Privacy Policy

  • 1. Overview

Office Spot UK have developed this Privacy Notice to explain what personal data we collect, retain, share, and transfer when you visit our website or use our service and why. We’re always working to stay compliant with new procedures and best practices to ensure your personal data is secure and private.

It’s good to know that you can review your personal data, modify it or delete at any time.

Please email: helpdesk@officespot.co.uk

  • 2. What Personal Data we collect?

When creating an account with Office Spot UK and using our service you must provide your name, address, phone number, email address and customer type.

To make payments to Office Spot UK you must provide credit/debit card information or PayPal ID if you use this payment method. If your company avails of our credit facilities you must provide additional company information including; director names, accounts contact details and VAT number.

Where your company is VAT exempt and you don’t wish to be charged VAT on your order we require the company VAT clearance certificate. 

We also collect information relating to the type of device and/or technology you use to access our website and use our service. This may include, but is not limited to, network connection, device name, device IP address, device web browser, internet connection type and GeoLocation.

  • 3. Why we retain Personal Data?

We retain Personal Data for the amount of time that is necessary to fulfil your transaction with us and for our legal obligations as a commercial entity operating in the Republic of Ireland and United Kingdom. We may retain Personal Data for longer periods than required by law to serve our business interests, but not prohibited by law.

The cookies we use expire, however if you visit our website before the existing cookie expires, it is deleted and replaced with a new cookie. Please see: What are cookies and how do we use them?

  • 4. Do we process, share or transfer Personal Data?

Yes, we do process, transfer and share your Personal Data with the following parties to complete your transaction:

  • Product suppliers
  • Shipping & Freight Contractors
  • Third party software applications
  • Merchant Services
  • Other parties to comply with commercial laws and prevent potentially illegal and fraudulent acts

We process, transfer and share information with these parties in order to complete the delivery of goods & services to you. It is necessary to process your Personal Data in this way for efficiency when managing our customer service processes, to track website performance for better user experience, to assist our business & marketing interests and to keep your Personal Data secure when processing payments.

For clarity, we have provided an example of how your Personal Data is processed, shared and transferred when you place an order on our website:

Example transaction process:

You provide us with your name, phone number, and delivery address when placing an order on our website. This information is required to have your order delivered and issue an invoice. Your Personal Data is then securely transferred to our product supplier(s) and shipping provider(s).

You may at the time of placing your order provide credit card, debit card or PayPal account information; you will be redirected to our merchant service provider or PayPal. This redirection process will appear seamless and the page will contain our brand for continuity, however you will be entering your payment information to our payment provider(s). We do not process or store credit card/debit card information directly. To confirm payment for goods we receive a coded response from the merchant at time of the transaction.

  • What rights do I have?

You have certain rights as specified in the General Data Protection Regulation (GDPR) (EU) 2016/679 as of 25th May 2018. Much of the regulation details your right to access, rectification, erasure, data portability, and object to processing or automated decisions. Please contact us if you wish to exercise these rights.

  • How do we secure your Personal Data?

We use a host of technical, physical and administrative processes to safeguard your personal data. These processes include firewalls, data encryption and access controls which require authorisation. We encourage you to use a strong password when creating an account with Office Spot UK, this is your responsibility.

  • What are cookies and how do we use them?

When you visit our website and use our service we may use cookies to recognise you and personalise your experience. The cookie helps us analyse how well our website is performing from an accessibility perspective and also assists in measuring the effectiveness of our marketing campaigns. Certain sections of our website and service processes require the use of cookies to function correctly.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not.  Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, this may prevent you from taking full advantage of our website.

  • How do I access, modify or delete my Personal Data?

You can access and modify most of your Personal Data from the account dashboard on our website https://www.officespot.co.uk/. If you wish to request deletion of your account and all your Personal Data, please write to:

Data Protection Officer, Office Spot UK, 26 Mallusk Road Newtownabbey County Antrim BT36 4PP

 or

Email: helpdesk@officespot.co.uk