Instant - Privacy and Cookie Policy

Instant Offices Limited ("We") are committed to protecting and respecting your privacy.

This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection Act 1998 (the Act), the data controller is Instant Offices Limited of 13th Floor, 20 Eastbourne Terrace, London, W2 6LG.

Information we may collect from you

We may collect and process the following data about you:

• Information that you provide by filling in forms on our site. This includes information provided at the time of registering to use our site, subscribing to our service, posting material or requesting further services. We may also ask you for information when you enter a competition or promotion sponsored by us or selected third parties or our partners, and when you report a problem with our site.

• If you contact us, we may keep a record of that correspondence.

• We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

• Details of transactions you carry out through our site and of the fulfilment of your orders.

• Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

IP addresses

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.

We use the following cookies:

• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, 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.

• Analytical/performance cookies. They allow us to 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.

• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

• Targeting cookies. These cookies 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.

If you submit your details to us or if you continue to use our site, you agree to our use of cookies.

Cookies are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Examples of purposes for which a cookie may be used:

• Estimate our audience size or usage pattern.

• Store information about your preferences, and so allow us to customise our site and to provide you with offers that are targeted at your individual interests.

• Speed up your searches.

• Recognise you when you return to our site.

• Allow you to use our site in a way that makes your browsing experience more convenient, for example, by allowing you to store items in an electronic shopping basket between visits. If you register with us or complete our online forms, we will use cookies to remember your details during your current visit, and any future visits provided the cookie was not deleted in the interim.

You can find more information about the individual cookies we use and the purposes for which we use them below:

Strictly necessary

Cookie name	Description
CentresBag	selected collection centres (adding centres to ‘basket’)
VisitorGUID	to identify the source of visitors and subsequent visits and other details about the visitor

Performance

Cookie name	Description
MapDisplay	to track the state of the Google map on results pages between requests

Functionality

Cookie name	Description
LastSearch	to save last results (needed for centre page and ‘back to search’)
VISID	last visit ID – to associate the visit with the search/centre details view

Others

Cookie name	Description
ASP.NET_SessionID	This is a session cookie and will expire when the browser is closed.
.ASPXAUTH	This is a session cookie and will expire when the browser is closed.
Ysm_bbk1OO153SQILI2UH66EHKKOGSBUGG	This is a session cookie and will expire when the browser is closed.
Language	This stores the user’s preference language when viewing the website
Mobile	This stores the user’s preference to view the mobile/desktop version
FredUserID	This keeps the same Fred (CRM) user for generating in-office reports

Third Party Cookies

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies. We do not control the setting of these cookies, so we suggest you check the website of the third-party for further information about their cookies and how to manage them.

Cookie name	Description
Google Analytics	This is to help us understand the behaviour of users of our website and to improve the website experience for future users
Sitespect	This is to deliver multi-variant testing and used to help the delivery of website content
Qualaroo	This is an online survey tool that provides feedback on how we can improve our website
Survey Monkey	This is an online survey tool that provides feedback on how we can improve our website
Issuu	This is a tool that helps us delivers PDF content on the website

You block cookies by activating the setting on your browser which allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon as you visit our site.

Except for session cookies and any periods for expiry specified above, all cookies will expire after 18 months.

Where we store your personal data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy and cookie policy.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Due to the nature of the internet, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Uses made of the information

We use information held about you in the following ways:

• To ensure that content from our site is presented in the most effective manner for you and for your computer.

• To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.

• To carry out our obligations arising from any contracts entered into between you and us.

• To allow you to participate in interactive features of our service, when you choose to do so.

• To notify you about changes to our service.

We may also use your data, or permit selected third parties and our partners to use your data, to provide you with information about goods and services which may be of interest to you and we or they may contact you about these by post or telephone. Our partners will be landlords or operators with properties in the same area as you are seeking premises – they may contact you about properties in the same area as your enquiry for a period until you tell us or them that you are no longer looking. The selected third parties who may contact you will be providers of goods and services related to acquiring business premises, for example (but not limited to) fit-out companies, commercial property agents and IT equipment suppliers.

If you are an existing customer, we will only contact you by electronic means (e-mail or SMS) with information about goods and services similar to those which were the subject of your enquiry.

If you are a new customer, and where we permit selected third parties and our partners to use your data, we (or they) will contact you by electronic means only if you have consented to this.

If you do not want us to use your data in this way, please tick the relevant box situated on the form on which we collect your data (the registration form).

Disclosure of your information

We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

• If Instant Offices Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Instant Offices Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at Web Manager, Instant Offices Limited, 13th Floor, 20 Eastbourne Terrace, London, W2 6LG or hq@instantoffices.com.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. 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.

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Changes to our privacy and cookie policy

Any changes we may make to our privacy and cookie policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Contact

Questions, comments and requests regarding this privacy and cookie policy are welcomed and should be addressed to Instant Offices Limited, 13th Floor, 20 Eastbourne Terrace, London, W2 6LG or hq@instantoffices.com.

Last edited: December 2012