About us
We are Plexal (City) Limited (referred to in this Privacy Policy as “we”, “us” or “our”) based at 14 East Bay Lane, The Press Centre, Here East, Queen Elizabeth Olympic Park, Stratford, London E15 2GW. We administer an innovation centre for technology companies to accelerate innovation based at Here East, Queen Elizabeth Olympic Park, Stratford, London E15 2GW (“Plexal”) and we provide various services and facilities to our members and their users of Plexal (“Services and Facilities”) and a website for visitors and our members’ users receiving our Services and Facilities available at https://staging-plexal-development.kinsta.cloud/ (our “Website”), which includes our private members area which we refer to as our “Intranet”. References to “you” or “your” in this Privacy Policy means a member’s user of our Services and Facilities, or our Website, or an individual assisting us in providing our Services and Facilities, or our Website (as applicable, depending on the context).
This privacy policy (“Privacy Policy”) sets out how we collect and use your personal data and who we may share it with for the purposes of providing Services and Facilities, and our Website to you. We will be the controller of the personal data you provide to us and/or that we receive on your behalf for the purposes of providing the Services to you. This means that we decide the purposes and means of the processing of your personal data.
Please read the following carefully to understand how we will use your personal data.
What personal data do we collect?
We may collect and process one or more of the following categories of personal data about you or the company you represent (which is our member):
Why do we collect personal data, what do we do with it and what is our lawful basis of processing? We use some or all of your personal data for one or more of the following purposes:
Purpose: | Lawful basis of processing: |
If you use our Services and Facilities: | |
· if you enquire about your company participating in one of our cohort programmes, you will be required to fill in an expression of interest form on behalf of the company you represent. As part of this form, we will ask for your Contact Data and Cohort Company Data in order for us to respond to you and follow up on your request. If you proceed to apply to join a cohort we will also require your Cohort Application Data, which we will review along with your Contact Data and | We have a legitimate interest to process such personal data for the purposes of responding to your request for information, or application to join, a cohort programme. |
Cohort Company Data and respond to you on your application; | |
· If you apply to join a cohort programme in your professional capacity, but as an individual and not as part of a company, you will be required to fill in an application form, which requires you to provide your Contact Data and Cohort Application Data in order for us to review our application and respond to you on your application; | We have a legitimate interest to process such personal data to review and respond to your application to join a cohort programme. |
· if you apply to join one of our accelerators, you will be required to fill in an application form on behalf of the company you represent. As part of this form, we will ask for your Contact Data, Accelerator Application Data and Accelerator Company Data in order for us to respond to you and follow up on your request; | We have a legitimate interest to process such personal data to review and respond to your application to join an accelerator. |
· If you express an interest in an innovation workshop or attend an innovation workshop, we will process your Innovation Workshop Data for the purposes of keeping you up to date about our innovation workshops, or if you attend, to identify you during the innovation workshop and communicate with you in respect of such workshop; | We have a legitimate interest to process such personal data for the purposes of delivering our workshop to you. |
· we will use your Contact Data and Member Company Data for the administration of your membership and/or use of our Services and Facilities; | We have a legitimate interest to process such personal data to provide you with your membership as part of our obligation to the company you represent with whom we have a contract to provide the Services and Facilities. |
· to process payments from our members, we process your Member Representative Contact Data, Member Company Data (if the member is a company, and not a sole trader, for example) and Member Payment Data; | We have a legitimate interest to process such personal data to process payments for our Services and Facilities from the member you represent. |
· when we onboard a company to use our Services and Facilities, we are required to process your Member Representative Contact Data and Member Company Data to carry out our onboarding process; | We have a legitimate interest to process such personal data to on board the member you represent in order to provide our Services and Facilities to the member. |
· if you respond to one of our adverts on a third party website we will process your Third Party Source Data to help us to assess the effectiveness of our marketing strategies on these third party websites; | We rely on your consent to process such personal data for marketing purposes. |
· from time to time, we create promotional materials to promote our Services and Facilities, and Plexal more generally, and as part of this, we take photographs of various
locations of Plexal, and activities and events undertaken at |
We rely on your consent to process such personal data for promotional purposes. |
Plexal. We will process your Promotional Data where we have obtained your consent to do so. |
We have a legitimate interest to process such personal data to provide service messages to you (these are not marketing messages). |
· to notify you about changes to our policies and/or our Services and Facilities we process your Contact Data; | |
If you attend Plexal: | |
· if you are one of our members’ users of the Services and Facilities, we will process your Access Card Data and Member Representative Contact Data to allow you to access Plexal and to know who is our premises; | We have a legitimate interest to process such personal data when you access Plexal for security purposes and for health and safety reasons or in case of emergency. |
· if you invite a visitor to attend Plexal, we will process your Member Representative Contact Data and your visitor’s Visitor Contact Data to allow the visitor to access Plexal and meet with you; | We have a legitimate interest to process such personal data to allow your visitor to access Plexal and for security purposes. |
· if you attend an event held at Plexal, we will process your Event Attendance Data for the purposes of your registration at the event and to allow you to access Plexal; | We process such personal data for the performance of the contract we have with you to enable you to attend the event and for security purposes. |
· anyone attending Plexal may be captured on our closed- circuit television (CCTV) and we will process your CCTV Data while you are in and around Plexal. You can request a copy of our CCTV policy from our reception; | We have a legitimate interest to process such personal data for security purposes and crime prevention. |
· if you provided us with feedback or respond to a survey, we will process your Survey and Feedback Data to enable us to improve our Services and Facilities, and our Website. We sometimes seek feedback in the form of NPS scores (which are not connected to you as an individual and are anonymous). | We rely on your consent to process such personal data for feedback purposes. |
If you use our Website: | |
· we will use your Contact Data to provide you with marketing information where you have signed up to receive marketing via our Website; | In some instances, we rely on your consent to process such personal data for marketing purposes where you have specifically requested communications from us. In other circumstances, we rely on legitimate interests if we think the communication will be of interest to you. |
· if you use our Intranet, you will be required to register any account and provide us with your Member Representative | We process such personal data for the performance of the contract we have with you in order to enable |
Registration Data to enable us to set up your account and to enable you to interact with other users of our Intranet; | you to access and use the features of our Intranet. |
· as part of our Intranet, you can use a variety of services, and we process your personal data depending on the services you use as follows:
o if you book a meeting room, we process your Member Representative Contact Data in order to secure the meeting room on your behalf and provide you with access to it; o if you raise a query with our help desk on our Intranet, we will process your Member Representative Contact Data in order to respond to your query and find a resolution; o you have the option to upload your Intranet Directory Data, which is encouraged to enable you to connect and network with other users of our Intranet; o you can message other users of our Intranet via the messaging facility as part of our Intranet and if you do, we will process your Member Representative Registration Data and Intranet Message Data in order to facilitate the transmission of messages between users of our Intranet; o you may participate in community groups on our Intranet and if you do, we will process your Member Representative Registration Data and Intranet Community Group Data in order to facilitate these community groups and to allow users to connect and network; |
We process such personal data for the performance of the contract we have with you in order to enable you to access and use the features of our Intranet. |
· If you visit our Website, we will process your Technical Data for the purposes of optimising our Website for your device and, in the case of time zone settings, to enable you to see the times of our webinars and events according to the time zone you are based in; | We have a legitimate interest to process such personal in order to provide our Website to you in a format that is appropriate for you needs. |
· if you visit our Website, we use cookies for a variety of purposes. We explain this in further in the section Do we use cookies? below. | We rely on your consent to process such personal data for our use of cookies. |
If you assist us in providing our Services and Facilities, or our Website: | |
· if you represent one of our suppliers who assists us in providing our Services and Facilities, or our Website, to our users, and you are the primary contact for the supplier, we will process your Contact Data along with the relevant Supplier Company Data. | We have a legitimate interest to process such personal data for the purposes of receiving services from our suppliers. |
Marketing: |
· we will use your Contact Data to provide you with marketing information about our Services and Facilities (or similar services related to our Services and Facilities). This includes if you have subscribed to our newsletter via our Website or via the iPads displayed in various locations in Plexal. We usually send our marketing by email, but other methods may be used (such as by mail or phone); and | In some instances, we rely on your consent to process such personal data for marketing purposes where you have specifically requested communications from us. In other circumstances, we rely on legitimate interests if we think the communication will be of interest to you. |
Promoting Plexal: | |
· if you use our Services and Facilities, you may be asked to provide a testimonial to help us to promote Plexal, if you agree to provide a testimonial we will process your Testimonial Data and use it for promotional purpose. | We rely on your consent to process such personal data for marketing and promotional purposes. |
Do we use cookies?
We use the following categories of cookies on our Website:
If you want to delete any cookies that are already on your computer, please refer to the help and support area on your Internet browser for instructions on how to locate the file or directory that stores cookies.
Information on deleting or controlling cookies is available at www.aboutcookies.org. By deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our Website.
To opt out of Google Analytics cookies across all websites, please visit: Google Analytics Opt-out Browser Add-on and for other third party cookies relating to behavioural advertising, please go to www.youronlinechoices.eu. Opting out does not mean you will no longer receive online advertising. It does mean that the company or companies from which you opted out will no longer deliver adverts tailored to your web preferences and usage patterns, so you may see a greater number of adverts that are irrelevant to you and your preferences.
By continuing to use our website you are agreeing to our use of cookies.
How long do we keep your personal data?
We will only retain your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or regulatory requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Disclosure of your information
We may disclose your personal data to selected third parties in the circumstances set out below:
Your rights
You have the following rights regarding your information:
To exercise any of your rights set out above, including to withdraw your consent where we have stated we are processing your personal data based on your consent, please contact us at connect@plexal.com.
How do I make a complaint?
If you are unhappy with how we’ve handled your information, please contact Carly Saunders at carly.saunders@plexal.com, for data protection related complaints.
If you’re not satisfied with our response to your complaint or believe our processing of your personal data does not comply with data protection law, you can make a complaint to the Information Commissioner’s Office (ICO) at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Tel: 0303 123 1113 or via its website at www.ico.gov.uk
External links
Our Website and Intranet may, from time to time, contain links to and from the websites of third parties, or plug-ins and other applications. 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 these policies. Please check these policies before you submit any personal data to these websites.
Changes to our Privacy Policy
Any changes we may make to our Privacy Policy in the future will be posted on this page and, where the changes are material, the changes will be notified to you by email.
This Privacy Policy was last updated on 25 May 2018. If you would like to receive a copy of a previous version of this Privacy Policy, please get in touch using the contact details below.
Contact
Please email us at connect@plexal.com if you are unsure about any of the information listed above or have further questions or comments regarding this Privacy Policy.