Privacy Policy

Roomspace Limited has prepared and publishes a Privacy Statement because it has a strong commitment to our online customers and website visitors and respects all matters in relation to our clients’ privacy. We are committed to providing the highest quality and level of service and consider any private and personal information collected by us in the course of using our website, such as when creating reservation enquiries, bookings or requests or when sending us any other messages, to be highly confidential and private. This document addresses the most common concerns and issues about privacy but if after reading through the information below you still have a question or concern, please e-mail contact@roomspace.com or write to: Roomspace Limited 5-6 Francis Grove,  London  SW19 4DT Tel: 020 8944 3662 | Fax: 020 8944 6744

 General Information

Any information that is collected and subsequently stored is used solely for the purpose of establishing the true identity and details of our clients. Where the information is stored digitally, it is securely stored on our server/s by means of maintained firewalls and password protection. This includes some or all of the following information: postal or e-mail addresses, land & mobile telephone numbers, fax numbers or credit card details voluntarily supplied to us either online, verbally, by fax or by letter. This information will specifically be needed in order for us to:

• Provide the properties we represent with enough information in order to process and confirm any reservation requests or transactions, Deliver to our customers expedient confirmation of any business services requested or transacted both initially at the time of booking or subsequently in the event that there are any changes or alterations to reservation details (such as arrival dates or room changes) made either by us, the property booked or at our client customers request
• Facilitate delivery of any printed material requested such as reports or brochures
• Provide information by e-mail in the future with details of special offers or promotions that we consider to be of possible interest or useful to you and that you have elected to receive.
• Inform any third party providers which you have selected to receive information about or from in the futureSupply information from reputable third party suppliers we have a strategic marketing relationship with and we feel their services would be useful or interesting to you.

Client Profiles

At your own discretion, you may create an online CLIENT USER PROFILE, your own BUSINESS RULES and other ACCOUNT INFORMATION to manage and enable rapid execution of future online transactions and policies. Information stored in this way is always shown online in the password protected USER AREA which you can access and delete or amend at any time. Management of any email lists you have subscribed to will also be shown here – you can add or remove yourself as required. Your client USERNAME will always be your e-mail address and all password reminders will be sent to this address should you request them. The Apartment service, however, does not accept any responsibility for the protection and security of access to your own e-mail service

e-Mails

e-mails concerning promotions, special rates, customer satisfaction questionnaires, market research, surveys or newsletters will be sent to you from time to time unless you have elected not to receive these. All e-mails received which are not in respect to a specific reservation or specific requests you have made will always contain an option for you to update your mailing preferences either on online at our website or to reply and opt out of any future contact by us or third parties. To ensure complete removal from all our mailing lists you may send an e-mail to contact@roomspace.com and we will check all lists held by us and third party providers used

Credit Card information:

Credit card information given to us by other means such as by post, fax or verbally is done so voluntarily and we will keep any communications made in this way or (written on paper by us if made by telephone) in a secure locked store which will only be accessible by members of our staff in the normal course of their duties to fulfill our duties and in accordance with any Statutory obligations. Any hard copies of credit card information and authorities will be kept only until such time that the obligations for payment are finalized.

Accessing our Website

When you access any pages on of our websites, we will not collect any personally identifiable details such as your name or e-mail address unless you have voluntarily and knowingly provided this information. We do collect information about which pages have been accessed by unique visitors for marketing purposes but this is confined to the IP number and HTTP header as well as the date and time of the request in order to provide the functionality of the online web services we offer. When you log into your CLIENT USER PROFILE, or if you respond to an e-mail we sent to you that has a link you use to access our website we will be aware of your visit and who you are based on the information you have provided in your CLIENT USER PROFILE.

Cookies

Cookies are used by us for improved functionality on our website – they are known as ‘session cookies’ will be deleted when you close your browser, Session cookies save information regarding searches (such as dates) so that you do not have to re-enter information you have already input when changing pages or carrying out another search for example. Cookies are controlled by your browser settings so will vary according to the security levels you have preset which are out of our control but high levels of cookie restriction will affect the functionality of our website.  ‘Permanent’ or ‘Persistent’ cookies are stored by us and used only in connection with CLIENT USER PROFILES to enable rapid population and improved functionality for regular clients or users. We also use Google analytics and they may store their own persistent cookies

Changes and Updates to our Privacy Policy

Changes and update will be made at regular intervals to further define and clarify our policy as well as to include any new legislation or statutory requirements. Updates will be shown on this web URL

CO (Information Commissioners Office) – Data Protection Act 1998

Roomspace Limited is registered as the Data Controller with the ICO (Information Commissioners Office), a UK governmental department that promotes public access to official information and protection of personal information. We are registered to hold data relating to the management and administration of land property, and estate management of other properties as well as advertising, marketing and public relations. Our registration number is Z1270485