Privacy Notice

Kingsman Executive Office Suites referred to as 'we' or 'our' is committed to protecting the privacy and security of your personal information.

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This Privacy Notice describes how we collect and use personal information about you during and after your relationship with us pursuant to the data protection (Jersey) law 2018 (“DPJL”).

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Kingsman is a "Data Controller", which means we are responsible for deciding how we hold and use personal information. We are also registered with the Jersey Office of the Information Commissioner (“JOIC”) – Registration No. 58539.

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We will comply with data protection law, the principles of which says that the personal information we hold about you must be: -

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• Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used

  in any way incompatible with those purposes.

• Relevant to the purposes we have told you about and limited only to those purposes.

• Accurate and kept up to date.

• Kept your data only as long as necessary for the purposes we collected it.

• Kept securely.

   

Kingsman is accountable to you and the Authorities to show compliance with (“DPJL”) and demonstrate how we are compliant.

• The Data Protection Officer ("DPO")

• We have appointed a DPO to oversee compliance with this Privacy Notice.

• If you have any questions about this Privacy Notice or how we handle your personal

  information, contact the DPO at DPO@propelfwd.com

• You have the right to make a complaint at any time to the JOIC.

• Contact details for these are outlined at the bottom of this Privacy Notice.

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The Kind of Information We Hold About You

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Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

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To explain this to you, we will list our different services when we collect or use additional information about you.

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How Is Your Personal Information Collected?

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We collect personal information about you when you contact us, rent our office space, and when you visit our offices

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What information do we collect about you?

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When you rent an office space within our building, you may provide us with:

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• Your Contact details, including your postal and billing addresses, email addresses, phone numbers and title.

• We will carry out credit referencing and due diligence background checks.

• Proof of identity such as passport, driving license and utility bill.

• Details of your employees

• Correspondence with you vie phone or email

When you browse our websites, we may collect:

• Information about your online browsing behaviour on our website and information about when you click on one of our promotions (including those shown on other organisations’ websites);

• Information about any devices you have used to access our Services (including the make, model and operating system, IP address, browser type and mobile device identifiers)

   

When you contact us or we contact you to ask about our Services, we may collect:

• Personal data you provide about yourself anytime you contact us about our Services (for example, your name and contact details), including contacting us by phone, email or post or when you speak with us through social media;

• Details of the emails and other digital communications we send to you that you open, including any links in them that you click on; and

• Your feedback and contributions to customer surveys or reviews.

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When you visit our offices:

• Images of you may be recorded on our CCTV systems

What Special Category Data do we collect about you?

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Kingsman do not collect Special Category data from members or users of their facilities unless it forms part of the work you have specifically engaged us to do. If that is the case, we will explain our legal basis for processing your data and your rights to withdraw consent, if that is the legal basis used at the time.

How We Will Use Information About You?

We will only use your personal information when the law allows us to.

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Most commonly, we will use your personal information in the following circumstances:

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• You have entered a Contract with us to provide you with a service; an example of this would be when you rent one of our office suites.

• We need to comply with a Legal Obligation; an example of this would be when we have to comply with a lawful authority to disclose information to the police.

• Where it is necessary for our Legitimate Interests (or those of a third party), your interests and fundamental rights do not override those interests. An example of this would be the disclosure of CCTV footage to law enforcement for investigation.

  We may also use your personal information in the following situations,

• Where you have given, you Consent to contact you for a specific purpose, such as to receive our newsletter or marketing material from us.

• In an emergency, it is in your Vital Interest to share your information when we have it recorded; an example would be, if there was an incident at our offices and we had to provide emergency services with the personal data of people on the site.

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Change of purpose

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We will only use your personal information for the purposes we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

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If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.

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Data Sharing

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We do not pass on information gained from your engagement with us without a clear legal basis for doing so. However, we may disclose your Personal Information to meet legal obligations, regulations, or valid governmental requests.

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We use certain third parties also known as Processors to provide or support our services. We have appropriate agreements in place with those processors to ensure the safety of your information. For information on these processors please see the table below. We do not share your information with any processors for the purposes of direct marketing.

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The current data processors used by Kingman are:

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Processors are other organisations/services carefully chosen by Kingsman to process your information correctly and securely. In the case of organisations outside of Jersey, the United Kingdom and the European Economic Area (EEA);

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(a) we have prior written instructions for the transfer or

(b) we have entered into specific contractual terms with them to ensure that they treat your personal data in way equivalent to that in which they would be required if they were established in Jersey.

We ensure that your privacy rights are respected in line with this Notice and the same protection is given to your personal data as laid down by the DPJL.

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Data Security

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We have put in place appropriate security measures to prevent your personal information from being accidentally lost, altered or disclosed, or accessed in an unauthorised way. In addition, we limit access to your personal information to those Staff, Agents, Contractors and other third parties on a need to know basis.

They will only process your personal information on our strict instructions, and they are subject to a duty of confidentiality.

Details of these measures may be obtained from our DPO.

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

Data Retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including to satisfy any legal, accounting, or reporting 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 data. The purposes for which we process your data and whether we can achieve those purposes through other means and the applicable legal requirements.

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You can request our Data Retention Schedule from our DPO if required.

In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

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Rights of Access, Correction, Erasure, and Restriction

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The personal information we hold about you must be accurate and current. Please keep us informed if your information changes during your relationship with us.

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

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• Request access to your personal information (commonly known as a "data subject access request"). This right enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

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• Request correction of the personal information that we hold about you. This right enables you to have any incomplete or inaccurate data we hold about you corrected.

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• Request erasure of your personal information. This right enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

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• Object to processing your personal information where we rely on a legitimate interest (or those of a third party). There is something about your situation that makes you want to object to processing on this ground. You also have the right to object to processing your personal information for direct marketing purposes.

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• Request the restriction of processing of your personal information. This right 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.

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• Request the transfer of your personal information to another party.

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If you want to review, verify, correct or request the erasure of your personal information, object to the processing or request that we transfer a copy of your personal information to another party, contact our DPO at DPO@propelfwd.com

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You will not have to pay a fee to access your personal information (or exercise any other rights). However, we may charge a reasonable fee if your access request is unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

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How to request your information and what we may need from you

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• You can use the Data Subject Access Request form, available on our Cookie Banner. You can also email in your request, make your request over the telephone verbally to one of our team, whatever way you feel more comfortable with.

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• If you have any questions about this process or any of your rights, contact our DPO at DPO@propelfwd.com

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or exercise any of your other rights).

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We will respond to your request without undue delay, but certainly within Four Weeks after satisfactory verification of your identity. In some circumstances we can apply an eight-week extension to this time frame when the request is complex in nature, and it cannot be answered in the four-week time frame. If this is to happen, we will inform you as soon as possible.

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Right to Withdraw Consent

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In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.

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To withdraw your consent, contact our DPO at DPO@Propelfwd.com

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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.

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Changes to this Privacy Notice

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We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.

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We may also notify you in other ways from time to time about the processing of your personal information or requesting you to confirm the accuracy of the information we hold on you.

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Complaints

We want the chance to resolve any complaints you have about how we process your information. You have the right to complain to the JOIC about how we have used your data.

The details for each of these contacts are:

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Kingsman Executive Office Suites - attention of the Data Protection Officer

De Carteret House, 7 Castle Street, St Helier, JE2 3BT Telephone +44 (0) 1534 488288 or email DPO@propelfwd.com

Jersey Office of the Information Commissioner

2nd Floor, 5 Castle Street, St Helier, Jersey JE2 3BT
Telephone +44 (0) 1534 716530 or email enquiries@jerseyoic.je​​​