligations.
Website and booking-system hosting providers.
Google, if you sign in with a Google account.
Cloudflare, which helps us tell people apart from bots on our booking forms.
Netlify, which hosts our website and handles enquiry-form submissions.
Cloud video-surveillance providers and their authorised sub-processors.
Professional advisers, insurers, the building owner or manager, emergency services, law-enforcement bodies, regulators and a purchaser of the coworking business.

Service providers may use approved sub-processors. Some of the providers above, including eSignatures.com, may store or process information outside the United Kingdom — for example, eSignatures.com offers a choice of regional data centres, which can include the UK or EU. Where personal information is transferred outside the United Kingdom, we expect an adequacy regulation, approved contractual safeguards or another lawful transfer mechanism to be in place as required. You can contact us for more information about the safeguards used for a particular transfer.

We do not sell personal information.

6. How long we keep it

Core membership, booking, signed-contract, audit-trail and payment records — including trial day, day pass and meeting room bookings, and any record of the booking terms you accepted — are normally retained for six years after the membership ends or the booking takes place, or longer where required for a dispute, legal obligation or insurance claim. Accounting, invoicing and other financial records are normally kept for at least six years, in line with standard UK accounting and tax requirements. Signed membership agreements are also held on the eSignatures.com platform, subject to its own retention settings, in addition to our own copy.

Unsuccessful enquiries are normally retained for up to two years. Marketing records are kept until consent is withdrawn or the information is no longer needed, with a minimal suppression record retained to respect opt-outs.

We only keep your two most recent sign-ins on your account (time and IP address) — each new sign-in replaces the older of the two, rather than building up a longer history.

Routine video-surveillance footage is retained in the relevant cloud account for no more than 30 days and is then automatically deleted. A relevant clip may be downloaded and preserved securely for longer where reasonably required for an incident investigation, insurance claim, legal proceedings or another legal obligation, and will be deleted when that purpose ends.

7. Children

We do not offer memberships to children and do not routinely collect their personal information. A supervised child visiting with prior approval may be incidentally captured by communal CCTV. The responsible adult should avoid providing unnecessary information about the child.

8. Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict personal information, object to processing, receive portable information and withdraw consent. These rights are subject to statutory conditions and exemptions.

Your right to object: where we rely on legitimate interests, you may have the right to object to our use of your personal information on grounds relating to your particular situation. You can always object to your personal information being used for direct marketing.

To exercise a right or raise a concern, contact hello@pershorecoworking.com. We may need to verify identity before responding.

You may complain to the Information Commissioner's Office at ico.org.uk or by telephone on 0303 123 1113. We would appreciate the opportunity to address the concern first.

9. Cookies and similar technologies

Our website and booking system only use cookies and similar technologies that are strictly necessary to make them work — for example, to keep you signed in and to help us tell people apart from bots on our booking forms. We don't use analytics, advertising or tracking cookies, and no cookie consent banner is shown because nothing non-essential is switched on.

See our Cookie Policy for details of the specific cookies and technologies we use.

10. Accessibility and health information

If you tell us about an accessibility need or health condition — for example, so we can make a reasonable adjustment for a visit — this counts as "special category" data under data protection law, which gets extra legal protection. Alongside the normal lawful basis that applies to using personal information generally (see section 3 above), we also need a specific condition to use this more sensitive information. Depending on the situation, that's normally because it's necessary to meet our obligations under equality law, because you've explicitly agreed to it, or, in an emergency, to protect someone's vital interests.

You might also give us this kind of information unprompted — for example, in a free-text message on an enquiry or booking form. Where that happens, we handle it on the same basis described above, and would encourage you not to include anything sensitive in a message unless it's relevant to your enquiry.

11. Security and automated decisions

We use proportionate organisational and technical measures to protect personal information. Access to surveillance recordings and to the account/booking system is restricted to authorised users and protected by available account-security controls. No internet or physical security system can be guaranteed completely secure.

We don't use personal information to make solely automated decisions producing legal or similarly significant effects about you. Routine automated steps — like checking desk availability, validating a booking form or sending an automatic confirmation email — are just part of providing the service you've asked for, not automated decision-making about you.

12. Updates

We may update this notice to reflect changes in law, our services or how we process personal information. The current version, and the date it applies from, are always available on this page.

If we start using your personal information for a purpose that's materially different from what's described here, we'll update this notice or give you additional information as appropriate.