Virtual Office Tours · Instant Bookings · Short-term Rentals

Terms & Privacy

1. Introduction

1.1 We respect your privacy and are committed to protecting the personal data of our website visitors and service users.

1.2 This notice applies whenever we act as the data controller for personal data about our website visitors and service users; in other words, when we decide the purposes for, and the means of, processing that data.

1.3 Our website uses cookies. Where cookies are not strictly necessary for providing the site and our services, we will request your consent the first time you visit.

1.5 In this policy, "we", "us" and "our" mean pleXpad Limited.

2. About pleXpad Limited

2.1 pleXpad Limited operates as a disclosed booking agent for commercial property. Through our platform, customers can discover and book office space, meeting rooms, and hotdesk facilities with third-party venues.

2.2 When you make a booking via our website, your contract for the provision of the workspace or room is with the relevant venue (the principal), not with pleXpad Limited. The venue is responsible for delivering the booked services.

2.3 Depending on the arrangement with the venue, the venue may invoice you directly for its charges. pleXpad Limited may, as agent, facilitate payment flows and retain a booking or service fee. Where pleXpad Limited issues any invoice, it is only in respect of our own fees and services.

2.4 We process personal data to facilitate enquiries and bookings, to communicate with you and with venues, and to administer our services, in accordance with this policy.

3. How we use your personal data

3.1 In this Section 3 we describe:

(a) the main categories of personal data we may process;

(b) where we did not obtain personal data directly from you, the source and types of that data;

(d) the lawful bases on which we rely.

3.2 We may process information about how you interact with our website and services ("usage data"). This may include your IP address, approximate location, browser type and version, operating system, referral source, visit duration, page views, navigation paths, and information about the timing, frequency, and pattern of use. We obtain this from our systems and from Google Analytics. We use usage data to analyse, maintain, and improve the website and services. Our lawful basis is our legitimate interests in monitoring and enhancing our website and services.

3.3 We may process your account information ("account data") such as your name, address, email address, and telephone number. The source is you or your employer. We use account data to deliver our services, keep our website and services secure, maintain backups, and communicate with you. Our lawful basis is our legitimate interests, namely performing a contract between you and us and/or taking steps at your request to enter into such a contract.

3.5 We may process personal data supplied during your use of our services ("service data"), which can include your name, address, email address, telephone number, and instant messaging handle. The source is you or your employer. We use service data to provide our services, protect the website and services, maintain backups, and communicate with you. Our lawful basis is our legitimate interests, namely performing a contract between you and us and/or taking steps at your request to enter into such a contract.

3.6 We may process material that you submit for publication on our website ("publication data"). We use publication data to enable publication and to administer the website. Our lawful basis is consent.

3.7 We may process the details contained in enquiries you send to us about our services ("enquiry data"). We use enquiry data to respond to you and to offer, market, and sell services relevant to your enquiry. Our lawful basis is consent.

3.8 We may process information about our relationships with customers, including contact details ("customer relationship data"). This can include your name, your employer, your role, contact details, and the content of communications between you (or your employer) and us. The source is you or your employer. We use this data to manage relationships, communicate, keep records, and promote our products and services. Our lawful basis is our legitimate interests in managing customer relationships properly.

3.9 We may process information relating to transactions entered into with us and/or through our website ("transaction data"). Transaction data may include your contact details and the transaction details. (Please note that pleXpad Limited does not store and cannot access your sensitive financial data such as credit/debit card or bank account numbers. Those details are processed independently by our payment providers, as explained later in this policy.) We use transaction data to supply purchased services and to maintain proper records. Our lawful basis is performance of a contract between you and us and/or taking steps at your request to enter into such a contract, and our legitimate interests in the sound administration of our website, business, and accounts.

3.10 We may process information that you provide to subscribe to email notifications ("notification data"). We use notification data to send you the relevant notifications. Our lawful basis is performance of a contract between you and us and/or taking steps at your request to enter into such a contract.

3.11 We may process information contained in, or relating to, communications that you send to us ("correspondence data"). This may include the content of the communication and associated metadata. Our website generates metadata for messages sent through website contact forms. We use correspondence data to communicate with you and for record-keeping. Our lawful basis is our legitimate interests in the proper administration of our website, our business, and our communications with users.

3.12 We may process any personal data identified in this policy where necessary to establish, exercise, or defend legal claims in court, administrative, or out-of-court proceedings. Our lawful basis is our legitimate interests in protecting and asserting our rights, your rights, and the rights of others.

3.13 We may process any personal data identified in this policy where necessary to obtain or maintain insurance cover, manage risks, or obtain professional advice. Our lawful basis is our legitimate interests in protecting our business against risks.

3.14 We may also process any personal data identified in this policy where such processing is required to comply with a legal obligation to which we are subject, or to protect your vital interests or the vital interests of another person.

3.15 Please do not provide us with another person’s personal data unless we specifically ask you to do so.

4. Providing your personal data to others

4.1 We may share your personal data with our insurers and professional advisers to the extent reasonably necessary for obtaining or maintaining insurance coverage, managing risks, receiving professional advice, or establishing, exercising, or defending legal claims in court, administrative, or out-of-court proceedings.

4.2 We may disclose your account data, service data, enquiry data, and customer relationship data to the e-commerce, CRM, and accounting application providers selected by you, insofar as this is reasonably necessary to maintain the service and/or to resolve technical issues.

4.3 Payments for services are processed by our payment service providers, PayPal and Shopify. We share transaction data with those providers only to the extent required to process payments, issue refunds, and handle complaints and queries relating to payments and refunds. You can read their privacy notices at https://www.paypal.com/uk/webapps/mpp/ua/privacy-prev and https://www.shopify.com/legal/privacy.

4.4 In addition to the disclosures described in this Section 4, we may disclose your personal data where required to comply with a legal obligation, to protect your vital interests or the vital interests of another person, or where the disclosure is necessary to establish, exercise, or defend legal claims.

5. International transfers of your personal data

5.1 This Section 5 explains when your personal data may be transferred outside the United Kingdom (UK) and/or the European Economic Area (EEA).

5.2 Our website and service are hosted in the United Kingdom (London). Where international transfers occur, we will apply appropriate safeguards, including standard contractual clauses approved by the UK Information Commissioner’s Office and/or the European Commission, as applicable.

5.3 The e-commerce, CRM, and accounting providers you choose to connect, and venue partners with whom you book, may be located outside the UK or EEA. In such cases, we will rely on an adequacy decision of the UK Government or the European Commission, or on standard contractual clauses approved by the relevant authority.

6. Retaining and deleting personal data

6.1 This Section 6 sets out our retention practices to help ensure compliance with our legal obligations regarding storage and deletion of personal data.

6.2 We will not keep personal data for longer than necessary for the purposes for which it is processed.

6.3 We will retain your personal data as follows:

(a) usage data, enquiry data, and transaction data: for up to 15 years from the date of record;

(b) account data, service data, enquiry data relating to an account, correspondence data relating to an account, notification data, and customer relationship data: for up to 10 years after your account is closed; and

6.4 Notwithstanding the above, we may retain personal data where retention is necessary for compliance with a legal obligation, or to protect your vital interests or the vital interests of another person.

7. Amendments

7.1 We may revise this policy from time to time by publishing an updated version on our website.

7.2 Please check this page periodically to ensure that you are content with any changes.

7.3 We will notify account holders of material changes by email or via a notification within our website.

8. Your rights

8.1 This Section 8 summarises the rights you have under data protection law. Some rights are complex and not all details are included here; you should consult the relevant legislation and guidance for a full explanation.

8.2 Your principal rights are:

(a) right of access;

(b) right to rectification;

(d) right to restrict processing;

(e) right to object to processing;

(f) right to data portability;

(g) right to complain to a supervisory authority; and

(h) right to withdraw consent.

8.3 You have the right to obtain confirmation of whether we process your personal data and, where we do, access to that data and certain additional information (including processing purposes, categories of personal data, and recipients). Provided the rights and freedoms of others are not affected, we will supply a copy of your personal data. The first copy is free; additional copies may attract a reasonable fee.

8.4 You have the right to have inaccurate personal data rectified and, considering the purposes of processing, to have incomplete personal data completed.

8.5 In some circumstances you have the right to have your personal data erased without undue delay. This applies, for example, where the data are no longer needed for the purposes for which they were collected; where you withdraw consent and there is no other legal basis; where you object under applicable rules; where processing is for direct marketing; or where the data have been unlawfully processed. Exceptions apply, including where processing is necessary for freedom of expression and information, compliance with a legal obligation, or the establishment, exercise, or defence of legal claims.

8.6 In some circumstances you may restrict processing. This applies where you contest accuracy; processing is unlawful but you prefer restriction to erasure; we no longer need the data but you require it for legal claims; or you have objected and verification of that objection is pending. Where processing is restricted, we may continue to store the data but will process it only with your consent, for legal claims, to protect the rights of another person, or for important public interest reasons.

8.7 You may object to processing on grounds relating to your particular situation where the lawful basis is our public-interest tasks or our legitimate interests (or those of a third party). We will stop processing unless we demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is for legal claims.

8.8 You may object at any time to processing for direct marketing (including profiling for that purpose). We will then cease processing for direct marketing.

8.9 You may object to processing for scientific or historical research or statistical purposes on grounds relating to your particular situation, unless processing is necessary for a task carried out for reasons of public interest.

8.10 Where processing is based on: (a) consent; or (b) necessity for a contract to which you are party or steps requested by you prior to entering into a contract; and processing is carried out by automated means, you have the right to receive your personal data in a structured, commonly used, machine-readable format. This right does not apply where it would adversely affect the rights and freedoms of others.

8.11 If you believe our processing of your personal data breaches data protection law, you have the right to lodge a complaint with a supervisory authority. In the United Kingdom, this is the Information Commissioner’s Office (ICO). You may also complain in an EU Member State of your habitual residence, place of work, or place of the alleged infringement, where applicable.

8.12 Where processing is based on consent, you may withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before consent was withdrawn.

8.13 You may exercise your rights in relation to your personal data by writing to us, in addition to the methods described elsewhere in this Section 8.

9. About cookies

9.1 A cookie is a small file containing an identifier (a string of letters and numbers) that a web server sends to a browser, which stores it and returns it with subsequent requests.

9.2 Cookies are either "persistent" (stored until their set expiry date or until deleted by you) or "session" (deleted when your browser session ends).

9.3 Cookies typically do not contain information that directly identifies you, but personal information that we hold about you may be linked to data stored in and obtained from cookies.

10. Cookies that we use

10.1 We use cookies for the following purposes:

(a) authentication: to recognise you when you visit and as you navigate the website;

(b) status: to help determine whether you are logged in; and

11. Cookies used by our service providers

11.1 Our service providers use cookies, which may be stored on your device when you visit our website.

11.2 We use Google Analytics to analyse website usage. Google Analytics uses cookies to generate reports about the use of our website. You can read Google’s privacy policy at: https://www.google.com/policies/privacy/. The relevant cookies include: __utma, __utmz.

12. Managing cookies

12.1 Most browsers allow you to refuse cookies and to delete cookies. The steps vary by browser and version. Up-to-date guidance is available at:

(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e) https://www.support.apple.com/kb/PH21411 (Safari); and

(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

12.2 Blocking all cookies may negatively affect the usability of many websites.

12.3 If you block cookies, you may not be able to use all features on our website.

Virtual office tours

Instant Bookings

Short term rentals