Privacy Policy

Milton Hall Cambridge Limited (“we”, “us”) is the “data controller” of personal data of our website users, business contacts, and customers (which we call “personal information” for clarity). This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy policy.

This privacy policy (which is our “privacy notice” for the purposes of the General Data Protection Regulations), describes how we collect and use personal information about you through your use of this website, or contact us by email.

It is important that you read this privacy policy, together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are fully aware of how and why we are using your information. This privacy policy supplements the other notices (if any) and is not intended to override them.

Collection and Use of your information

We collect and use your personal information in various different ways.

We typically collect personal information from you directly when you use our website or get in contact with us. We generally gather information which you have provided to us directly.

On our website, we may also gather personal information automatically through the use of cookies and analytics services. Sometimes we receive personal information about you from various third parties such as technical information from analytics providers, advertising networks, and search providers.

We generally do not collect “special categories” of personal information such as details of race, religious beliefs or political opinions, or details of any criminal offences or convictions.

Enquiries about our facilities

If you are interested in hearing from us and about the facilities which we offer, or if you would like to make an enquiry, please contact us.

When contacting us, you will most likely provide us with your name, phone number and email address. In the course of a sale or negotiations for a sale or return of deposit, you may also provide us with additional personal information such as your bank account details.

We use the personal information which you have given us in order to respond to your enquiry. The use of your personal information in this way is necessary so that we can take steps at your request with a view to entering into a contract with you or so that we can perform our contractual obligations to you.

We may also retain your personal information and details of your enquiry for up to 2 years because we have a legitimate interest knowing who has been interested in our business, being able to deal with future enquiries from you and, in some cases, following up on potential business leads by marketing to you. Please see the section on marketing below.

Business to Business marketing

We have a legitimate interest in using the personal information that we have gathered from our contact with you in order to build a list of business or commercial contacts and/or to gain insight into who is interested in our products and services to grow our business.

In some cases, we may use your personal information (such as identity and contact details) to send you marketing emails or information about our commercial offers which we think might be of interest to you. In compliance with the Privacy and Electronic Communications Regulations (“PECR”), we will only send you marketing emails in this way without your consent if you are not an “individual subscriber” within the meaning of PECR (we might, for example, contact you in this way if you are an employee of a limited company).

If you are a consumer, sole trader or member of a partnership (or an employee of any business which trades in these ways), we do not use your personal information to send you marketing messages by email, unless you have provided your express consent for us to do so.

You have the right to opt-out of receiving marketing emails and can do so at any time by clicking the unsubscribe link in such emails.

We will obtain your express consent before we share your personal data with any third party for marketing purposes.

Processing applications and payments

If you have applied to use our facilities, we may collect financial information about you such as details of your bank accounts as well as your identity and contact details. We might also collect and use information from publically available sources, such as Companies House, or online search results so that we know who we are dealing with and can see if there are any risks for us in doing so.

We also use the services of a Third Party Company, Thirdfort, to carry out individual identity and Company Details checks during applications for the provision of Virtual Services.  Each individual applicant will be sent their own link to upload their information so that this only needs to be sent to Thirdfort who will hold the data securely; Milton Hall Cambridge with retain an electronic copy of the report generated. More information and contact details for Thirdfort are attached in the PDF document below.

Thirdfort pdf

If your application is successful we will keep details of your application, identity and contact details and payment information on our files. We need to do this because we need to know the identity and contact details for our tenants/licensees/virtual clients and users so that we can keep in touch with you throughout the provision of your services. We also need to be able to process payments when you owe us money. We also keep your details on file after the provision of your services has ended so that we can recover any sums that you might owe us and so that we can handle complaints or disputes about our facilities or services.

The lawful basis of our collection and use of personal information is our legitimate interest in assessing your suitability as a tenant/licensee/virtual client, gauging your credit-worthiness and being able to pursue you for money that you owe our business if you fail to pay. We also use this information so that we can take steps at your request with a view to entering into a contract with you or so that we can perform our contractual obligations to you, but additionally to comply with our obligations under the Anti-Money Laundering Regulations particularly with regards to the Due Diligence we carry out in advance of issuing any agreements for Virtual Services.

We will take appropriate measures to keep your bank details and other information that you provide directly to Milton Hall Cambridge Ltd secure.

Access control and your use of meeting rooms and facilities

We operate a CCTV system which captures the movements of identifiable individuals around our site. CCTV is primarily used for the purpose of preventing and detecting criminal activity and inappropriate behaviour, but also to ensure the safety and security of our building. It may also be used in legal proceedings brought by or involving our employees.

CCTV footage may in appropriate cases be disclosed to the police or other law enforcement agencies or to our legal advisers for the purpose of taking legal advice. We do not otherwise share the CCTV footage which we capture. We do not transfer any CCTV footage outside the UK.

We generally store CCTV footage for 21 days from the date on which it is captured. In relevant cases it may be retained for longer – for example, if we believe that it may be relevant to any legal proceedings.

When you use our facilities we may issue you with a contactless key fob. These fobs are linked to our database and so through their use we can identify individual users.

We control access to our building and individual units by wireless key fobs. We keep a log of users’ movements in, out and through the building. Our lawful basis for collecting information about your access to the building is our legitimate interest in keeping the building secure and monitoring access to ensure that only authorised users have access. We also have a legitimate interest in being able to trace access in the event of any criminal activity.

We levy a charge for use of our meeting rooms in accordance with our published rates. We measure the duration of your use automatically as you use a fob to tap in and a door release to leave the drop-in meeting rooms. Our lawful basis for the collection and use of this personal information is our legitimate interest in being able to charge users correctly for their access to our drop-in meeting rooms.

We also provide WiFi throughout the building. We keep logs of users which may record personally identifying information such as a device identifier and records of what you have accessed. We use your personal information in this way because we have a legitimate interest in monitoring and securing access to our WiFi network and ensuring that users act in accordance with our policies and rules.

Keeping you informed

If you are a tenant/licensee/virtual client we use emails to keep you updated about work which is taking place and other relevant matters that may affect your use of our facilities. In order to do this we collect and use your identity and contact details. We use your personal information in this way because we have a legitimate interest in keeping you informed.

If you receive marketing emails or information about commercial offers from us, or have an account with us, we may use your identity and contact details to contact you periodically to keep you updated about changes to our website, our policies, the terms of use and/or terms and conditions.

We use your personal information in this way to allow us to comply with legal obligations (when changes to the law require changes to our terms), and for our legitimate interests to keep our records updated and ensure you are aware of our terms and conditions of business.

Cookies

By using and browsing our website, you consent to cookies being used. If you do not agree to our use of cookies, you must disable cookies or stop using the site.

A Cookie is a small file that our website asks your web browser to put on your computer’s hard drive to help us tell you apart from other users of our website.

We use Cookies to:

• help us recognise you and help us remember your preferences when you come back to our website (for example, your choice of language or region).
• Ensure the functioning of our website, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
• recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

For further information on cookies, please visit www.aboutcookies.org.

Our use of cookies means that we and third parties gather information which could identify you personally (such as information about the browser and equipment that you use or your IP address).

The lawful basis for our use of any personal information which we collect through our use of Cookies is our legitimate interests, specifically:

• for technical purposes, so our website functions properly.
• to be able to market facilities which may be of interest to you after you have left our website.
• to enable us to collect information about the browsing habits and activities of customers, so we can constantly improve our website and service, develop our business and inform our marketing strategy.

Cookies are set by us and may also be set by third parties who may use it to track your movements online for to make the adverts that you see more engaging and relevant to you.

You can set your browser to refuse all or some cookies, or to alert you if websites set or access cookies. The site may not operate properly if all cookies are switched off.

Google Analytics

We use Google Analytics® to monitor website traffic. This involves the collection of technical information which might be personally identifying. The lawful basis for the collection and use of your personal information through Google Analytics is our legitimate interest to gather information about our users so that we can define types of customers for our products and services, to keep our website updated and relevant, and to develop our business and to inform our marketing strategy.

At the suggestion of Google, Inc., we have included the following statement to explain the service:

“This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.”

Obtaining Consent and providing us with information we need

In most cases we do not require your consent to use your personal information. Details of the lawful bases of our use of your personal information are set out above.

In some circumstances, we may approach you for your specific written consent to allow us to process certain personal information for a specific purpose. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

If you fail to provide certain information when requested, we may not be able to perform our obligations to you or to send you information that you would like to receive from us (such as newsletters).

We may also refuse to enter into or cancel any contract between us,or refuse to provide you with a service that you would like us to provide.

Data Sharing and Transfer

We may share your personal information with third parties where required by law, to parties who are under contract to provide services to us (our “data processors”) where the use of your personal information forms part of their contractual duties, and with other companies in our group of companies where they have a legitimate interest in receiving that information.

We may also share your personal information with other third parties, for example, in the context of the possible sale or restructuring of the business.

Except as required by Google, for the use of Google Analytics we do not transfer your personal information to third parties outside the European Economic Area (“EEA”). Google is part of the EU-US Privacy shield which requires them to protect your personal information in a similar way as it is within the EEA.

We may share your personal data with other companies which are part of the same group of companies to which we belong (e.g. our subsidiaries, our holding companies, and subsidiaries of our holding companies) (“Group Companies”).

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we have a policy to limit access to your personal information to those employees, agents, contractors and other third parties who have a legitimate reason to receive it. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Retaining Information

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Where we have been able to do so, we have given you an indication of the periods for which we retain personal information.

In other cases, to determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity, the potential risk of harm from unauthorised use or disclosure, the purposes for which we use your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

Your rights in connection with personal information

Under certain circumstances, by law, you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request the erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party (in some circumstances and where this is technically possible).

If you want to exercise these rights, please email enquiries@miltonhallcambridge.com. We may ask you for further information to help us deal with your request or to help us verify your identity

Your right to withdraw consent

In most cases, we do not need your consent to use your personal information. However, in cases where we have asked for consent to use your personal information for a specific purpose (such as opting-in to receiving marketing emails) and you have given it to us, you have the right to withdraw your consent to that specific use at any time. To withdraw your consent, please email enquiries@miltonhallcambridge.com.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law. Your withdrawal of consent does not affect the lawfulness of our use of your personal information up to the time that you let us know that you have withdrawn your consent.

Changes to this privacy policy

We reserve the right to update this privacy policy at any time. We may also notify you in other ways from time to time about the use of your personal information. This version was last updated on 29^th March 2023 and historic versions can be obtained by contacting us

Contacting us

We have not appointed a Data Protection Officer and are not currently required to do so. If you have any questions about this privacy policy or about how we handle your personal information, please contact us in our capacity as the data controller at:

Milton Hall Cambridge Limited
Milton Hall, Ely Road,
Milton, Cambridge, CB24 6WZ

01223 828282
enquiries@miltonhallcambridge.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.  Contact details for the ICO are available at https://ico.org.uk/global/contact-us/.