Privacy Policy (Website Visitors & Non-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 collect, use, store and protect personal data for visitors of our website and any person whose personal data we collect but who is not a current customer, including;

• Individuals who contact us with enquiries
• Individuals who subscribe to newsletters or marketing communications
• Representatives of prospective business partners, suppliers, or other organisations
• Individuals who engage with us through social media or online platforms
• Individuals who we contact and engage with

 

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. 

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)
• 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
• 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

Digital Space may also receive information about you 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:

 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
• 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
• Enhance our website
• Keep our website and systems safe and secure
• 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

To comply with legal requirements relating to:

• Data protection
• Health and safety
• 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.

 

Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive.  Where you have opted into consent, the file is added and the cookie helps us analyse website traffic and lets you know when you visit a particular site.  Cookies allow web applications to respond to you as an individual.  The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

A cookie does not give us access to your computer or any information about you, however we are committed to ensuring that your personal data is secure.  In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We use cookies and similar technology to distinguish you from other users on our website and in our email communications.  This helps us to improve and provide you with an excellent experience when you use our website or engage in email communication with us.

We use cookies for the following purposes:

• Strictly necessary cookies- cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website.
• Analytical/performance cookies - allows us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies - used to recognise you when you return to our website. This enables us to personalise our content for you and remember your preferences.
• Targeting cookies - records your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website more relevant to your interests.

 In some special cases we also use cookies provided by trusted third parties.  Third party analytics are used to track and measure usage of this site so that we can continue to produce engaging content.  These cookies may track things such as how long you spend on one of our websites or pages you visit to help us to understand how we can improve our services for you.  Digital Space also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work, social media sites including Facebook and Twitter will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.

Digital Space also use cookies to help us improve our website’s usability and for marketing purposes.  We may also use cookies to identify which pages are being used.  This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs.  Digital Space only use this information for statistical purposes.  Google Analytics generates statistical and other information about our websites’ use by means of cookies. The information generated relating to our website is used to create reports about the usage of our websites.  Google may also store and use this information.  Google’s privacy policy is available at: https://www.google.com/privacypolicy.html.  If you would like to opt out of being tracked by Google Analytics across all websites please visit: https://tools.google.com/dlpage/gaoptout

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies.  However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.

If you would like to find out more about cookies, including how to see what cookies have been set and how to manage and delete them, please visit: http://www.allaboutcookies.org.

 

Marketing communications

If you have opted in to receive marketing communications, we may send information relating to our services, events, news and updates.

You can opt out to receive marketing communications at any time by contacting [email protected]

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:

• Analytics and search engine providers that assist us in the improvement and optimisation of our website
• Auditors
• Marketing support providers, social media marketing suppliers
• Regulators and authorities

 

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 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.

 

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, accounting, reporting obligations and resolving disputes.

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.

 

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.