Privacy Policy

Introduction

We at United Spaces Network Offices AB, registration number 556668-1069, hereafter referred to as “United Spaces,” value your personal privacy and strive for a high level of protection in all processing of personal data. All processing carried out by United Spaces complies with the General Data Protection Regulation and other applicable data protection legislation.

If you have any questions about this information or if you wish to exercise any of your rights as outlined below, please contact United Spaces. Contact information is provided under the section ‘Contacts’ below.

What personal data do we collect about you and for what purpose?

At United Spaces, we process personal data that you have provided to us for the purpose of processing and administering your inquiries, any agreements with you, handle bookings of conference rooms, handle entry and exits from our premises, connection to equipment (for example printers), reception services and to provide information and service. This may include registering for our events, competition entries advertised on our websites and that you choose to participate in and subscribing to our newsletter.

Please note that when you use features on our websites that allow you to post information or other material, such information may also contain personal data.

We process the following personal data. We process different personal data depending on the purpose.

Name
Telephone number
Address
Email address
Title/role
Dietary preferences
Authorised signatory
Personal ID number
IP addresses
Location data
User data
Interactions in applications for members and guests
Income data
Payment history
Payment information
Credit reports from credit reporting agencies
Purchase information (e.g product or service ordered)
Entry logs, access cards/tags
Material from CCTV cameras

Your personal data may also be used for marketing, follow-ups, and for the development and improvement of our products and services. If you do not wish to receive marketing and/or offers, please contact us. Contact information is provided under the section ‘Contacts’ below.

Why do we process your personal data?

United Spaces processes your personal data in order to manage our contractual relationship or requests with your company or your employer (e.g. to ensure the fulfilment of obligations under our agreement and to send invoices) or to enter into a potential membership with your company or your employer, communicate with you (e.g. regarding the membership), to assess the ability of sole traders to pay, to ensure that only authorised persons have access to the property, e.g. through entry systems and CCTV, and to carry out company accounting. Kindly note that CCTV occurs only in certain properties and, in such cases, it is clearly stated that there is CCTV. Furthermore, United Spaces process your personal data to handle booking of conference rooms, connection to equipment (for example printers), reception services and to provide information and service. This may include competition entries advertised on our websites and that you choose to participate in. We may also process your personal data in order to send you news about our operations or to invitations to events (including organization of such events, e.g. as regards participants, refreshment and food preferences) and in order to send marketing material about our products and services, or such products and services of other companies within the Castellum group, which we believe may be of interest. Furthermore, we may disclose your personal data to those of our suppliers and partners that we deem may be of interest, so that they can send marketing about their products or services.

We may also process your personal data in connection with market communication such as publication of posts, images, videos, etc. on social media (e.g. Facebook, LinkedIn and Instagram) and for publication of posts, images and videos for internal use (e.g. on our intranet). If we should wish to process your personal data for such purposes, you will receive specific information about the data processing it entails and be asked to consent specifically to our processing of your data for the purpose in question. In addition, we may process your personal data within the contractual relationship to enable the booking of resources such as conference rooms and parking facilities, the management of authorisations for unlocking delegated doors, creating and managing user accounts, in order to send relevant information, to be able to improve the functions in the applications that we use and to be able to manage other closely related functionality at the workplace.

For our suppliers and cooperation partners United Spaces also processes your personal data in order to administer our business relationship (including to ensure performance of obligations, for administering invoices, follow-up of deliveries, etc.).

From which sources do we collect your personal data?

In addition to the data you provide to us or that we collect from you based on your purchases and how you use our services, we may also collect personal data from someone else (so-called third party). The data we collect from third parties includes the following:

Address details from public registers to ensure we have the correct address details for you.
Information about creditworthiness from credit rating agencies, banks, or credit reporting companies.

With whom may we share your personal data?

The companies we engage may only process your data based on written instructions from us.

Your personal data can be shared with the following third parties

Transports (logistics companies and freight forwarders).
Payment solutions (card processing companies, banks, and other payment service providers).
Marketing (print and distribution, social media, media agencies, or advertising agencies).
IT services (companies managing the necessary operation, technical support, and maintenance of our IT solutions).
Suppliers and cooperation partners who perform services on our behalf.
Accountants, authorities, insurance companies, security companies, parking companies, collaborative bodies and debt collection companies.

Where do we process your personal data?

United Spaces strives not to transfer data to a country or company located outside the EU/EEA. However, we use third-party cookies on our website. The use of third-party cookies means that your personal data may be transferred to a third party located in a third country (e.g., the USA). You have the option to limit the use of cookies yourself, and you can find more information about this in our cookie policy here https://unitedspaces.com/en/cookie-policy .

Our and your use of social media also means that your personal data is usually transferred to a third party located in a third country (USA). You can choose not to consent to appear in our social media, not to follow us, or not to interact with us on social media to limit or completely avoid your personal data being transferred to the USA.

If personal data is transferred to a third country (e.g., the USA), we always take appropriate safeguards to protect your personal data in the best possible way. Such appropriate safeguards may include:

ensuring that the European Commission has decided that the country to which the personal data is transferred provides an adequate level of protection equivalent to the level of protection ensured by the General Data Protection Regulation, which applies to social media like Facebook, Instagram, and LinkedIn, all of which are certified according to the EU-US Data Privacy Framework (DPF).
entering into the European Commission’s standard contractual clauses with the recipient of the personal data in the third country. When personal data is transferred to a third country based on the European Commission’s standard contractual clauses, we assess whether there is legislation in the recipient country that affects the protection of your personal data. If necessary, we take specific technical and organizational measures so that the protection of your data remains during the transfer. However, due to American security legislation, there is a certain risk that American authorities, in order to prevent and investigate crime or defend national security, may gain access to personal data transferred to the USA despite our technical and organizational security measures.

You can contact us and request a copy of the safeguards, see contact details under the section “Contacts” below.

How long do we retain your personal data?

Your personal data will be stored and processed by us no longer than necessary in light of the purpose of the processing, unless there are specific statutory requirements entailing that the data must be stored for a longer period. Your personal data will be stored and processed by us as follows:

Personal data which is processed for accounting purposes (e.g. assessment of payment ability of sole traders and as a basis for company reporting) and as tax information – eight years after termination of the agreement or from the period of time when you or your employer ceased to be our guest or member.
Personal data which is processed via communication with you and to administer the contractual relationship – as long as necessary after the termination of the agreement.
Personal data processed in connection with a prospective contractual relationship – for as long as you continue to be a contact person for our potential member or guest.
Personal data which is processed to ensure that only authorised persons have access to the property through, e.g an entry system – one month (name and entry card/tag) after termination of the agreement and 1 week (entry log) after compilation date.
Any CCTV material – deleted after seven days, but if there are incidents that must be investigated, the material is deleted first after the material is no longer necessary for the investigation.
Personal data processed for the administration of events – deleted after the event has ended.
Personal data which is processed to send you news about our operations or invitations to events, or marketing material – for such time as you continue to be a member, guest or contact person for your employer.
Personal data processed within the contractual relationship with your company or your employer – at latest, until the agreement has expired or six months after you or your employer ended to use our services.
Personal data processed for our suppliers or cooperation partners is as a main rule stored only until we no longer have a business relationship with the company you represent, or until you no longer represent such company.

What right does United Spaces have to process your personal data?

The processing of your personal data to administer our contractual relationship with your company or your employer is based on the processing being necessary for the performance of the agreement and to provide the agreed services.

The processing of your personal data for the performance of company reports is based on the processing being necessary for our obligation to comply with a legal obligation.

On the basis of balance of interests we process your personal data to communicate with you, to enter into a potential membership with your company or your employer (if applicable), to assess the ability of sole traders to pay, to send you news, marketing or invitations to events, to pass them on to selected suppliers and partners so that they can send you marketing, to administer access cards/tags and manage entry logs and other property surveillance, where applicable. United Spaces considers that it is entitled to process your personal data since this processing is necessary for purposes that involve United Spaces’s legitimate interests.

In the event that we request information about your dietary preferences, which could include personal data concerning your health which falls under a specific personal data category, we base the data processing on consent. You always have the right to withdraw your consent by contacting us.

The processing of suppliers or cooperation partners personal data is made in order to administer our business relationship and takes place based on a balancing of interests.

This is our reasoning

United Spaces’s legitimate interest with regard to communication with you is to be able to contact you regarding various matters within the framework of the relationship between you and United Spaces, e.g. to communicate about the membership, premises, services or similar information, or (if applicable) to enter into a potential membership with your company or your employer. United Spaces has balanced its legitimate interests against any violation of privacy that United Spaces’s processing of your personal data could cause. United Spaces makes the assessment that the risk of encroachment on privacy is restricted since the personal data which is processed cannot be deemed to be particularly privacy-sensitive personal data. The personal data which is processed is also restricted to what is needed to perform the purposes of the processing of the personal data and it is also in your interest to obtain relevant information. Accordingly, United Spaces makes the assessment that United Spaces’s interest in processing your personal data is of greater weight and, following such balancing of interests, that it is entitled to process the personal data.

United Spaces’s legitimate interest as regards an assessment of payment ability of sole traders is to safeguard our interest before we enter into a business relationship. United Spaces has weighed its legitimate interests against any encroachment on privacy that United Spaces processing of your personal data might entail. United Spaces makes the assessment that there is a risk of encroachment on privacy, but that the use of the information is restricted and that United Spaces has a strong interest in processing such data in order to protect its business. The personal data which is processed is also restricted to what is needed to perform the purposes for which the processing of the personal data takes place. Accordingly, United Spaces makes the assessment that United Spaces’s interest in processing your personal data is of greater weight and, following such balancing of interests, that it is entitled to process the personal data.

United Spaces’s legitimate interest to administer access cards/tags and manage entry logs and any other property surveillance are intended to prevent unauthorised persons from gaining access to the property and to prevent break-ins, damage, thefts or suchlike. United Spaces has weighed its legitimate interests against the possible encroachment on privacy that United Spaces’s processing of your personal data might entail. United Spaces makes the assessment that there is a risk of encroachment on privacy, but that the use of the data is so restricted and that there are very few individuals within United Spaces who have access to such data that the risk is nevertheless restricted. Accordingly, United Spaces makes the assessment that United Spaces’s interest in processing your personal data is of greater weight and, following such balancing of interests, that it is entitled to process the personal data.

United Spaces’s legitimate interest as regards the processing of personal data in order to send you news, marketing material or invitations to events as well as to send contact details to selected suppliers and partners so that they can send marketing, is to keep you updated concerning what is happening in our business and to maintain the commercial relationship which has been created and to maintain a continued positive relationship with you as a member or guest or as a contact person for your employer. United Spaces has weighed its legitimate interests against the possible encroachment on privacy that United Spaces’s processing of your personal data might entail. United Spaces makes the assessment that the risk of encroachment on privacy is restricted since you as a member, guest or in your professional capacity as contact person for your employer, should be able to expect that certain data will be processed for the above-mentioned purposes. The personal data which is processed cannot be deemed to be particularly privacy-sensitive personal data. The personal data which is processed is also restricted to what is needed to perform the purposes for which the processing of personal data takes place. Accordingly, United Spaces makes the assessment that United Spaces’s interest in processing your personal data is of greater weight and, following such balancing of interests, that it is entitled to process the personal data.

United Spaces’s legitimate interest to process your personal data within the contractual relationship and to be able to improve the functions in the applications that we use is to make it easier for members, guests and their employees to administer the premises or the offered services. United Spaces has balanced its legitimate interests against any violation of privacy that United Spaces’s processing of your personal data could cause. The personal data that are processed cannot be regarded as being particularly privacy-sensitive. Moreover, the personal data that are processed are limited to what is necessary to fulfil the purpose of the data processing. For this reason, in the balancing of legitimate interests, United Spaces assesses that United Spaces’s grounds for processing prevail, and that United Spaces therefore has the right to process your personal data.

United Spaces legitimate interests to process our suppliers and cooperation partners personal data is to be able to contact you, to maintain the business relationship which has been created and continue to maintain a positive relationship with you. United Spaces has weighed its legitimate interest against any encroachment on privacy that United Spaces processing might entail. United Spaces makes the assessment that the risk of encroachment on privacy is restricted since contact persons, in their professional capacity, should be able to expect that certain data is processed for the above-mentioned purposes. The personal data which is processed cannot be deemed to be particularly privacy-sensitive personal data. The personal data which is processed is also restricted to what is needed to perform the purposes of the processing of the personal data. Accordingly, United Spaces makes the assessment that, following a balancing of interests, United Spaces is entitled to process the personal data.

Your personal data is also processed when we save information for, e.g. our bookkeeping (e.g. all payments) and tax information. This processing is based on our obligation to comply with a legal obligation.

How are your personal data protected?

We use IT systems to protect the confidentiality, integrity, and availability of personal data. We have taken appropriate technical and organizational security measures to protect your personal data from, among others, unauthorized or unauthorized processing (such as unauthorised access, loss, destruction, or damage).

Your rights

When your personal data are processed, you have the below rights under the General Data Protection Regulation (GDPR). More information is available on the website of the Swedish Authority for Privacy Protection (IMY) www.imy.se/privatperson/dataskydd/dina-rattigheter/.

Right to be informed (register extracts)

You have a right to be informed by us of whether we are processing your personal data and, if so, to request access to this personal data in the form of a register extract. You also have the right to receive the following information:

the purpose of the processing,
the types of personal data processed,
who the personal data has been shared with, including third country transfers, and the protective measures taken,
data retention period,
your rights,
the source of the personal data, and
whether automated decision-making occurs.

If you ask to access personal data that we process about you, you will receive a copy of these data. If you request extra copies, you may be charged a fee for administrative costs. If you request your personal data electronically, we will normally provide the copy of the personal data in electronic format, unless otherwise requested.

Right to rectification

If any of the personal data we process about you are incorrect, you have a right to request that we rectify them without undue delay. Depending on the purpose of the processing, you also have a right to amend any incomplete personal data.

Right to erasure

You have a right to request that we erase your personal data without undue delay if:

the data are no longer necessary for the purposes for which they were collected,
you have withdrawn your consent, and your consent was the lawful basis for processing the data,
you object to the processing of data which relied on legitimate interests as the legal basis for processing, and there is no overriding legitimate interest to continue our processing,
you have objected to direct marketing,
the processing is unlawful, and
erasure is necessary in order to comply with legal obligations.

We have a right to refuse your request for erasure if processing is necessary in order to comply with a legal obligation or for the establishment, exercise or defence of legal claims.

If the data are erased at your request, we have an obligation to inform any parties whom we have shared the data with that you have requested to have your personal data erased.

Right to restrict processing

You have a right to request to have your personal data processing restricted under certain circumstances.

The right to restrict processing applies if:

you contest the accuracy of your personal data (during the time that we are verifying the accuracy of the data),
the data have been unlawfully processed and you oppose erasure and request restriction instead,
we no longer need the personal data but you need the data in order to establish, exercise or defend a legal claim, or
you have objected to processing of data which relied on legitimate interests as the legal basis (during the time that we are investigating whether our legitimate grounds override your grounds for having the data erased).

If we have restricted processing of your data, we will notify you before restriction of the processing ceases.

Right to object

You have a right to object at any time to processing of your personal data on the basis of legitimate interests. If our grounds do not override your grounds, we are no longer allowed to process your data after you have objected.

If you object to direct marketing, we may no longer process your data for such purposes.

Right to data portability

If our processing of your data is automated and based on consent or on the performance of a contract, you have a right to receive the data in a structured, commonly used and machine readable format. You also have a right to transmit the data to another data controller.

If it is possible, you also have a right to request that we transmit your data directly to another data controller.

Contacts

You have a right to lodge a complaint to the Swedish Authority for Privacy Protection if you think that we are processing your personal data in violation of the GDPR. The contact details of the Swedish Authority for Privacy Protection are available at www.imy.se.

United Spaces is a subsidiary to Castellum and has appointed the same data protection officer as the other companies within the group. If you have any questions about how your personal data are processed, do not hesitate to contact United Spaces’s data protection officer at dso.castellum@insatt.com.

Data controller

United Spaces Network Offices AB; org.nr 556668-1069
Adress: Box 190, 101 23 Stockholm
Telefonnummer: 08-692 65 00
E-post: gdpr@castellum.se