x + why Privacy Notice

x+why Privacy Notice

x+why (as defined below) is committed to protecting your privacy. At all times we aim to respect any personal information you share with us, or that we receive from other sources, and keep it safe.

Please read this notice carefully.It provides information about the different types of personal information that we collect (including through your use of our website – www.xandwhy.co.uk) and how we will use this information. 

If you are a member of one of our workspaces (or in the process of becoming a member), a guest of one of our members, or you are permitted to use one of our workspaces under your employer's membership with x+why, please see our privacy notice for the relevant workspace a copy of which can be found on the relevant workspace page on our website.This sets out information about how we process personal data about you in the course of managing the relevant workspace.

If you have any questions please contact us using the contact details in section 1.

1. Who we are and how to contact us

For the purpose of applicable data protection laws, the "data controller" (in other words, the organisation that determines how and for what purposes your personal data is used) will be X & Why Limited (“x+why” “we” “us” and “our”).Our company number is 11571822. Our registered address is People's MissionHall, 20-30 Whitechapel Road, London, E1 1EW.

x+why works with landlords to transform disused and underused space into co working spaces focused on the impact economy. Our workspaces provide our members with a community of purpose driven businesses in a tech forward, wellness focused and thought provoking environment.

If you have any questions about how we use your personal information or how we comply with our responsibilities, please contact us as follows:

·      Email: hello@xandwhy.co.uk

·      Call: +44 203 9846688

·      Write: People’s Mission Hall, 20-30 WhitechapelRoad, London E1 1EW

2. When do we collect personal information about you?

We may collect personal information relating to you from a number of sources:

(a) When you give it to us directly

For example, when you:

·      contact us with a query;

·      ask us for information about becoming a member;

·      sign up to our newsletter;

·      visit and browse our website;

·      interact with our live chat function on our website;

·      book a tour at one of our workspaces using the"Book a tour" feature on our website. For further details on how we will process your personal data at our workspaces, please see our privacy notice for the relevant workspace a copy of which can be found on the relevant workspace page on our website;

·      report a problem with our website;

·      purchase products via our website (e.g. theMission Lit book);

·      are engaged to provide services to us; or

·      apply for a role with us.

(b) When it is available publicly

Your personal information maybe available to us from external publicly available sources. For example, depending upon your privacy settings for social media services, we may access information from these accounts or services. This may occur if you interact with us via our Facebook page, or tweet at us on Twitter.

(c) When you visit the website

When you visit the website(whether on a computer or through our mobile application), we automatically collect certain pieces of technical information. This includes but is not limited to:

  • technical information     including: the internet protocol (IP) address used to connect your computer to the internet; browser type and version; time zone setting; browser plug-in types and versions; device types; operating system; time and date of consent and platform; and any phone number used to call us;     and
  • information about your visit to our website, including: the full Uniform Resource Locators (URL); clickstream to, through and from our website (including date and time); services you viewed or searched for; page response times; download errors; length of visits to certain pages; page interaction     information (such as scrolling, clicks, and mouse-overs); and methods used     to browse our website.

We also use cookies to assist with the functioning of the website. Please see our [https://www.iubenda.com/privacy-policy/14322898/cookie-policy] for more information.

3. What personal information do we collect?

The personal information that we collect and use about individuals includes, but is not restricted to:

  • name;
  • contact details (email address, phone number and postal     address);
  • role within your organisation;
  • social media handles;
  • records of your correspondence with us;
  • your marketing preferences;
  • any other information you may provide (for example, information you give when you express interest in you or your organisation becoming a member);
  • payment card details.

If you contact us for any other reason we will collect your name, email address and any information you provide to us as part of our correspondence.

If you are a contact at one of our suppliers, you (or the supplier) may provide certain limited personal data to us (e.g. your business contact details) in the course of your organisation providing services to us or managing its relationship with us.

If you apply for a role with us, in addition to the above (where applicable) we will also collect a range of additional information directly from you which may include but is not limited to:

  • your health information (if relevant to your application);
  • the contents  of your CV (including details of previous roles, any relevant     qualifications you have obtained);
  • evidence that  you are legally permitted to work in the country you are applying for a role in;
  • your current and desired annual salary;
  • your current notice period;
  • whether you have previously been employed by us;
  • how you heard about the role you are applying for; and
  • any other     information that we reasonably require as part of the recruitment process.    

If you are a job applicant and want more detail about how we process your personal data as part of our recruitment process, you can contact our HR department by email at hr@xandwhy.co.uk.

4. Special categories of data

Data protection law recognises certain categories of personal information are sensitive and therefore require more protection. These categories of data include information about your race or ethnic origins, political opinions, sex life or sexual orientation, religious beliefs and health data. Additionally there are further rules concerning the use of criminal data. We will not usually collect this type of data from you. We will only process this data if there is a valid reason for doing so and where the law allows us to do so. For example, if we host an event at one of our workspaces that you wish to attend, we may request your explicit consent to collect accessibility and dietary information.

5. When will we get in touch?

When you give us your personal details you may receive follow up information from us directly, including news about x+why in general, as well as about any specific x+why workspace about which you’ve enquired. Some of these communications are administrative (for example to confirm details about your query) but others are marketing focussed.

Unless we are contacting you in a business to business capacity, we will only send marketing materials to your personal email address where you’ve requested to receive it (for example, if you sign up to our newsletter). However, if you have made a purchase from us in the past or contacted us in relation to one of our services, we may contact you in the future about similar services (unless you opted out of receiving such communications from us when we collected your data).

We may send marketing materials via email to your work email address (if you work at a company, partnership or other incorporated body) if we feel that you may be interested in hearing more about x+why and our work.

We provide easy ways to stop our marketing, and you can opt out at any time. If at any time you wish to stop or change how we communicate with you, or update the information we hold, please do get in touch, using any of the options set out in section 1. To opt out of emails, click on the unsubscribe link at the bottom of our messages.

6. What we do with your personal information?

We use the personal information collected through the website for the following purposes:

  • to provide you with information about x+why, our membership options and any other information you requested, as well as communicate with you in general;
  • to arrange for visits to x+why workspaces;
  • to arrange for your attendance at events held at x+why workspaces;
  • to promote x+why, for example through our social media platforms;
  • to analyse, evaluate and improve x+why’s website, services and workspaces;
  • to provide updates on our work;
  • to conduct administrative tasks such as keeping track of activities and ensuring feedback has been addressed, etc.;
  • to satisfy legal obligations which are binding on us;
  • for the prevention of fraud or misuse of our website or services;
  • for the establishment, defence or enforcement of legal claims;
  • to send you newsletters, updates, information about new products or services that we think might interest you, via email, telephone or post (see section 5 for further details);
  • to enable us to manage our relationship with, and receive services from, our suppliers; and
  • to assess your suitability for the role and to make recruitment decisions (if you are a job applicant).

7. Lawful processing

We are required to rely on one or more lawful grounds to collect and use the personal information that we have outlined above. We consider the grounds listed below to be relevant:

(a) Legitimate interests Where applicable law allows us to collect and use personal information for our or another person’s legitimate interests, and the use of your personal information is fair, balanced and does not unduly impact your rights. Where you provide information, we will rely on the legitimate interest ground to communicate with you in most instances. For example, it is in our legitimate interests to provide you with information about our services via different means; to improve our website, services and workspaces; and to manage our relationship with, and receive services from, our suppliers. We also have a legitimate interest in recruiting talent into our business and assessing candidates to ensure that we are making fair and appropriate recruitment decisions.  

(b) Consent Where we ask for your consent for our use of your personal information for a specific purpose. You always have the right to withdraw your consent at any time by contacting us. For example, we will rely on your consent to send you marketing communications in your individual capacity (see section 5 for further details).

(c) Contract Where it is necessary to use your personal information to fulfil a contract with you or to take steps at your request prior to entering into one. For example, when you take steps to become a member of x+why.

(d) Legal obligation Where the processing of your personal information is necessary for us to comply with a legal obligation to which we are subject. For example, we have a legal obligation to prevent fraud or misuse of our website or services. We may also rely on our legitimate interests to process personal data for such purposes(see section 7(a) above). If you apply for a role with us, we may also process some of your data on the basis of a legal obligation that applies to us as an employer (e.g. in some territories, this may require us to process data relating to race, religion, gender or disability/health).

8. Do we share your personal information?

The personal information we hold about you will be provided to our staff and if you express interest in a particular x+why workspace, we will share your details with that workspace.  

We may disclose your personal information to selected third party processors (for example, the company which provides technical support for the website) for the purposes outlined at section 6.

We will always make sure that these trusted suppliers meet agreed standards for the protection of your personal data and they will only ever be allowed to use your personal data in order to provide us with services and not for their own commercial purposes. We require all third parties to take appropriate technical and organisational security measures to protect your personal data and to treat it subject to a duty of confidentiality and in accordance with applicable data protection law.

We may also disclose your personal information to third parties:

(a) in the event that we buy or sell any business or assets, in which case we may disclose your personal information to the prospective buyer or seller of such business or assets;

(b) if substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets;

(c) with our professional advisors e.g. lawyers, where necessary to protect our interests;

(d) if we are under any legal or regulatory obligation to do so; and

(e) in connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.

You will never receive marketing from other companies or organisations as a result of giving your details to us. We may need to share limited information with our service providers who help us to prepare and send you our communications. However, we do not allow these organisations to use your personal information for their own purposes and we take care to ensure that they keep your personal information secure, and delete it when it is no longer needed.

9. International DataTransfers

Our website is hosted in theEuropean Economic Area ("EEA"), however our suppliers and the landlords with whom we work may be located around the world. This means that it is possible that personal information we collect from you will be transferred to and stored in a location outside the UK or the EEA. Where your personal information is transferred, stored, and/or otherwise processed outside the UK or EEA in a country which does not offer an equivalent standard of protection to the UK or EEA, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards designed to protect your personal information. For instance we may use cloud providers to store personal information who have servers in the US and we may enter into the UK international data transfer agreement or the European Commission approved standard contractual clauses and UK Addendum with such providers. If you have any questions about the transfer of your personal information, please contact us using the details at section 1.

10. How do we protect your personal data?

We take the security of your personal data very seriously and have put in place physical, technical, operational and administrative strategies, controls and measures to help protect your personal data from unauthorised access, use or disclosure as required by law and in accordance with accepted good industry practice. We will always keep these under review to make sure that the measures we have implemented remain appropriate.

In addition, we limit access to your personal data to those employees and other third parties who have a business need to know in order to perform their job duties and responsibilities. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

11. Third-party websites

Our website may, from time to time, contain links to third-party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for the ways in which personal data is processed on such websites. Please check the relevant policies before you submit any personal data to these websites.

12. How long do we keep your personal information?

We will keep your personal information only for as long as required in connection with the purposes for which it was collected and/or is used. We may also retain information for longer periods where we are required to do so in accordance with legal or regulatory requirements, such as tax and accounting. In specific circumstances we may also retain your personal information for longer so that we have an accurate record of your dealings with us in the event of any complaints or challenges. If you would like further information about this, please contact us using the details at section 1.

13. Your rights

We explain how you can update your communication preferences above at section 5 above. Where we rely on your consent, you have the right to withdraw your consent at any time.

When we use your personal information you have the right to:

  • Be informed about how your personal data will be processed. This enables you to receive information about how we use your personal data. We have set this information out in this privacy policy.
  • Ask us for confirmation of what personal information we hold about you, and to request access to a copy of that information. If we are satisfied that you have a right to see this personal information, and we are able to confirm your identity, we will, except where we can rely on an exemption, provide you with this personal information.
  • Request that we erase the personal information we hold about you, as far as we are legally required to do so.
  • Ask that we correct any personal information that we hold about you which you believe to be inaccurate.
  • Object to the processing of your personal information where we: (i) process on the basis of the legitimate interests ground; (ii) use the personal information for direct marketing; or (iii)   use the personal information for research purposes.
  • Ask for the provision of your personal information     in a machine-readable format (the data portability right) to     either yourself or a third party, provided that the personal information     in question has been provided to us by you, and is being processed by us:     (i) in reliance on your consent; or (ii) because it is necessary for the     performance of a contract to which you are party; and in either instance,     we are processing it using automated means.
  • Ask for processing of your personal information to     be restricted if there is disagreement about its accuracy or     legitimate usage.

If you decide you do not want to receive any further communications from us, please tell us. Please note that you also have the right to lodge a complaint with the relevant data protection supervisory authority. For example, in the UK this isInformation Commissioner’s Office at www.ico.org.uk/concerns.

14. Updating this PrivacyNotice

We may update this notice from time to time. We will place any updates here on this page.

Dated: June 2023