Privacy Policy

1. Who We Are

OfficesInLeeds (trading name of Airedale House Business Centre Ltd, Company No. 00209895), registered at 423 Kirkstall Road, Leeds LS4 2EW, is the data controller responsible for your personal data.

2. What We Collect

We collect:

• Name, email, phone — when you submit an enquiry or subscribe
• IP address — for security and rate limiting
• Payment information — processed securely by Stripe (we never see your card details)
• Usage data — anonymised page views via our own analytics (no third-party tracking)

3. How We Use It

• To respond to enquiries and provide the services you request
• To process payments via Stripe
• To send marketing emails (only with your explicit consent — see section 5 below)
• To send transactional emails (invoices, booking confirmations, account notifications)
• To improve our website based on anonymised usage data

4. Legal Basis

We process data under: legitimate interest (responding to enquiries, security, lead scoring for sales prioritisation), contract performance (service delivery, invoicing, tenant portal access), and consent (marketing emails, newsletter, automated email sequences).

Marketing emails are only sent after you explicitly opt in via a consent checkbox or by confirming your subscription through our double opt-in process.

5. Marketing Emails & Automation

When you subscribe to our newsletter or download a free resource, we use a double opt-in process:

1. You enter your email address
2. We send a confirmation email
3. You click the confirmation link to activate your subscription

Only after confirmation will you receive our weekly newsletter and any relevant email sequences. These sequences are automated and tailored to your interests (e.g., virtual office, serviced office, or coworking).

If you enquire via our contact form and tick the marketing consent checkbox, we may enrol you in an interest-based email sequence relevant to your enquiry.

Every marketing email contains an unsubscribe link. Clicking it immediately stops all marketing emails and cancels any active sequences. You can also unsubscribe at officesinleeds.com/unsubscribe.

6. Email Tracking

Our marketing emails may contain a small tracking pixel (a 1x1 transparent image) that records when the email is opened. Links in our emails may be wrapped to record click activity. This data helps us understand which content is useful and improve our communications.

Tracked data includes: whether the email was opened, which links were clicked, and the approximate time. We do not sell or share this data with third parties.

7. Automated Profiling

We use a lead scoring system to prioritise enquiry responses. This assigns a numerical score based on factors like your expressed interest, engagement with our emails, and company information you provide. This score is used internally to help our team respond to the most time-sensitive enquiries first.

No automated decisions are made that have a legal or similarly significant effect on you. You have the right to object to profiling — contact us to opt out.

8. Data Sharing

We do not sell your data. We share it only with:

• Stripe — payment processing (PCI DSS compliant)
• Resend — email delivery (processes email addresses and delivery metadata)
• Supabase — database hosting (EU region, SOC 2 compliant)
• Cloudflare — CDN and DDoS protection (processes IP addresses)
• Vercel — website hosting (edge network, processes access logs)

9. Data Retention

Enquiries: 2 years. Subscriber data: until you unsubscribe. Email tracking data: 90 days. Activity logs: 90 days. Payment records: as required by HMRC (typically 6 years). Referral data: 12 months.

10. Your Rights

Under UK GDPR you have the right to: access your data, correct inaccuracies, request deletion, restrict processing, data portability, and object to profiling. Email hello@officesinleeds.com and we will respond within 30 days.

11. Cookies

We use only essential cookies and localStorage for session management and subscription tracking. We do not use tracking cookies, Google Analytics, or any third-party advertising cookies.

12. Contact

OfficesInLeeds (Airedale House Business Centre Ltd)
423 Kirkstall Road, Leeds LS4 2EW
hello@officesinleeds.com · 0113 357 3000