Oxford Innovation Space takes your privacy very seriously. This notice explains our data processing practices within our Headquarters when we act as a controller of personal data. At Oxford Innovation, accessible from www.oxfordinnovationspace.co.uk, one of our main priorities is the privacy of our visitors. This Privacy Policy document contains types of information that are collected and recorded by Oxford Innovation Space, Oxford Innovation Ltd. – or Oxford Innovation, or OI – and how we use it.

This Privacy Notice provides information required under data protection legislation, which comprises the UK GDPR as implemented by the DPA 2018 and Data Protection Act 2018. When we refer to ‘personal information’, ‘information’ or ‘data’, this has the same meaning as ‘personal data’ as defined under data protection legislation.

This is the document we have created to keep you informed about the activities performed by Oxford Innovation involving your personal data and your legal rights regarding how we collect, use, share, store, protect, and delete your information.

By submitting identifying data when using this website and doing business with us, you are agreeing to our use of such data as described in this Privacy Policy. Oxford Innovation’s site may contain links to other websites. Please note that Oxford Innovation has no control over how your data is collected, stored, or used by other websites. Oxford Innovation advises you to check the Privacy Policies of any such websites before providing any data to them

What is personal data?

Personal data is any information related to an identified or identifiable natural person – you – such as names, surnames, location data, home address, identification card number, e-mail address, internet protocol (IP) address, financial information, etc. It includes any data that could be linked to you and used to contact, locate, or track you.

Who we are

Oxford Innovation Ltd is a limited company registered in England under company number 2177191, whose registered address is:

Oxford Innovation Ltd
Oxford Centre for Innovation
Blue Boar Court
9 Alfred Street
Oxford OX1 4EH

Delivering services as Oxford Innovation Space.
Our VAT number is GB 844 2867 04

If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.

Email: dpo@sqwgroup.com
Phone: +44 (0)1865 261 480

This Privacy Policy applies only to our online activities and is valid for visitors to our website with regards to the information that they share and/or collect in Oxford Innovation. This policy is not applicable to any information collected offline or via channels other than this website.

Consent

By using our website, you hereby consent to our Privacy Policy and agree to its terms.

Information we collect

Depending upon your use of the site (such as to create an account or interact with us), we may collect some personal data.
The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.
If you contact us directly, we may receive additional information about you such as your name, e-mail address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.
When you register for an Account, we may ask for your contact information, including items such as name, company name, address, e-mail address, and telephone number.
When you rent a private office or join our co-working space through a membership, we may collect additional documents to register you as a customer, including payment information.

How we use your information

All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and always safeguard your rights under DPA 2018 and the UK GDPR.
Our use of your personal data will always have a lawful basis, either because it is necessary for our performance of a contract with you, because you have consented to our use of your personal data (e.g. by subscribing to e-mails), or because it is in our legitimate interests. We use the information we collect in various ways, including:

To guarantee the performance of our contract and services

Register and onboard our clients
Provide you with our facilities management, incubator programme and advisory services, providing support tools
Billing and collecting payments
Handling your enquiries, complaints and providing you with customer services
Managing suppliers
Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the website
Provide, operate, and maintain our website

To fulfil our legitimate interests

Improve, personalise, and expand our website
Understand and analyse how you use our website
Develop new products, services, features, and functionality

With your consent

Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the website, and for marketing and promotional purposes
Send you e-mails
Marketing activities: with your permission and/or where permitted by law, we may also use your data for marketing and surveying purposes which may include contacting you by e-mail with information, news and developments in relation to our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with the firm’s obligations under the DPA 2018/ UK GDPR.

You have the right to withdraw your consent to Oxford Innovation using your personal data at any time, and to request that it is deleted.

Legal obligations

To fulfil legal obligations when demanded by administrative, governmental, or judicial authorities
Find and prevent fraud (AML monitoring)

For other necessary purposes upon the customers and users’ further notification.

How long do we keep your personal data for?

Oxford Innovation does not keep your personal data for any longer than is necessary considering the reason(s) for which it was first collected. Data will therefore be retained for as long as its legal basis and purpose of use subsist and according to our Data Retention Policy and Schedule. We can disclose specific data retention periods upon request.

Log Files

Oxford Innovation follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and are a part of hosting services’ analytics. The information collected by log files includes internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analysing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.

Cookies and Web Beacons

Like any other website, Oxford Innovation uses ‘cookies’. These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimise the users’ experience by customising our web page content based on visitors’ browser type and/or other information. Our Cookie Policy can be found on our website.
You can choose to disable cookies through your individual browser options. More detailed information about cookie management with specific web browsers can be found at the browsers’ respective websites.

Do we share your data with other third parties?

Oxford Innovation may share your data with other companies within our group so that beneficial services can be offered to you.
Oxford Innovation may sometimes contract with third parties to supply services to you. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Oxford Innovation’s obligations, and the obligations of the third party under the law.
Oxford Innovation does not sell personal data in any form, including mailing lists. All the personal data that we collect is for internal use only.
Oxford Innovation may compile statistics about the use of this site including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any pseudonymised data that can be combined with other data and used to identify you.
Oxford Innovation may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared with your consent and used within the bounds of the law.
You may consult this list to find the Privacy Policy for each of the advertising partners of Oxford Innovation.
Third-party ad servers or ad networks use technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on Oxford Innovation, which are sent directly to users’ browsers. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalise the advertising content that you see on websites that you visit.
Note that Oxford Innovation has no access to or control over these cookies that are used by third-party advertisers. The Privacy Policy for Oxford Innovation does not apply to other advertisers or websites. Thus, we are advising you to consult the respective Privacy Policies of these third-party ad servers for more detailed information. It may include their practices and instructions about how to opt-out of certain options.
In some circumstances, Oxford Innovation may be legally required to share certain data held by us, which may include your personal data, for example, where the firm is involved in legal proceedings, complying with legal requirements, a court order, or a governmental authority.
You can choose to disable cookies through your individual browser options. More detailed information about cookie management with specific web browsers can be found at the browsers’ respective websites.

How can you control your data?

You have the right to ask for a copy of any of your personal data held by Oxford Innovation under the DPA 2018 and the UK GDPR. Any reasonable request is free of charge, and we will provide all relevant information that is held by the firm. We also want to make sure that any information it stores on you is correct. Please contact us for more details at dpo@sqwgroup.com.

Your right to withhold information and withdraw your consent

You may access certain areas of our website without providing any data at all. For certain services provided by us, you may be asked for your contact details, and you have the right to object the processing of your information.
You may also restrict the use of cookies and withdraw your consent for marketing activities at any point. For more information, please see the separate Cookie Policy.

Your right to be forgotten

As mentioned above, Oxford Innovation only collects data when there is a legitimate business need to do so. Oxford Innovation only holds the minimum amount of personal data required and for a limited amount of time. However, you have the right to request that Oxford Innovation removes or deletes your personal data from its systems if you believe that:

we no longer need to process your information for the purposes for which it was provided.
we have requested your permission to process your personal information and you wish to withdraw your consent.
we are not using your information in a lawful manner; or
you have objected to your data being processed.

Please note that if you request us to delete your information, we may have to suspend the provision of services, products, or both to you.

Please contact dpo@sqwgroup.com for more details.

How can you access your data?

You have the right to know if we process your personal information and ask for a copy of any of your personal data held by Oxford Innovation. Under the DPA 2018 and the UK GDPR, no fee is payable and Oxford Innovation will provide all relevant information in response to your request free of charge.

Please contact Oxford Innovation for more details at dpo@sqwgroup.com

Your right to lodge a complaint with the ICO

If you have a concern about any aspect of our privacy practices, including the way we have handled your personal information, you can report it to the Information Commissioner Officer (ICO). The Information Commissioner can be contacted at:

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113
casework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

Your right to rectification of your data

If you believe that any of the information that we hold about you is inaccurate or out of date, you have a right to request that we restrict the processing of that information and to rectify the inaccurate personal information.
Please note that we proactively care about the quality of the personal data we hold and maintain our personal data records updated and accurate.

Your right to data portability

You may request us to transfer to a third party your data in a machine-readable format where the:

personal information was provided on the basis of consent;
processing is by automated means; and
processing is based on the fulfilment of a contractual obligation.

Your right not to be subject of a fully automated decision

We may use automated systems or profiling to make decisions about you by using your personal data.
You have the right to request further information about the criteria upon which the automated processing and profiling activities we perform function, as well as the right of objecting such decisions.
You may also request a review of the results generated by the automated decision making or profiling processes and challenge a decision.

Children’s Information

Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.
Oxford Innovation does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.

Making contact

If you have any questions about our website or this Privacy Policy, please contact Oxford Innovation by e-mail at dpo@sqwgroup.com or by post at the Oxford Centre for Innovation, New Road, Oxford OX1 1BY. Please ensure that your query is clear, particularly if it is a request for information about the data Oxford Innovation holds about you.

Changes to this Privacy Policy

Oxford Innovation reviews this Privacy Policy on a regular basis (for example, if the law changes and annually). Any changes will be immediately posted on Oxford Innovation‘s website, and you will be deemed to have accepted the terms of the Privacy Policy on your first use of the site following the alterations. Oxford Innovation recommends that you check this page regularly to keep up-to-date and to make sure that you are happy with the changes.

DATA PROTECTION OFFICER: dpo@sqwgroup.com