Last updated: May 2025
Freespace (“us,” “we,” or “our”) operates the website www.afreespace.com (the “Website”) and associated services. This page informs you of our policies regarding the collection, use, and disclosure of Personal Information we receive from users of the Website.
We are committed to protecting your privacy and ensuring the security of your Personal Information. By using the Website or our Services, you agree to the collection and use of information in accordance with this Privacy Policy.
Information Collection and Use:
Personal Information:
While using our Website or Services, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Information”). Personally identifiable information may include:
When You Visit Our Website
We collect Personal Data from you when you submit web forms or interact with our website, for example by subscribing to the Freespace Index, subscribing to one of our services or requesting customer support. We may ask for your email address, first and last name, job title, and other similar business information. You are free to explore some of our websites without providing any Personal Data about yourself.
Information Stored as part of our Workplace Technology services, which would include but not limited to the following:
Data: Email Address
Purpose: The email address is used as primary account identifier while the users login to the Freespace portal, app which requires authentication.
Data: Name
Purpose: Name is being used for correct addressing.
Application: Across all applications
Data: Mobile Number
Purpose: When registering for information about Freespace this is an optional field.
Application: Freespace Website.
Device Token
Purpose: We store a device token that is used for sending notifications.
Application: Administration Portal and Mobile User App
Log Data:
Like many website and service operators, we collect information that your browser or applications sends whenever you visit our Website or Services. This Log Data may include information such as your computer’s Internet Protocol (IP) address, browser type, browser version, the pages of our Website that you visit, the time and date of your visit, the time spent on those pages, and other statistics.
Cookies and Similar Technologies:
Our Website or Services may use cookies and similar technologies to enhance the user experience. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your computer. If you choose to refuse our cookies, you may not be able to use some portions of our Website.
Data Processing:
We may use the Personal Information collected from you for various purposes, including but not limited to:
- Providing and maintaining the Website or Services
- Improving the Website and user experience
- Responding to your inquiries or requests
- Sending you newsletters, marketing communications, or promotional materials (if you have opted- in to receive them)
- Analysing usage data to improve and personalize our services
- Complying with legal obligations
Data Retention
We retain Personal Information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, regulatory, tax, or accounting requirements. Where possible, we will anonymise or delete data that is no longer needed.
Legal Basis for Processing Personal Information
We process your Personal Information in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. The legal bases for our processing activities may include your consent, the necessity of processing to perform a contract with you, compliance with our legal obligations, and our legitimate interests.
For example, we may process your data because you have given us consent to do so (such as when you opt-in to receive marketing communications), because it is necessary to fulfil a contract or provide a service you have requested (such as managing your account access or responding to a support ticket), or because we have a legitimate interest in conducting business operations, improving our services, or ensuring the security of our systems, provided that such interests do not override your fundamental rights and freedoms. In some cases, we may also process your data to comply with legal obligations, such as record-keeping or regulatory compliance.
Data Sharing and Disclosure:
Service Providers:
We may employ third-party companies and individuals to facilitate the Website or our services, to provide certain functions on our behalf, or to assist us in analysing how our Website or Service is used. These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
HubSpot
We use HubSpot, a third-party service provider, to assist with our marketing and customer relationship management activities. HubSpot may collect and process Personal Information on our behalf, as outlined in their privacy policy. For more information about HubSpot’s privacy practices, please refer to their privacy policy on their website. https://legal.hubspot.com/privacy-policy
Freshdesk
We use Freshdesk, a third-party service provider, to manage our customer support and ticketing system. When you submit a support ticket or contact us through our support channels, the information you provide may be collected and processed by Freshdesk on our behalf. This information may include your name, email address, phone number, and any additional details you provide.
Freshdesk operates as a data processor, and their processing activities are governed by their own privacy policy. We have ensured that appropriate safeguards and contractual obligations are in place to protect the privacy and security of your Personal Information when shared with Freshdesk.
Please note that any information you provide through our support channels may be stored and processed on servers located in various jurisdictions, including jurisdictions outside of your country of residence. By submitting your information, you consent to the transfer, storage, and processing of your Personal Information in these jurisdictions.
You can find further information on their commitment to data privacy here: https://www.freshworks.com/gdpr
Atlassian
We use Atlassian products, including Atlassian Service Management, Jira, and Confluence, to support our internal operations and customer service processes. When you interact with our support team or access shared documentation, the information you provide may be collected and processed by Atlassian on our behalf. This may include your name, email address, contact details, and any additional information you submit as part of a support request or collaboration.
Atlassian operates as a data processor, and their processing activities are governed by their own privacy policy. We have ensured that appropriate safeguards and contractual obligations are in place to protect the privacy and security of your Personal Information when shared with Atlassian.
Please note that any information processed through Atlassian services may be stored on servers located in various jurisdictions, including those outside your country of residence. Atlassian participates in the EU-U.S. Data Privacy Framework (DPF), which provides a mechanism for complying with data protection requirements when transferring personal data from the European Union to the United States. By submitting your information, you consent to the transfer, storage, and processing of your Personal Information in these jurisdictions.
You can find further information on Atlassian’s commitment to data privacy here: https://www.atlassian.com/trust/privacy
Sopro
We carefully selected partners and service providers may process personal information about you on our behalf as described below:
We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information. Our appointed data processors include:
(i)Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733.
You can contact Sopro and view their privacy policy here: http://sopro.io.
Sopro are registered with the ICO Reg: ZA346877 their Data Protection Officer can be emailed at: dpo@sopro.io.
International Data Transfers:
In order to manage our global operation your Personal Information may be transferred to and processed in countries outside of your jurisdiction, including countries that may have different data protection laws than those in your country of residence. We have taken appropriate measures to ensure that any international transfers of your Personal Information comply with applicable data protection laws and provide adequate protection for your information.
When we transfer Personal Information from the European Economic Area (EEA) or other regions with specific data protection requirements, we have implemented appropriate safeguards such as standard contractual clauses approved by the European Commission or other legal mechanisms. These safeguards are designed to ensure an adequate level of data protection and to give you enforceable rights and legal remedies.
By using our Website or services and providing your Personal Information, you consent to the transfer of your information to countries outside of your jurisdiction in accordance with this Privacy Policy.
Children’s Privacy
Our Website and Services are not intended for individuals under the age of 16, and we do not knowingly collect Personal Information from children. If we discover that we have inadvertently received Personal Information from a child, we will promptly delete it.
California Consumer Privacy Act (CCPA) Compliance Statement:
Freespace has a global presence, we understand the importance of protecting personal information in compliance with various privacy regulations. If you are a California resident, our privacy policy encompasses the provisions of the California Consumer Privacy Act (CCPA). This means we are committed to transparently disclosing the categories of personal information we collect, sell, or share, along with the purposes for which this information is used. We respect your rights under the CCPA, including the right to know, delete, and opt-out of the sale of your personal information. Our privacy policy outlines the process for exercising these rights and provides details on how we verify requests for information. We also address the collection of personal information from minors and explain our approach to third-party sharing. It’s important to us that you have access to this information and know how to contact us for any privacy-related concerns.
Data Security:
We use a variety of security technologies and procedures to help protect your Personal Data from unauthorized access, use or disclosure. We secure the Personal Data you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. All Personal Data is protected using appropriate physical, technical and organizational measures.
Automated Decision-Making
We do not use your Personal Information to carry out any automated decision-making processes that produce legal effects or similarly significant outcomes concerning you. Should this change in the future, we will update this Privacy Policy accordingly and provide you with all required information in line with applicable data protection laws.
Your Rights:
You have certain rights regarding your Personal Information, and we are committed to respecting and facilitating the exercise of these rights. The rights available to you may vary depending on your location and applicable data protection laws. Here are the key rights you may have:
Right to Access, Update, or Delete Personal Information
You have the right to request access to the Personal Information we hold about you. If you believe that any of the Personal Information is inaccurate, incomplete, or outdated, you have the right to request its correction or update. Additionally, you have the right to request the deletion of your Personal Information under certain circumstances, such as when the information is no longer necessary for the purposes for which it was collected, or when you withdraw your consent and there is no other legal ground for processing. Please note that we may be required to retain certain information to comply with our legal obligations or for legitimate business purposes.
Right to Object to Processing
You have the right to object to the processing of your Personal Information on grounds relating to your particular situation. If you exercise this right, we will no longer process your Personal Information unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms or for the establishment, exercise, or defence of legal claims.
Right to Withdraw Consent
If you have provided your consent for the processing of your Personal Information, you have the right to withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. You can withdraw your consent by contacting us directly using the contact information provided at the end of this Privacy Policy or using the unsubscribe link in email communications.
Right to Lodge a Complaint with a Supervisory Authority
If you believe that we have not complied with applicable data protection laws, you have the right to lodge a complaint with the supervisory authority responsible for data protection in your jurisdiction. We encourage you to contact us first, so we have the opportunity to address your concerns directly. If you would like assistance in identifying the appropriate supervisory authority, please contact us, and we will provide you with the relevant information.
To exercise any of these rights or if you have any questions or concerns regarding the processing of your Personal Information, please contact us using the contact information provided at the end of this Privacy Policy.
Changes to This Privacy Policy:
This Privacy Policy is effective as of the date stated at the top of this page and will remain in effect, except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.
We reserve the right to update or change our Privacy Policy at any time, and you should check this Privacy Policy periodically. Your continued use of the Website after we post any modifications to the Privacy Policy on this page will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.
Contact Us:
If you have any questions about this Privacy Policy, please contact us by emailing us at
dataprotection@afreespace.com or by writing to us at:
The Rivers Office Park, Denham Way,
Maple Cross Rickmansworth,
WD3 9YS,
United Kingdom
Matomo – Cookie-Free Tracking
You can opt out of tracking by Matomo by un-checking the box below at any time. We have installed Matomo without cookie-based tracking, so no personal data will be stored whether the box is checked or not. Please contact us for more details should you require them.
You may choose to prevent this website from aggregating and analyzing the actions you take here. Doing so will protect your privacy, but will also prevent the owner from learning from your actions and creating a better experience for you and other users.
