Privacy Policy (Customers)

We at Digital Space are committed to protecting and respecting your privacy. We do so in accordance with the UK General Data Protection Regulation (“UK GDPR”), Data Protection Act 2018, Data (Use and Access) Act 2025, and other relevant data protection laws.

This policy sets how we process personal data for our existing customers and end-users who use our services, and individuals who participate in our events and promotions. It also sets out your data protection rights and contact details.

This policy is overseen by the Chief Operating Officer. If you have any queries, complaints or requests please contact [email protected].

‘Digital Space’, ‘we’, ‘us’ or ‘our’ in this policy refers to Digital Space Group Limited and its subsidiaries.

Personal data we collect and how we collect it

For the purpose of this policy, “personal data” means any information that can identify you, or could be used to identify you.

Throughout our relationship, we may collect and process the following personal data about you:

Personal data we may collect:

Your name, address, job title and contact details (i.e. telephone, mobile, email address)
Services provided
Business profile
Names and contact details of third parties you provide to us
Any information contained in correspondence or via enquiries submitted through our website, email, phone, or other communication channels
Passwords and other credentials to account and portal access
Financial information
Any information contained through participating in our events and promotions, including marketing campaigns and receiving newsletters
Information obtained through imagery (i.e. CCTV or other recorded imagery)

Special Category data we may collect:

When accessing our Data Centres we collect:

Biometric data (i.e. fingerprinting)

Personal data we automatically collect:

During a phone call:

Phone number
Any personal data disclosed on the call
A recording of inbound and outbound calls

When you visit our website (https://digitalspace.co.uk/)

Technical information: Internet Protocol (IP) address used to connect your device to the internet, the general location from which you connected, your internet service provider (ISP), what type of device you are using to access our service, browser type, date/time of access, cookie/ tracking technology information, pages viewed and website navigation data
Personal information you disclose when using our live chat on our website

Information you give us by:

Contacting and liaising with us, including our customer service and technical support teams (by calling, emailing, post or other communication means)
Filling in forms on our website or customer portal
Entering into a contract with us
Visiting our website
Participating in our events and promotions, including marketing campaigns and receiving newsletters
Responding to surveys
Raising and responding to complaints and enquiries

Digital Space may also receive information about customers from third parties, including marketing list providers, social media and business partners, subsidiaries, suppliers and sub-contractors. Where you provide us with personal data about third parties, you warrant that you have complied with applicable data protection laws.

How we use personal data

We will only process your personal data for the purposes outlined in this policy or permitted so by applicable law.

In accordance with Article 6 of UK GDPR, your personal data may be processed by us for the purposes of:

Pursuant to a contract in order to:

Process information at your request to take steps to enter into a contract
Provide you with our products and services
Process payments, orders and invoices
Make deliveries
Maintain business and service continuity
Send service communications (by email, post or, if the circumstances require it, by phone) so that you receive a full and functional service and so we can perform our obligations to you, including notifications about changes to our service
Record information to facilitate your rights under guarantee
Managing and responding to complaints and enquiries

On the basis of your consent:

We will only contact you with direct marketing communications if you consent to us doing so
Cookies and tracking technologies will only be used on the basis you have provided consent. More information on cookies can be found in the Privacy Policy (website visitors & non-customers)
Where we rely on your consent for processing this will be brought to your attention when the information is collected from you, including using biometric information

You have the right to withdraw consent at any time (see the ‘What are your rights?’ section below for more information).

Our legitimate interests of providing the best service and improving and growing our business, we will process personal data in order to:

Improve our products and services
Provide you with a personalised service
Keep our website and systems safe and secure
Understand our customer base and purchasing trends
Carry out quality assurance, dispute resolution and staff training through the use of call recordings
Defend against or exercise legal claims and investigate complaints
Understand the effectiveness of our marketing
Protect service infrastructure and intellectual property when gaining access to our facilities and data centres
Use Artificial Intelligence (AI) to support certain aspects of our service and operations (i.e. operational efficiencies). AI-generated outputs are subject to appropriate human review and oversight, and any personal data processed through AI tools is handled in accordance with applicable data protection laws

We may carry out analytics to improve our products and services and store personal information for diagnostic purposes as set out above.

To comply with legal requirements relating to:

The provision of products and services
Data protection
Health and safety
Anti-money laundering
Fraud investigations
Assisting law enforcement
Any other legal obligations placed on us from time to time

We may combine the information you provide us with other information we lawfully receive from third parties or public sources to improve the relevance and effectiveness of our products, services, and communications, to the extent permitted by law.

In accordance with Article 9 of UK GDPR, special category data is processed by us under the exemption of 2.(a) – explicit consent, and further information can be found in the Data Centres Access Policy.

Who we may share your personal data with

We may share your personal data with any member of our group, which means our subsidiaries and the following categories of third parties, some of whom we appoint to provide services, including:

Business partners, subsidiaries, suppliers and sub-contractors for the performance of any contract we enter into with you
Analytics and search engine providers that assist us in the improvement and optimisation of our site
Auditors
On-call engineers in the case of service issues or faults
Marketing support providers, social media marketing suppliers
Customer survey providers in order to receive feedback and improve our services
Regulators and authorities

Additionally, we may disclose your personal information to the relevant third party:

In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
If we are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of our customers, our regulator, or others (this includes exchanging information with other companies and organisations for the purposes of fraud protection and prevention of money laundering and credit risk reduction)
In the event we make enquiries about you for the purpose of credit references

How long do we keep hold of your personal data?

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including providing our services, complying with legal, regulatory, tax, accounting, and reporting obligations, resolving disputes, and enforcing our agreements.

When determining appropriate retention periods, we consider legal requirements, business needs, the sensitivity of the data, along with the potential risks associated with retaining it. The length of time we keep personal data depends on the nature of the information and the reasons for processing it.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in accordance with our data retention and information security procedures.

Details of the retention periods are available in our Retention Policy, which you can request from us by emailing [email protected] or write to us at the address detailed in the ‘Contact us’ section.

How your personal data is stored and kept secure

Digital Space takes the safety and security of your personal data seriously, and we are committed to protecting your personal information. All information kept by us is stored on our secure servers and we have policies, procedures, technical and organisational measures in place to safeguard it from unauthorised access, accidental loss or destruction, damage, unlawful or unauthorised use and disclosure. However, no method of electronic transmission or storage can be guaranteed to be completely secure.

We hold, maintain and are audited against ISO 27001, ISO 27017, ISO 20000, ISO 9001, ISO 14001 and Cyber Essentials Plus standards, along with mandated training to all our staff and access controls in place.

Where we have given you (or where you have chosen) a password that enables you to access certain parts of our service, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Where personal data is transferred outside the UK, we shall ensure that the appropriate safeguards are in place, including UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses.

What are your rights?

In accordance with data protection law, you have the right to:

Ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing
Request from us access to your personal information we hold
Ask for the information we hold about you to be rectified if it is inaccurate or incomplete
Ask for your personal data to be erased provided that the personal data is no longer necessary for the purposes for which it was collected, you withdraw consent (if the legal basis for processing is consent), you exercise your right to object, and there are no overriding legitimate grounds for processing, the data is unlawfully processed, or the data needs to be erased to comply with a legal obligation
Ask for the processing of your personal data to be restricted if the accuracy of that data is contested, the processing is unlawful, the personal data is no longer necessary for the purposes for which it was collected or you exercise your right to object (pending verification of whether there are legitimate grounds for processing)
Withdraw your consent, where relevant
Ask for data portability if the processing is carried out by automated means
Not to be subject to a decision based solely on automated processing, if and where relevant. Where any automated processing takes place, human intervention is involved within the process
Lodge a complaint with the Information Commissioner’s Office (ICO), in the UK (https://ico.org.uk/)

Should you have any issues, or wish to exercise any of your rights, contact us at [email protected]

A copy of our Complaints Procedure is available on request.

Contact us

If you have any questions about this policy, or wish to exercise your rights, please contact:

[email protected]

Or write to:

Data Protection Officer

Digital Space

Brunel Business Park

Jessop Close

Newark

NG24 2AG

Changes to our privacy policy

This policy may be updated from time to time. Please check back frequently to see any updates and to stay informed about our personal data processing activities.