Privacy Policy

Tupelo Spaces is committed to protecting your privacy and handling your personal information responsibly.This privacy policy explains how we collect, use and protect personal information when you visit our website, contact us, make an enquiry, use our services or otherwise interact with us.

1. Who we are

Tupelo Spaces is a tenant-only commercial property advisory business. We help occupiers compare office options, including serviced offices, managed offices and leasehold offices.For the purposes of data protection law, the data controller is:‍

  • Tupelo Property Limited
  • Trading as Tupelo Spaces
  • Email: hello@tupelospaces.com
  • Telephone: +44 (0)20 3841 7789

2. What personal information we collect

We may collect and use the following personal information:

  • Your name
  • Job title
  • Company name
  • Email address
  • Telephone number
  • Office address or business location
  • Details about your office requirement
  • Information you provide through forms, emails, calls or meetings
  • Website usage information, such as pages visited, enquiry source and basic analytics data
  • CRM notes relating to your enquiry, search, preferences or communications with us

We do not intentionally collect special category data, such as health information, religious beliefs, political opinions or similar sensitive personal data.

3. How we collect your information

We may collect personal information when you:

  • Submit an enquiry through our website
  • Book a call
  • Email or call us
  • Speak to us about an office search
  • Engage us to provide services
  • Interact with our marketing emails or online content
  • Are referred to us by another person or business
  • Attend a meeting, viewing or property-related discussion with us

We may also collect publicly available business contact information from sources such as company websites, LinkedIn, Companies House or other business directories where relevant to our commercial property services.

4. How we use your information

We use personal information to:

  • Respond to enquiries
  • Understand your office requirements
  • Provide commercial property advice
  • Prepare property shortlists, proposals and comparisons
  • Arrange viewings and meetings
  • Communicate with landlords, agents, serviced office providers and professional advisers where needed
  • Manage client relationships
  • Send relevant follow-up emails or market updates
  • Improve our website, marketing and services
  • Meet legal, regulatory, accounting and compliance obligations

5. Our lawful bases for using your information

We only use personal information where we have a lawful basis to do so.Depending on the situation, we may rely on:

Contract

Where we need to use your information to provide services to you or take steps before entering into an agreement.

Legitimate interests

Where we use your information to operate and grow our business, respond to enquiries, manage client relationships, send relevant business-to-business communications and provide property advice.

Legal obligation

Where we need to keep records or process information to comply with legal, regulatory, tax, accounting or anti-money laundering obligations.

Consent

Where we specifically ask for your consent, for example for certain types of marketing or cookies where required.The ICO recommends deciding the lawful basis before using people’s personal data and explaining it clearly in the privacy notice.

6. Who we share your information with

We may share relevant information with third parties where necessary to provide our services or operate our business. This may include:

  • Landlords
  • Office providers
  • Managing agents
  • Property agents
  • Solicitors and other professional advisers
  • CRM, email, website, analytics and cloud software providers
  • Accounting, compliance and anti-money laundering service providers
  • Regulators or authorities where required by law

We only share information that is relevant and necessary for the purpose.

7. Marketing communications

We may contact business contacts with relevant updates, property opportunities or market information where we believe there is a legitimate business interest.

You can opt out of marketing communications at any time by contacting us at:

‍hello@tupelospaces.com

‍We will not sell your personal information to third parties.

8. How long we keep your information

We keep personal information only for as long as reasonably necessary.

In general, we may keep:

  • Enquiry and client relationship records for up to 6 years
  • Accounting and transaction records for up to 6 years
  • Marketing contact records until you opt out or we no longer have a legitimate reason to keep them
  • Website analytics data for a limited period depending on the analytics tool used

We may keep information for longer where required by law, regulation, legal claims or compliance obligations.

9. How we protect your information

We use appropriate technical and organisational measures to protect personal information. This may include secure systems, access controls, password protection, cloud security tools and internal processes to limit access to personal data.

No system is completely secure, but we take reasonable steps to protect the information we hold.

10. International transfers

Some of the software and cloud services we use may process personal information outside the UK.

Where this happens, we take steps to ensure appropriate safeguards are in place, such as using providers with recognised transfer mechanisms or contractual protections.

11. Your rights

Under data protection law, you may have rights including:

  • The right to access your personal information
  • The right to correct inaccurate information
  • The right to ask for information to be deleted
  • The right to restrict how we use your information
  • The right to object to certain uses of your information
  • The right to data portability
  • The right to withdraw consent, where consent is the lawful basis

To exercise your rights, contact:

‍hello@tupelospaces.com

‍The ICO says privacy notices should include people’s information rights and explain how they can complain if they have concerns.

12. Complaints

If you have a concern about how we use your personal information, please contact us first and we will try to resolve it.

You also have the right to complain to the UK data protection regulator:

‍Information Commissioner’s Office
Website: ico.org.uk

‍The ICO is the UK regulator for data protection and information rights.

13. Cookies and website analytics

Our website may use cookies and similar technologies to understand how visitors use the site, improve performance and support marketing activity.

Where required, we will ask for your consent before setting non-essential cookies.

You can usually control cookies through your browser settings or through any cookie banner shown on our website.

14. Changes to this policy

We may update this privacy policy from time to time. The latest version will be published on this page.